A template for creating annual reports for Make Music Vermont chapters, helping you document impact, celebrate successes, thank partners, and provide data for future planning and fundraising.
Purpose of an Annual Report
An annual report serves multiple purposes:
- Accountability: Show sponsors, partners, and stakeholders how resources were used
- Celebration: Recognize volunteers, musicians, venues, and supporters
- Learning: Document what worked and areas for improvement
- Fundraising: Provide evidence for future sponsorship and grant requests
- Recruitment: Attract new volunteers and partners for next year
Report Structure
1. Executive Summary (1 page)
A high-level overview with key accomplishments:
Write a 2-3 paragraph overview highlighting key accomplishments, total participation numbers, and major milestones.
Template:
Make Music [Your Town] celebrated its [Nth] annual event on June 21, [Year]. This year's celebration featured [X] performances at [Y] venues across [location description]. An estimated [Z] community members participated as performers, volunteers, or audience.
2. By the Numbers (1-2 pages)
Visual presentation of key metrics:
Metric | This Year | Last Year | Change |
Total Performances | |||
Total Venues | |||
Total Artists/Musicians | |||
Estimated Audience | |||
Hours of Live Music | |||
Volunteer Hours | |||
Media Mentions | |||
Social Media Reach |
Additional Participation Metrics:
- New vs. returning musicians
- First-time performers
- Youth participants
- Genre diversity
- Geographic coverage (towns/neighborhoods)
Example: In 2023, Make Music Madison had 621 shows, 196 venues, 1,500+ artists, and an estimated 15,000 audience members.
3. Financial Summary (1 page)
Transparent accounting of resources:
Category | Budget | Actual |
Revenue | ||
Sponsorships | ||
Grants | ||
In-Kind Donations | ||
Total Revenue | ||
Expenses | ||
Marketing/Promotion | ||
Operations/Logistics | ||
Artist Support | ||
Equipment | ||
Administration | ||
Total Expenses |
4. Equity & Accessibility Initiatives
Document efforts to make the event inclusive:
- Artist stipend fund (example: Madison allocated $5,000 for artist payments)
- Accessibility accommodations
- Neighborhood/geographic equity
- Genre and demographic diversity
- Language accessibility
Vermont Consideration: Include efforts to reach rural communities and underserved populations.
5. Geographic Reach
- Map showing venue locations
- List of participating neighborhoods/towns
- New venues added this year
- Coverage across Vermont (for statewide report)
- Performances by area
- Notable highlights from each location
6. Event Highlights
Showcase memorable moments:
- Featured performances and artists
- Mass Appeal events (if applicable)
- Special partnerships or collaborations
- Community stories and testimonials
- Notable media coverage
Include:
- High-quality photos with captions
- Pull quotes from participants
- Brief descriptions of standout events
7. Partner & Sponsor Recognition
Presenting Sponsors:
- [Logo/Name]
Supporting Sponsors:
- [Logo/Name]
Community Partners:
- [Organization names]
Media Partners:
- [Media outlet names]
8. Volunteer Recognition
- Total volunteer hours contributed
- List of key volunteers by name
- Committee/team acknowledgments
- Special recognition awards
9. Strengths & Areas for Growth
Honest assessment for transparency and planning:
Strengths:
- What worked well
- Positive feedback received
- Goals exceeded
Areas for Growth:
- Challenges encountered
- Goals not met
- Opportunities for next year
Example: Make Music Madison noted volunteer recruitment and sound equipment availability as growth areas.
10. Looking Ahead
Preview of next year:
- Goals for next year
- New initiatives planned
- Partnership opportunities
- Key dates
- Call to action for involvement
Design Recommendations
Make it Visual: Annual reports are most effective when they're visually engaging. Include lots of photos, infographics, and color.
- Use Make Music Day branding consistently (brand color: #FF5B05)
- Include lots of photos
- Use infographics for numbers
- Keep text scannable with headers and bullets
- 10-15 pages is typical length
- Create both print-ready PDF and web-friendly versions
Timeline for Report Creation
When | Action |
June 21 | Collect photos, videos, and stories during event |
June 22-30 | Gather final numbers and feedback |
July 1-15 | Draft report |
July 15-31 | Review, edit, design |
August 1 | Distribute to sponsors and stakeholders |
August | Share highlights publicly |
Data Collection Checklist
Start collecting BEFORE June 21:
Collect DURING the event:
Collect AFTER the event:
Distribution Checklist
Adapted from Make Music Madison Final Reports for Make Music Vermont