Document Type: Template
Purpose: Phone scripts for reaching out to musicians and venues
When to Use: AprilāJune outreach calls to recruit and follow up with participants
Phone Script for Musicians
Opening
Hi, this is [Your Name] from Make Music Vermont. The festival is coming up on Sunday, June 21st, and I'm calling to see if you'd like to perform this year. We'd love to have you!
If They Can't Participate This Year
No problem! If there's anyone else you think might be interested, feel free to send them to vt.makemusicday.org. Thanks for your time!
If They Want to Sign Up
Great! Just go to vt.makemusicday.org to register. If you participated last year, you should be able to log in to your existing account.
We need everyone to finalize a location by [deadline date], so sign up right away. And feel free to reach out if you have any questions!
If They're Already Signed Up
Excellent! Have you found a place to perform on June 21st?
If YES:
Have you spoken with the venue about details?
Is the venue registered on the website?
Will the location have the electricity/power you need?
Do you need any support from us (PA, tent, etc.)?
If NO:
You have until [deadline date] to make arrangements.
Have you requested any venues on the website?
Have you proposed your own location (front porch, backyard, etc.)?
Would you like help finding a match?
Leaving a Voicemail
Hi, this is [Your Name] from Make Music Vermont. I'm calling to let you know that our festival is coming up on June 21st, and if you're interested in performing, you need to sign up by [deadline date] if you haven't already.
Go to V-T dot make music day dot org to register, and if you have any questions, email [contact email]. Thanks!
Phone Script for Venues
Opening
Hi, this is [Your Name] from Make Music Vermont. The festival is coming up on Sunday, June 21st, and I'm calling to see if you'd like to host a performance this year. We'd love to have you!
If They Can't Participate This Year
No problem! If there's anyone else you think might be interested in hosting or performing, feel free to send them to vt.makemusicday.org. Thanks for your time!
If They Want to Sign Up
Great! Just go to vt.makemusicday.org to register your venue. If you hosted last year, you should be able to log in to your existing account. If you don't remember your password, you can reset it.
We need everyone to finalize their lineup by [deadline date], so sign up right away!
If They're Already Signed Up
Excellent! Have you invited musicians to perform at your location?
If YES:
Have you spoken with the musicians about details?
Did you confirm set times?
Is the concert confirmed on both sides?
Do you need any support from us?
If NO:
You have until [deadline date] to make arrangements.
Have you requested any musicians on the website?
Have you reached out to local artists directly?
Would you like us to help match you with performers?
Leaving a Voicemail
Hi, this is [Your Name] from Make Music Vermont. I'm calling to let you know that our festival is coming up on June 21st, and if you're interested in hosting a performance this year, you need to sign up by [deadline date] if you haven't already.
Go to V-T dot make music day dot org to register, and if you have any questions, email [contact email]. Thanks!
Tips for Effective Calls
Best Practices
- Be warm and enthusiasticāyou're inviting them to something fun!
- Have the website open so you can check their registration status
- Take notes on their responses for follow-up
- If they seem hesitant, mention unique Vermont venues: front porches, general stores, covered bridges, farms
- Offer to help with matchmaking if they're stuck
- Follow up with an email summarizing next steps
Vermont-Specific Talking Points
For Musicians:
- "You can perform anywhereāyour front porch, a local general store, the town green, even a covered bridge!"
- "We're part of a statewide celebration with chapters across Vermont."
- "It's a great way to connect with your community and play for people who might never come to a regular gig."
For Venues:
- "You don't need a traditional stageārestaurants, shops, farms, and front porches all work great."
- "We can help match you with local musicians if you don't have anyone in mind."
- "It's free for everyoneāyou're just providing the space."
Quick Reference
Details | |
Event Date | Sunday, June 21, 2026 |
Website | |
Registration Deadline | [Set your deadline] |
Contact Email | [Your chapter email] |