Template: Day-Of Communication & Emergency Plan

A template for Make Music Vermont chapters to prepare day-of communications and emergency response plans.

Overview

On Make Music Day, things move fast. This template helps you prepare clear communication channels and emergency procedures so your team can respond quickly to whatever arises.

Complete this template by June 15 and share with all organizers, volunteers, venue hosts, and musicians.

Quick Reference Card

Communication Channels

Primary Communication Method

Platform: [ ] Group Text / [ ] WhatsApp / [ ] Slack / [ ] Other: __

Group Name: _

Who's included: All organizers, venue leads, volunteer coordinators

Backup Communication

If primary fails, use: _

HQ/Command Center

Location: _

Hours staffed: _

Phone number: _

Person in charge: _

Key Contacts

Organizer Team

Emergency Services

Municipal Contacts

Venue & Musician Contacts

Attach or link to your full venue and musician contact list here.

Link to master contact sheet: _

Weather Decision Protocol

Monitoring

Who monitors weather: _

Sources to check:

• National Weather Service: weather.gov
• Local radar
• Local TV/radio

Decision Timeline

Weather Decision Matrix

Communication Templates

Morning "All Clear":

"Good morning, Make Music [Town]! ☀️ Weather looks great for today. All events proceeding as scheduled. See you out there! #MakeMusicVT"

Weather Delay:

"⚠️ Due to [weather condition], some outdoor events may be delayed. Check with your venue host for updates. Indoor events continue as scheduled."

Lightning Pause:

"🌩️ Lightning in the area. ALL outdoor performances paused until 30 minutes after last lightning. Stay safe — we'll update soon!"

Emergency Response Procedures

Medical Emergency

1. Call 911 immediately
2. Do not move the person unless they're in immediate danger
3. Stay with the person until help arrives
4. Notify HQ as soon as possible
5. Clear a path for emergency responders
6. Document what happened (for follow-up)

Severe Weather During Event

1. Monitor conditions closely
2. If lightning: Pause all outdoor events immediately
3. Direct people to nearest shelter (buildings, cars)
4. Send alert via communication channel
5. Post on social media
6. Wait 30 minutes after last lightning before resuming

Missing Person (especially child)

1. Get description: name, age, clothing, last seen location
2. Alert all volunteers via communication channel
3. Search immediate area systematically
4. If not found within 10 minutes, contact police non-emergency
5. Notify HQ coordinator

Equipment Failure / Power Outage

1. Assess: Can the performance continue acoustically?
2. Contact HQ for backup equipment if available
3. If cannot continue, thank audience and direct to nearby performances
4. Document the issue for future planning

Conflict or Disruptive Behavior

1. Stay calm and approach politely
2. Ask the person to stop the behavior
3. If they don't comply, do not escalate — step away
4. Contact HQ or police non-emergency if needed
5. Prioritize safety of performers and attendees

Noise Complaint

1. Thank the complainant for letting you know
2. Assess: Is the volume unreasonable?
3. Ask performers to reduce volume if possible
4. Note the end time — events should end by 9 PM
5. Report to HQ

Incident Report Form

Use this to document any incidents for follow-up and future planning.

Date/Time: _

Location: _

Reported by: _

Type of incident:

[ ] Medical [ ] Weather [ ] Conflict [ ] Equipment [ ] Noise [ ] Other

Description of what happened:

Actions taken:

Follow-up needed:

Reported to HQ: [ ] Yes [ ] No

Day-Of Checklist for HQ

Before Events Start:

During Events:

End of Day:

Distribution Checklist

Share this plan with:

Preparation creates confidence. Complete this template, share it widely, and enjoy a smooth Make Music Day!