PLANNING GUIDE

MARTI N LUTHER KI NG, J R.

DAY OF Song AND SERVICE

















MusicianCorps is a social enterprise that promotes music for public benefit. Founded in 2008, MusicianCorps has trained
and placed hundreds of musicians as teachers, mentors, and care workers in settings where music can reach, teach, and
heal. MusicianCorps also promotes the role of music in society through advocacy and policy development.
In 2011, MusicianCorps hosted its first MLK Day of Song & Service in Oakland, California. Every year since then,
MusicianCorps has continued bringing musicians and music-lovers together to serve their community, celebrate local
cultures, and most importantly, make music together.
MUSI CI ANCORPS AND THE CI VI C MUSI C MOVEMENT
With his campaigns for civil rights and equal opportunity, Dr. Martin Luther King Jr.s
message was powerfully simple: love each other. Dr. King spoke often of his vision of a
world in which love and understanding can transcend divisions and unite people of all
backgrounds. In tribute to Dr. Kings life and message, Americans in all fifty states
come together on MLK Day for a national day of service. As MLK said,
Musicians can serve too. Every year, MusicianCorps hosts a Day of Song & Service on
the Martin Luther King holiday. And now were calling on musicians and music-lovers
everywhere to plan their own events to bring their community together through music.
Help us grow the civic music movement!

EVERYBODY CAN BE GREAT BECAUSE EVERYBODY CAN SERVE.
In 1994, Congress designated the Martin Luther King Jr. federal holiday as a national day of service. Led by the
Corporation for National and Community Service each year on the third Monday of January, the holiday challenges all
Americans to make it a day on, not a day off. To learn more about the MLK National Day of Service, visit
www.mlkday.gov.
A NATI ONAL DAY OF SERVI CE

DAY OF AND SERVI CE














































MUSICIANCORPS IS CALLING ON COMMUNITIES ACROSS THE NATION
TO JOIN THE CIVIC MUSIC MOVEMENT


There are four steps to planning and hosting your
MLK Day of Song and Service.
1. VI SI ON
Envision your event and what youre trying to
accomplish.
2. PLAN
To make your event a success, put all the pieces
together from funding to volunteer recruitment.
3. I MPLEMENT
On the day of your event, nail the logistical details.
4. REVI EW & REFLECT
After your event, review the experience and reflect
on what you accomplished.
At the end of the planning guide, youll find event
models and other resources. Happy pl anni ng!
CONTENTS
SEC 1. ENVISION YOUR SERVICE 4
Overview 4
Event Models 5
Partnership Building 6
SEC 2. PLAN YOUR EVENT 7
Event Planning Timeline 7
Venue 8
Securing Resources 9
In-kind Donations 9
Tips for In-kind Requests 10
Fundraising 11
Participant Sign Up & Prep 12
Publicity & Outreach 13
SEC 3. IMPLEMENT YOUR EVENT 14
Sample Event Schedule 14
Event Overview 15
Safety 16
Meals & Small Details 17
Documenting & Social Media 18
SEC 4. REVIEW & REFLECT 19
EVENT MODELS
Song Squad i
Learn & Play iii
Musical Playground ix
Musical Barnraiser vi
Hidden Artist Performance vii
APPENDICES*
Appendix A: In-Kind Request Letter viii
Appendix B: Media Advisory ix
Appendix C: Media & Liability Waiver x
Appendix D: Volunteer Survey xii
*Editable templates available for download at
MUSI CI ANCORPS. ORG/ MLKDAY
MARTIN LUTHER KING, JR.


envision


















































Y O U R S E R V I C E
S E C T I O N 1
It all starts with a vision. Your journey begins with a
picture in your head. What do you hope to accomplish?

Sometimes the best way to get started is by asking
yourself some questions. Here are some to consider.
Whos on your planning team? An African proverb tells
us If you want to go fast, go alone. If you want to go
far, go together. Youll be glad you recruited others to
help you out, especially if youre planning a large event.

Should you partner with another group or organization?
Is there another group (such as a school or nonprofit)
with a similar mission that could help you plan and
execute your event? What resources can you share and
gain through a partnership?
What will happen at your Day of Song & Service? Of course music is
going to be a big part of it, but in what way? Will you have a group
singalong, a drum circle, an open mic, or a combination? Maybe
youll paint a mural too? See Event Models for some inspiration.

How big will your event be? Will you engage 10 people? 100? 1,000?
Set a realistic goal from the start.

Whom are you serving? Are you targeting your efforts at a specific
high-need population, such as at-risk youth, veterans, seniors, or
homeless? Or is your event about bringing people together from all
backgrounds within your community? Maybe its both.
And most importantly, what difference do you hope to
make? Close your eyes and imagine how you want people
to feel during and after participating in your event. How
about one yearor ten yearsafter your event? Why
are you planning your Day of Song & Service?
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service models
You might be thinking, what does a Day of Song & Service even look like? Good question. Below is a
list of models that MusicianCorps has implemented over the years at our MLK Day events. These are
meant to provide inspiration, stoke the imagination, and spur your own vision.
Visit a hospital, homeless shelter, or other social
service center and lead an interactive performance
with high-need populations who dont normally have
an opportunity to listen to live music and engage in
artistic expression.
Hidden Artist Performance
Volunteer musicians and music-lovers travel by foot
with instruments in hand from location to location
to lead group singing with high-need populations
like homeless, seniors, veterans, and at-risk youth.
Song Squad
1
Learn & Play
Musicians and beginners alike come together to
form a big community band and choir. Pick a fun but
simple song, and split everyone into different
sections to learn their parts on different instruments
before reconvening for a special group performance.
2
Volunteer musicians give kids and families a
chance to touch, feel, and play musical instruments
from around the world.

Musical Playground
3
Think of a typical physical service project (painting
murals, planting trees, building picnic tables, etc.)
and infuse the whole event with music. Hold an open
mic for youth and local musicians during lunch, and
wrap the day up with a community singalong.

Musical Barnraiser
4
3
5
4
musiciancorps.org/mlkday 5
Create Your Own
Theres no right or wrong way to engage your
community through music. Pull elements
from the ideas presented here, or come up
with your own.
*
See the Service Models section at the end of this
document for a detailed guide on each model.




















































partnership building

NONPROFI T ORGANI ZATI ONS

Organizations that serve a specific
population or need in the community
might be willing to partner, especially
if music has not been a part of their
programs.









SCHOOL BUS
Schools are a wonderful hub of
daily activity, learning, and growth
for young students. Especially in
schools with little funding for arts,
an event like this has potential to
ignite and inspire youth.


SCHOOLS

Many faith congregations are
active in community service.
Identify and reach out to religious
communities in your area and
propose a partnership.

FAI TH- BASED

Who are your partners? What resources do you need that others have to offer?
Discover a partner in your community who resonates with your mission.
musiciancorps.org/mlkday 6


plan



















































GATHER SUPPLI ES
Redeem your in-kind
donations and purchase
supplies.

SET YOUR VI SI ON + PLANNI NG TEAM
You need a clear vision and a committed team to
pull the pieces together for your event.
Y O U R E V E N T
S E C T I O N 2
There are a lot of details to consider. So take this stage seriously and allow
yourself at least two months to plan. As the old saying goes, A failure to plan is a
plan to fail.

Here is a sample planning timeline. More details on each step are available in the section ahead.
12 WEEKS
8 WEEKS
10 WEEKS
2 WEEKS
happy new year!
1 WEEK
days bef or e
MLK Day
thanksgiving

SECURE RESOURCES
Submit in-kind donation requests
and hold fundraisers to obtain the
resources you need.

REGI STER VOLUNTEERS
Spread the word about your MLK Day of
Song and Service. Post on mlkday.gov,
open up your volunteer registration, and
build buzz through social media!

FI NAL EVENT PREP - EMAI LS - POLI CE NOTI FI CATI ON
Before the big day, tie up any loose ends, email your volunteers
with important details, and for safety, notify your neighborhood
police about your event.

MEDI A ADVI SORY
Submit a media advisory to
local media outlets, including
television, radio and
newspapers.
halloween
WEEKS BEFORE
MLK DAY

SECURE MAJ OR PARTNERS
Partner with a school, university,
or nonprofit organization that fits
your vision.
FI ND A VENUE
Lock in a venue that meets
the needs of your event.

EVENT RUN- THROUGH
Host a meeting with event volunteers,
musicians and other key players. Walk
through the days logistics, practice the
music, and visit the venue if possible.










MLK DAY! !
musiciancorps.org/mlkday 7






















































HARDWARE
GARDENI NG
SUPPLI ES
find a venue

SCHOOL AUDI TORI UMS
SCHOOL GYMS & FI ELDS
COMMUNI TY CENTERS
CULTURAL CENTERS
PUBLI C PARKS
RECREATI ONAL CENTERS
FAI TH- BASED ORGANI ZATI ONS
PUBLI C LI BRARY MEETI NG ROOMS
UNI VERSI TY FACI LI TI ES
CORPORATE CONFERENCE CENTERS
SOCI AL SERVI CE FACI LI TI ES
Look up and reach out to these
venues in your neighborhood.
You know when your event is happening. Now you need to figure out where.
Here are some questions to ask yourself as you seek the perfect venue.
Unless your venue is determined, (e.g.,
a childrens or veterans hospital, senior
home, school) you should seek a space
that is symbolically aligned with the
mission and theme of the day a
community center perhaps.
What venue makes the
most sense given my
events service mission?
Are you hosting a large crowd or keeping it
small? Find just the right sized venue.
How much space do I need?
Does your event require one large room
and multiple breakout rooms? How
about a stage? Are there good spots
both to serve and eat food?
What physical features do I
need in a space?
Does the venue have chairs that can be
used, or will seating need to be rented? Do
you need WiFi? Water? Tables?
What other features do I need?
Since this is a musical event, does the
space have a sound system, or is it
otherwise enabled for professional audio?
How are the rooms acoustics?
How about sound?
And is the venue accessible via public
transportation?
Is parking available?
Is there a ramp for wheelchairs, and
elevators for multiple floors?
Is there accessibility for
people with disabilities?
How about a handicap bathroom?
How many bathrooms are
available?
Is the location
secure and safe?
Will there be any security on staff on
the day of the event? Are there
emergency exits, fire extinguishers,
and sprinklers?
Is there a fee?
We dont recommend paying for
space. Most community-based
facilities will be happy to host you for
free!
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secure resources
It takes a myriad of resources to bring an event to life. Think about
everything your event might require: food, drinks, nametags, musical
instruments, and a sound system, for starters. Turn to your community
to help you secure these and other resources you need!
In-Kind Donations
ORCHARD SUPPLY HARDWARE
ACE HARDWARE
HARDWARE & GARDENI NG
OFFICE MAX
OFFICE DEPOT
MICHAELS

ART & OFFI CE SUPPLI ES
An in-kind contribution is a type of charitable giving in which, instead
of giving monetary donations, the goods and services themselves are
given. Many local businesses including restaurants, grocery stores, and
crafts stores are willing to donate a product to your organization. In fact,
many large retail chains have community giving programs, designed
specifically to offer in-kind donations to community projects and
organizations. Here are some examples:

Start by researching your target store
online and fill out a donation request
form if one is provided. Always follow
up with a phone call. After speaking
with a store team member or manager,
submit a formal letter detailing your
donation request.
*Many businesses will only donate to
nonprofit organizations with federal
tax-exempt status. Its another reason
to partner with a nonprofit, if youre not
already doing so!

SO HOW DO YOU
REQUEST AN I N-KI ND GI FT?
WHOLE FOODS
TRADER JOES
SAFEWAY
ALBERTSONS
FOOD & DRI NK
KROGER
COSTCO WHOLESALE
RALEYS

WALMART
TARGET

MI SCELLANEOUS
CVS PHARMACY
WALGREENS PHARMACY





Each of the stores to the right
has an online page dedicated
to their charitable giving.
Search for them online!


musiciancorps.org/mlkday 9
HOME DEPOT
LOWES HOME IMPROVEMENT

1 Call each location and ask to whom
your donation request letter should be
addressed, and if there is any specific
information you need to provide.

TIP



















































START EARLY. Store managers are busy. Receiving,
reading, and processing your donation request will take
longer than you anticipate (1-2 months). Also, stores
often have a donation cap per month, so its helpful to
get your request in as early as possible.

CAST YOUR NETS WIDE. Dont limit your requests to one
store for each need. If you need food donations, make a
request to multiple stores in your area. Create a
spreadsheet to track the status of your requests.
Due to an overwhelming number of requests, you have to
make it easy for store managers to say, Yes, wed love to
donate to that! The tips below will help you stand out.
MAKE I T EASY FOR
MANAGERS TO SAY, YES

I N- KI ND DONATI ON LETTER ESSENTI ALS
Take care to include all the information requested by the
store manager in your letter:
In addition to the essentials, describe your service
mission in a concise and compelling way, and highlight
the population you will serve. Close your letter with a
contact name and information (email/phone).

-Organization name
-Nonprofit tax ID number
-Detailed donation request
-What the donation will be used for
TIP
If possible, deliver the letter to the
store manager in person. This helps put a
face to your letter, which will increase
your chances of being selected.

2
TIP
Follow up with a phone call if
you have not heard back within a
week or two.
3
OUR ADVICE: Call and submit a request before
Thanksgiving (approx. 2 months in advance), or
after that, as early as possible before the Holiday
crunch.


TI PS FOR SUBMI TTI NG I N-KI ND DONATI ON REQUESTS

musiciancorps.org/mlkday 10
See Appendix A for a sample in-kind request letter.





















































FUNDRAI SI NG I DEAS
Fundraising
You might be in need of extra cash to cover expenses that
werent donated. Some of these tried-and-true fundraising ideas
can help.


Here are a few examples of
crowdfunding platforms. Keep in
mind that they keep a small
percentage of any funds you raise.
Challenge your volunteer musicians to put on a
LI VI NG ROOM CONCERT or spend a Saturday
afternoon BUSKI NG in a public space to raise money.
Use GI VI NGSTAGE, a special online platform that
gives musicians the ability to set up a live streaming
concert. Viewers can donate through the website to
raise money for the event.
Put your musicians to work! In the days leading up to
your event, have your volunteer musicians set up public
concerts and outdoor shows to make some extra cash.
MUSI CAL FUNDRAI SI NG
CROWDFUNDI NG
musiciancorps.org/mlkday 11
bake sale at community events
car wash at a gas station or school parking lot
Collect items from volunteers and sell them to neighbors.
Families can take this chance to clear out their closets!
yard sale
Partner with a local restaurant to raise money. Invite
your community to dine out on a designated night, and the
restaurant will donate up to 20% of the sales.
restaurant fundraiser night
wealthy champions
Ask individuals to make large donations. This saves time
and gives you a chance to recognize community supporters.


























































volunteers
Create a clear and easy online registration form (GOOGLE
FORMS is a great tool). Offer phone registration for
individuals who have limited access to the Internet.
SET UP EVENT REGI STRATI ON
PRE-EVENT
MEETI NG.
Send an email to all registered volunteers a few days
before the event. Communicate key details.

EMAI L REMI NDER

Get out there, make music,
and serve!

SERVE ON MLK DAY!
Every person at your Day of Song & Service has a role in making the
event a success. Some volunteers use their musical skills; others will
be asked to pitch in at the sign-in table or buffet line. And of course,
everyone is there to sing and serve their community.
musiciancorps.org/mlkday 12
Meet with logistical volunteers in person before the
event. Coordinate details, answer questions, and do a
walk-through of the venue if possible!
RECRUI TI NG VOLUNTEERS
Good old-fashioned community outreach will drive
people to your event. Consider contacting:
UNIVERSITIES & COLLEGES
ELEMENTARY, MIDDLE & HIGH SCHOOLS
FAITH-BASED COMMUNITIES
BUSINESSES & CORPORATE VOLUNTEER PROGRAMS
COMMUNITY & CULTURAL CENTERS
MUSICAL GROUPS OR COLLECTIVES
LOCAL PERFORMING ARTISTS
2
1
Setting up & breaking down
Greeting participants and signing them in
Picking up food and serving it at lunch
Documenting the event through photos, videos, social media

VOLUNTEER ROLES
GENERAL ROLES (most of your volunteers)
Making music & building community
LOGISTICAL ROLES (small group of volunteers)
COLLECT THE FOLLOWING INFORMATION:
First and last name
Contact information (email & phone)
Optional: Permission for safety & media release
Optional: Musician? If so, What instrument?
Optional: Preference for particular role
VOLUNTEER REGI STRATI ON
6 weeks before MLK Day, register your volunteers
and assign roles.
3







































publicity & outreach
Now that you have a who, what, when, where and why for your event, you have a
story to tell! Part of the reason for hosting a Day of Song & Service is to generate
more awareness and recognition for the power of music and the impact musicians
can make in their community. By actively engaging local media and elected
officials, you not only spread the word, but you also help advance the civic music
movement across the country.

Inform your supporters about the event through email or
written letter. Encourage them to volunteer and take
leadership roles in the event.

NEWSLETTER
Contact local radio broadcasters and ask if they will make an
on-air announcement for your Day of Song & Service. They
may even be interested in a co-promotion partnership.
RADI O ANNOUNCEMENTS
A media advisory is an event invitation for local media. Send
details time, location, and description of the event to
television and radio stations, newspapers, and blogs. Send the
advisory twice: once a few weeks before the event, then a few
days before the event as a reminder. See Appendix B for a
sample.

MEDI A ADVI SORY
Promote your event on Facebook, Twitter, Instagram, and
Pinterest. Post planning updates, registration reminders, and
share other relevant information about Dr. Martin Luther King,
Jr. that will spark interest in the meaning behind your Day of
Song & Service.

SOCI AL MEDI A
Dont underestimate the power of word of mouth and
personal face-to-face invitations. Visit school classrooms and
afterschool youth programs, PTA meetings, and faith-based
gatherings to share the word with others.

FLYERS & WORD OF MOUTH
Invite elected officials from all levels of government,
including city, county, state, and federal. You can use a site
like VOTESMART. ORG to look up the names and contact
information of your representatives. Write a formal
invitation requesting their attendance. Invite them to speak
at the events opening ceremony.

ENGAGE ELECTED OFFI CI ALS
& COMMUNI TY LEADERS


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implement



























Y O U R E V E N T
S E C T I O N 3
Finally, all of your hard work and months of planning come to
fruition. This section will help you map your event implementation
and make final preparations for the big day!
*When creating your own schedule, be sure to build
cushion for transition time between activities and
unexpected hiccups!


Planning team arrives at venue
Unload supplies, begin set up
Volunteer sign-in
Opening Ceremony
Deploy for service!
Lunch
Closing Ceremony
Group Reflections
Event ends
Volunteer team packs up
8:30 AM

9:30 AM
10:00 AM
10:30 AM
12:00 PM
2:00 PM

2:20PM
2:30PM



musiciancorps.org/mlkday 14
SAMPLE SCHEDULE
MLK DAY OF SONG & SERVI CE




























event overview
musiciancorps.org/mlkday 15

PRE-EVENT

Arrive on-site with your core planning team 1 to 2
hours early.
Unload and set up all the equipment youll need
for the day, including tables, chairs, food, sign-in
materials, instruments, and sound system. Divide
volunteer responsibilities to avoid overlooking or
duplicating work.

PARTICIPANT SIGN-IN

Open your doors at least half an hour before the Opening Ceremony
starts. Have coffee, bagels, and fruit for volunteers that arrive early.
Staff a sign-in table at the entrance with 1 or 2 smiling faces. Hand out
nametags and other necessary materials as volunteers arrive. Have
extra copies of your registration form ready for newcomers.


OPENING CEREMONY

The opening ceremony is where you make your first big impression. There are
two primary objectives during the ceremony:

1 GET PEOPLE EXCI TED 2 I NFORM PEOPLE

Appoint someone to serve as the Master of Ceremonies (aka MC). The MC
will grab peoples attention, shout out special guests, and introduce speakers.
Important points to communicate during the opening ceremony include:

-The role of music in transcending barriers and uniting people
-Schedule and overview of what will be accomplished that day
-Recognition of sponsors, partners and individuals who helped make the
event possible
-Safety concerns and procedures
Invite guest speakers from your host venue, community, or elected officials to
share some brief remarks.





























DEPLOY TO SERVE

After the opening ceremony, put your volunteers to
work. If you have broken up volunteers into smaller
groups, take a moment to cultivate group
camaraderie.
Lead a name game or a brief icebreaker, and provide
any other helpful information about the project
before having volunteers dive in.


Nothing can ruin an event like someone getting hurt. Your most
important responsibility as an event organizer is to ensure your
volunteers safety.
safety precautions
Make sure that all facilities
and activities involved in
your event are ABLE TO
ACCOMMODATE participants
with disabilities.
ADA ACCESSI BI LI TY
EMERGENCY
P L A N
C O N T A C T
If your event calls for people splitting up,
make sure that volunteers have phone
numbers for event staff that they can
call if they become lost.
Determine an action plan to follow
in the event of an emergency and
share this plan with volunteers.

If you have a large event, it is helpful to notify
neighborhood police. Call the non-emergency
phone number for your local station.
NOTI FY THE POLI CE
You may also choose to have
volunteers sign a safety liability
waiver before coming to your
event.
SAFETY WAI VERS
musiciancorps.org/mlkday 16

CLOSING CEREMONY

Conclude your day with a closing ceremony to thank
volunteers for their service and to facilitate group
reflection. If participants were in breakout groups, have
a representative from each group share highlights.
Finish off by singing or playing a song together.
You can also pass out surveys to collect feedback on
the event. See Appendix D for a sample.































With so many other logistical concerns, its easy to make
lunch an afterthought. The truth is: a poorly thought-out
meal plan can wreak havoc on your event, and push
everything off schedule. Its in your interest to ensure that
hungry people get fed with minimal frustration.
A SMOOTH MEALTI ME I S KEY
Have a meal team focused soley on prepping and
serving the meal.

Its better to serve volunteers than allow them to
serve themselves. Have a whole meal pre-made or
packaged in a lunch bag or container. If thats not an
option, have volunteers work their way down a table
while the meal team dishes out food on their plates.

You may even want to stagger groups by sending
them to lunch at different times so you dont have
one big rush to the food.

Have plenty of clearly marked trash and recycling
containers. Dont assume that the venue will provide
a large trashcan.



DON T FORGET THE SMALL DETAI LS
Coat check & personal items: January is cold for
most of the country, so have a closet or spot
where participants can safely store their coats.

Balloons: Nothing says Were having an event!
quite like helium-filled balloons. Pick up fresh
ones on the way to the venue in the morning.

Signage: When you have a hundred people in a
place theyve never been before, sometimes they
need a little help finding their way around.
Especially to find the bathrooms!

Music playlist: Prepare a playlist of upbeat songs
to create a good vibe during sign in, lunch, and
other free moments.

Press packet: Have an extra copy of your media
release and any other promotional materials on
hand in case a member of the press shows up.
MORE HELPFUL TI PS TO REMEMBER
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Make sure to capture moments from your Day of
Song and Service! Take photos, videos, audio
recordings, and get testimonials from volunteers
about their experience.
Encourage all participants to post photos and
updates on Facebook, Twitter, Instagram using
the #musicmlk and #mlkday hashtags during
the event.

LEVERAGE THE POWER
OF SOCI AL MEDI A
Everyone needs a media waiver release to be
photographed or captured on video. Coordinate
with the partner site to see if they can provide one,
or prepare one yourself.
MEDI A WAI VERS


One or two people should be focused on taking snapshots of
the big and small moments of the day. This way, everyone
else can enjoy the day to its fullest. For high quality photos,
invite a friend who enjoys photography or a high school or
college A/V club to capture your event.
HAVE A DESI GNATED
PHOTOGRAPHER & VI DEOGRAPHER
USE THESE 2 HASHTAGS
TO GET YOUR EVENT NOTICED
ACROSS THE NATION
#mlkday
#musicmlk

photo, video & social media
Unique hashtag used by
Day of Song & Service participants
National hashtag for all MLK Day events
musiciancorps.org/mlkday 18

review & reflect






























musiciancorps.org/mlkday 19
O N Y O U R E V E N T
S E C T I O N 4
Your Day of Song & Service is over after months of hard work and
planning. We have two suggestions for what you can do next: First, take
a momentor a few daysto catch your breath, celebrate your success
and congratulate your team on a job well done! Second, come back with
a fresh head to reflect and report out on all that you accomplished.
Within 72 hours of your event, thank everybody who contributed their time,
effort, and resources. This includes your planning team, key partners and venue
staff, volunteers, in-kind donors, and everyone who participated. A handwritten
letter is always welcome. A thoughtful email with photos from the event is also
appreciated.
SAY
THANK
YOU
Within the week following the event, host a reflection meeting with your planning
team and other key contributors to review the good, bad, and the ugly from your
event. Take a critical eye to all aspects of the day and planning process Respect
everybodys opinions and take written notes.
HOLD A FORMAL
REFLECTI ON
REPORT OUT
Finally, tell the story. Gather all your photos, video, social media posts, and
testimonials, and show the world what your community created together. Here are
some ideas for sharing your work:
Write a blog post about the event, either for your own website, or for
another website like SERVE. GOV that features stories of volunteer impact
Use STORI FY. COM to curate social media posts about your event from
volunteers who were there
Produce a short video using footage from your event





























In this modified take on Christmas caroling (sans Christmas songs),
musicians and music-lovers lead group singing with high-need community
members. The song squad hits the streets and travels to a few locations to
lead sing-alongs and spread joy. Heres how to do it.
SERVI CE MODEL: s o n g s qu ad

[SERVICE MODEL 1]
An ideal song squad has both musicians and non-musicians who
share in common a love for making people smile.
ASSEMBLE YOUR SONG SQUAD
Anywhere from 8 to 15 people
is a good group size, although
its possible to have fewer or
more.
Recruit 1 or 2 instrumentalists that can play chords (like a guitar or accordion note that
instruments need to be portable!), and if possible, any other fun accent instruments for the
mix: trumpet, sax, violin, and small hand percussion. Try to have 1 or 2 vocal superstars
who can sing out and lead vocal cues through each song, which helps others latch onto the
melody with a bit more confidence. You may decide to have your song squad sing a
cappella, but we think its more fun with some musical accompaniment.
Stack the deck with some solid musicians, but dont make this a musicians-only club. Part of the fun of this model is giving those
amateur car-radio-backup-singers a chance to feel like theyre finally part of the band! Put out the call for volunteers to the local music
community, schools, and universities, and anywhere else where people gather in your neighborhood.
1
HOW MANY PEOPLE? SECURE YOUR MUSICAL BACKBONE
EVERYONE SHOULD BE INVOLVED
SECURE PARTNER SITES
In the weeks before your Song Squad event, call and visit
organizations and community settings that serve people who are
struggling with poverty, illness, or other complex circumstances,
and see if they would be interested in having your song squad
come and lead a sing-along. Reach out to:
Homeless shelters
Senior citizens
Shelters/Housing for victims of domestic violence
Special rehabilitation shelters
Centers for people with disabilities
Take down the name and phone number of the staff person
who will be at each confirmed partner site. Visit each location
and envision the rooms set up before the event.
TAKE NAMES & SCOPE THE SPACE
Some organizations will be closed for the MLK Day holiday.
Keep your options open if the Saturday before MLK Day
works better for most of your partner sites, feel free to move
your event to Saturday.
SCHEDULING CHALLENGES
If you are organizing a Song Squad event in a suburban area where
it would be hard to line up a number of sites within walking
distance, try instead to partner with one large facility like a
hospital, school, or VA center that has several departments and
rooms. Spend a couple hours traveling within the facility to
different wards or classrooms to lead sing-alongs with multiple
groups.
ALTERNATE SITES
From all the singing and walking to come, throats are bound to
be parched. Bring a case of water bottles to distribute at the
beginning of the day. Throw in some granola bars for mid-day
snacks.
PREPARE WATER BOTTLES & ON-THE-GO SNACKS
The purpose of this event is to meet new people in your community and have a shared
experience through music. Seek to engage hidden populations that could use some uplift.
ARRANGE LOCATIONS & LOGISTICS
2
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COORDINATE MUSICIANS & OTHER PARTICIPANTS
3
Pick 7-10 songs that are upbeat and have a positive message.
Some suggestions:

Stand By Me Ben E. King
Three Little Birds Bob Marley
Sittin On The Dock Of The Bay Otis Redding
Lean On Me Bill Withers
Brown Eyed Girl Van Morrison
Let It Be The Beatles
If I Had A Hammer Pete Seeger
My Girl The Temptations
Print out lyric sheets that are easy to read. For your musician
volunteers, add chords notations.

CHOOSE SONGS & PRINT LYRIC SHEETS
If possible, hold a practice session with your musician leaders and
top singers a few days before the event. Run through the repertoire
and make sure they feel confident with all of the songs. For
everyone else, send a list of the songs and YouTube links ahead of
time so they can re-familiarized with the melodies.
PRACTICE MAKES PERFECT
Make sure everyone knows the meeting time and location for the
day of the event, and how to find you. Remind everyone that youll
be covering some ground by foot, so comfortable walking shoes
are recommended.
COMMUNICATE OTHER IMPORTANT DETAILS
ON THE DAY OF THE EVENT 4
Gather at a well-known plaza or notable monument in your city.
MEET AT A CENTRAL LOCATION
Give everyone a chance to introduce themselves. Cover important
information including the schedule, the populations your group will
be visiting, and emergency contact phone numbers.
INTRODUCTIONS & OVERVIEW
SHARE YOUR REFLECTIONS
Actively reflecting with other participants will give everyone a
much richer appreciation for the day. Facilitate a discussion.
Lead in with questions like, Did you see the music uplift the
spirit of the group? Did you have any memorable moments?
How did people on the streets respond to your music and
energy? Let the dialogue flow.

AND A MEAL!
Labor rights activist Cesar Chavez once said, If you really want
to make a friend, go to someones house and eat with him.
After a full day of singing and collaboration, give newly formed
friends a chance to relax and enjoy a meal together. Cook and
provide a meal, or arrange to meet at an affordable spot with
lots of open space.
SING A SONG
What better way to break the ice at a music service event than
group singing? Take this chance at the beginning of the day to run
through 1-2 songs together.
Line up 2-3 partner sites within walking distance of each
other (for this reason, this event works best in urban
areas), and schedule 30-45 minute sing-along sessions at
each location. Build walking time into your schedule so
that your song squad can travel at a normal speed and
arrive on time at the next location. Be wary of the
potential for fatigue within your group; keep the entire
event within a two and a half hour time window.
MAP YOUR ROUTE
[SERVICE MODEL 1]

SF SENIOR CENTER
HOSPITALITY HOUSE SHELTER
START: CADILLAC HOTEL
1
2
3
TENDERLOIN SONG SQUAD
San Francisco, CA

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Bring your community together, give everyone an instrument, and learn and
play a song together.

SERVI CE MODEL:
l e ar n & pl ay

[SERVICE MODEL 2]
FIND A SPACE
SPREAD THE WORD!
PREPARE & COORDINATE
SECURE INSTRUMENTS
RECRUIT MUSICAL LEADERS
Reach out to schools, community centers, churches, synagogues,
and other facilities in your community that can hold a large group
of people.
ACCOMODATIONS. Youll need one large room where everyone can
come together to perform the song at the end of the day. Ideally,
you will also have separate breakout rooms, one for each
instrument (guitar, keys, percussion, vocals).

DONT FORGET! Also think about other needs, including chairs,
access to electrical outlets, and building accessibility.

Each group (except the vocal group) will need instruments.
Gather the instruments you need by:

Asking local music stores for discounted, loaned, or donated
instruments
Borrowing from nearby schools & churches
Asking friends
Raising funds to purchase some new instruments
Encouraging participants to bring their own instruments
If you dont have enough of a certain type of instrument, there
is always more room in the vocal group. Harmony gets better
with a lot of voices!


Work with your leadership team, including musicians, in the
weeks prior to the event to preview event vision and logistics,
as well as the song arrangement.

Prepare lyric sheets & chord charts for each part
Make sure each instructor has access to the tools he/she
needs to teach
>Speakers, laptop, whiteboard, etc.
Solidify a firm schedule. Make sure there is enough time for
transitions between breakout rooms.
Schedule time for lunch, if possible. Its always great to
share a meal together.
Invite your neighbors, friends, local businesses and high-need populations to participate. Emphasize that no prior musical experience is
necessary! Try to have the diversity of your community represented at the event, including groups that dont interact with each other very
often. Be aware of your capacity limitations. You dont want to find that you are unable to accommodate participants for lack of
instruments or physical space.
Pick a well-known song thats fun and easy to learn. Look for
songs that have only 3 or 4 chords. Suggestions include:

MUSICAL PREPARATIONS
1
CHOOSE A SONG
Secure skilled musicians who will commit time and energy
planning and coordination for the project. Try to secure 1 to 2
musicians for each instrument you intend to teach. You will need
different instruments depending on the song. Standard options
include: guitar or ukulele, keyboard, percussion, and voice.

LOGISTICAL PREPARATIONS
2
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Three Little Birds Bob Marley
Lean On Me Bill Withers
Stand By Me Ben E. King
Let It Be The Beatles





























[SERVICE MODEL 3]
Give children and families an opportunity to experience and play the worlds
many different musical instruments.
SERVI CE MODEL:
mu s i c al p l aygr o u n d
BUILD YOUR PLAYGROUND
2
Put all the pieces together for a fun event!
REGISTRATION
Have participants complete a short sign-in process that includes:
Parents names & contact information
Media release and/or liability waiver (if applicable)
Nametag and event guide/schedule. Kids might get a
passport to be stamped at each station.

INSTRUMENT STATIONS
Set up a booth with a table, chairs, and props for each
instrument. Have one or more volunteer musicians at each
station. The volunteers will:
Tell participants about the origins, uses, constructions and
other interesting tidbits about the instrument. Encourage
volunteers to create visual aids such as poster boards,
videos, and photo slideshows.
Invite kids to hold & play the instrument. Have at least two
unique instruments on hand.
A musical playground has stations or booths, each featuring a different musical instrument (i.e., violin, trumpet, piano, drums). These are
staffed by enthusiastic volunteers who will share interesting facts and provide the little ones with an opportunity to play each
instrument. You can enhance the day by having different ensembles perform, playing the featured instruments. Children and their
parents will see how these instruments are used to make music, and be inspired to go try it out themselves!
Partner with an elementary school, preschool, or day care program
that provides an immediate population to serve. Make sure space
is large enough to accommodate all of your volunteers, music
booths, and a central performance area.
HERES HOW IT WORKS
RECRUIT VOLUNTEERS
Ask local musicians to perform and host an instrument booth
and perform some music. Reach out to:
HIGH SCHOOL STUDENTS: This is a wonderful service learning and
leadership opportunity for teens, including high school band
and orchestra members and city youth orchestras.

COLLEGE STUDENTS: College campuses are thriving with music,
arts and service clubs.

COMMUNITY MUSIC ENSEMBLES: Many adults perform on the
amateur and professional levels in classical symphonies, jazz
ensembles, and percussion groups.

BANDS & SINGER-SONGWRITERS: Local bands and singer-
songwriters often use the guitar and other contemporary and
electric instruments to make music.
SECURE PARTNERSHIP & VENUE
LINE UP THE MUSICAL INSTRUMENTS
Consider the variety of instruments you can feature. Try to include
the usual suspects (guitar, piano, strings, woodwinds) and exotic
instruments from around the world. The list below will help get you
started.
STRINGS: violin, viola, cello, bass, harp
WINDS: flute, clarinet, bassoon, etc.
BRASS: trumpet, trombone, sax, tuba, horn, etc.
OTHERS: guitar, keys, electric guitar" harmonica, accordion
MORE: didgeridoo, tabla, steel drums, kalimba, erhu
1
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[SERVICE MODEL 3]
PERFORMANCES
Performances by volunteer musicians will showcase the
instruments and infuse good energy.

Ask each volunteer group to pr epare a per f or manc e (solo
or with accompaniment)
Address t ech & equi pment needs sound system,
microphones, power outlets, chairs, music stands, etc.
Secure ext r a v ol unt eer t ec h & sound support . An MC
should introduce each performance and engage participants
with fun facts & announcements.

OTHER FUN ELEMENTS
Think of other ways to bring your event to life.
Use col orf ul dec orati ons like balloons & tablecloths to
stimulate kids and make the space feel special
Raf f l e pri zes to cover event expenses or support a cause.
Prizes can include a coupon for an instrument rental, gift
certificate for one free music lesson, or even a small instrument
like a recorder or tabletop xylophone.
Have snacks & bever age available. If some booths feature
instruments from other countries, encourage volunteers to
have some food or snacks from that culture there.
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[SERVICE MODEL 4]
Most of us have been to or seen a community service project in our
neighborhood. People roll up their sleeves to beautify parks and schools,
construct picnic tables, and even build houses. A musical barnraiser is
all of that, with a special musical accent.
SERVI CE MODEL:
mu s i c al b ar n r ai s e r

BARNRAISING
1
Partner with a school, community center, park, or other public
space that needs beautification or restoration. Identify service
projects to address those needs. A school might need their library
organized. A community center might like a new mural to be
painted. A park might need landscaping done.
IDENTIFY A SERVICE PROJECT
If youre not as handy with physical work, seek help! Partner
with an experienced building and barnraising group. They can
handle the physical service elements of the day, and you can
organize the musical elements.
PARTNER WITH AN EXPERT
For service project guides, visit:
LOOK FOR OTHER PROJECT PLANNING RESOURCES
BRING THE MUSIC
2
There are many ways to weave music into a traditional day of service. With a little effort, youll have all
your volunteers whistling while they work. Here are some ideas.
LEAD AN OPENING SING-ALONG
Start off the day by singing a song together. Recruit musicians to
provide the accompaniment, and choose a short, easy, and
uplifting song that is easy to sing! Try some old civil rights songs
like We Shall Overcome and If I Had a Hammer that carry the
MLK holiday message.
OPEN MIC & KARAOKE
Spice up the lunch hour with an open mic. An MC can lead the
proceedings by collecting sign-ups and introducing participants.
Have a guitar, keyboard, and microphone on hand and make sure
people know about the opportunity before the event, so that more
people come prepared to share their music. You can set up a live
karaoke band or machine to encourage people to get up and sing!
SERVICE PROJECT SERENADE
While participants are hard at work, put a little swing in their
step by providing live music throughout the work site. Send
groups of musicians from project to project to play a song or
two and even take requests.
CLOSING SONG
Finish the day with one more sing-along to send people on their
way with a smile on their face.
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CI TI ESOFSERVI CE. COM/RESOURCES
VOLUNTEERMATCH. ORG
POI NTSOFLI GHT. ORG





























HERES HOW IT WORKS
1
The goal of this service model is to serve one specific population and focus on engaging them in a deep and
meaningful way. Put a band of volunteers together to deliver an interactive performance. These should last no
longer than 45 minutes.
PARTNER UP
Identify a population that you wish to engage in participatory
music-making, and partner with an organization or agency that
serves those individuals.
SENIORS
Look up senior centers, assisted living facilities, and group homes
for older adults in your area.
SONG SELECTION. Research and identify popular songs that seniors
will remember from their youth. If possible, work with on-site staff
to take song requests beforehand. Music is powerfully linked with
memory, so make it a goal to pull out the youthful spirit from your
audience.

GAUGE THE SITES ATMOSPHERE. Communicate with staff before your
day of service to find out more information about the group of
seniors. Ask whether the energy level should be high to get seniors
moving, more soothingor both! If there are special stories about
individual seniors, learn them and use the songs to give deeper
meaning to their stories.
VETERANS
The governments Veterans Administration (VA) serves
veterans in a wide variety of ways. Some veterans are
supported through PTSD programs and VA hospitals, while
older veterans are cared for more closely in VA nursing homes.
Each group of veterans endures different circumstances.
SONG SELECTION. Find the age range of the veterans youll be
serving, and use this information to influence the songs you
choose. Take note that the veterans are both young and old.

TAILOR YOUR SESSION. Consult with the veterans caretakers to
assess appropriate expectations and music for your event.
Some veterans might need soothing music while others have
the emotional and physical endurance to engage with upbeat
styles.
PEOPLE WITH DISABILITIES
Search for facilities that serve populations with physical,
intellectual, and emotional disabilities.

CONSULT THE SUPPORT STAFF. Meet with staff caretakers at the
facility to take important notes regarding the children and adults
they serve. Incorporate special concerns or recommendations
from the staff as you prepare your performance.
HOSPITALIZED PATIENTS
Hospitals care for patients that are enduring different illnesses
and treatments. Each patient population (maternity/neonatal,
cancer treatment, psych ward, palliative care, etc.) has a
distinct set of needs, and the tone of music can reflect this.

CONTACT & COMMUNICATION. If the hospital has a wellness center,
contact the staff there. The wellness center in a hospital seeks
methods of soothing and strengthening patients, and music
would likely be very welcome. If there is no designated
wellness center, reach out to each department according to the
populations you want to serve.
PERFORM, ENGAGE & MAKE PEOPLE SMILE
2
Deliver heartfelt music to your hidden artist population with a group of musicians. Remember that its all about connecting with people,
so make eye contact, establish a rapport with people, show an interest in what they have to say. If possible, set up the room so that
everyone is sitting in a circle. Invite them to sing, clap, or play along with the music.

musiciancorps.org/mlkday vii
[SERVICE MODEL 5]
Visit a high-need population that has limited access to music and
introduce a participatory music-making session and performance.
Everyone should be looked at as an artist, even if they are at times
hidden from others in society.
SERVI CE MODEL: h i dde n ar t i s t
p e r f o r man c e







Date EIN: XX-XXXXXXX

Store Name
Store Address 1
Store Address 2

Dear Store,

I am writing on behalf of YOUR ORGANIZATION to request your support in the form of a tax-deductible donation
of food for YOUR ORGANIZATIONs upcoming Martin Luther King, Jr. Day of Song & Service 2015.

[Further description of your organization, detailing what population you serve.]
YOUR ORGANIZATION is hosting the MLK Day of Song & Service on DAY, DATE from X:XX to X:XX, bringing
music to [partner organizations or populations you will be reaching]. This event will unite approximately XX
participants to engage in music-driven service. Throughout the day, we will [description of days activities].
We are looking to provide YOUR NEED for our # volunteers. We respectfully request an in-kind donation of
REQUESTED ITEMS or a STORE gift card that we can spend to purchase these items. We understand that there
are many worthy organizations that request your. We would be honored to partner with STORE in the life-
changing power of music in underserved communities.

Please feel free to contact NAME at XXX-XXX-XXXX or at EMAIL ADDRESS if you have any questions.

Sincerely,





Signers Name, Signers Title




[ YOUR ORGANI ZATI ON LOGO ]

[SI GNATURE]
MLK DAY OF SONG & SERVICE PLANNING GUIDE TEMPLATE IN-KIND DONATION REQUEST LETTER
musiciancorps.org/mlkday viii








FOR IMMEDIATE RELEASE CONTACT:
DATE: PHONE & EMAIL:
MEDIA ADVISORY
Make Music and Serve - YOUR CITY MLK Day of Song And Service 2015
WHAT: Brief description of the event and who will participate
EXAMPLE: On January 19, 2015, MusicianCorps will bring music to homeless shelters,
recovery homes, and senior centers throughout San Franciscos Tenderloin neighborhood.
Traveling on foot to each site, musicians and music-loving participants will bring an uplifting
singalong to each population. Using this simple model of collaborative music-making, the
day of song and service will build connections and strengthen the community.
WHO: Names of speakers, Director of organization, and other notable individuals
Volunteers from YOUR CITY
Population to be served
WHEN: Day, Date, and Time
WHERE: Location (or starting location)
Locations address

Further description of your organization or combined entitys mission, and description of the significance in your
partnership with one another.

HOW: For more information, please contact NAME, PHONE NUMBER, EMAIL ADDRESS.

###





[ YOUR ORGANI ZATI ON LOGO ]
MLK DAY OF SONG & SERVICE PLANNING GUIDE TEMPLATE SAMPLE MEDIA ADVISORY
musiciancorps.org/mlkday ix



ACCIDENT WAIVER AND RELEASE OF LIABILITY FORM

MLK Day of Song & Service YOUR ORGANIZATION, CITY

I HEREBY ASSUME ALL OF THE RISKS OF PARTICIPATING AND/OR VOLUNTEERING IN THIS
ACTIVITY OR EVENT, including by way of example and not limitation, any risks that may arise from negligence or
carelessness on the part of the persons or entities being released, from dangerous or defective equipment or
property owned, maintained, or controlled by them, or because of their possible liability without fault.
I certify that I am physically fit, have sufficiently prepared or trained for participation in the activity or event, and
have not been advised to not participate by a qualified medical professional. I certify that there are no health-
related reasons or problems which preclude my participation in this activity or event.
I acknowledge that this Accident Waiver and Release of Liability Form will be used by the event holders,
sponsors, and organizers of the activity or event in which I may participate, and that it will govern my actions
and responsibilities at said activity or event.
In consideration of my application and permitting me to participate in this event, I hereby take action for myself,
my executors, administrators, and assigns as follows:
(A) I WAIVE, RELEASE, AND DISCHARGE from any and all liability, including but not limited to, liability arising
from the negligence or fault of the entities or persons released, for my death, disability, personal injury, property
damage, property theft, or actions of any kind which may hereafter occur to me including my traveling to and
from this event, THE FOLLOWING ENTITIES OR PERSONS: YOUR ORGANIZATION, OTHER PARTNERING
ORGANIZATION and/or their directors, officers, employees, volunteers, representatives, and agents, the activity
or event holders, activity or event sponsors, activity or event volunteers;
(B) I INDEMNIFY, HOLD HARMLESS, AND PROMISE NOT TO SUE the entities or persons mentioned in this
paragraph from any and all liabilities or claims made as a result of participation in this activity or event, whether
caused by the negligence of release or otherwise.
I acknowledge that YOUR ORGANIZATION and their directors, officers, volunteers, representatives, and agents
are NOT responsible for the errors, omissions, acts, or failures to act of any party or entity conducting a specific
event or activity on behalf of YOUR ORGANIZATION.
I hereby consent to receive medical treatment which may be deemed advisable in the event of injury, accident,
and/or illness during this activity or event.
The accident waiver and release of liability shall be construed broadly to provide a release and waiver to the
maximum extent permissible under applicable law.



MLK DAY OF SONG & SERVICE PLANNING GUIDE TEMPLATE SAMPLE SAFETY WAIVER & LIABILITY RELEASE
musiciancorps.org/mlkday x

I CERTIFY THAT I HAVE READ THIS DOCUMENT, AND I FULLY UNDERSTAND ITS CONTENT. I UNDERSTAND
THAT THIS IS A RELEASE OF LIABILITY AND A CONTRACT. I SIGN IT OF MY OWN FREE WILL.
Print Participants Name: _________________________________________________________
Participants Age: _________________________________________________________
Signature: _________________________________________________________
Signature of Parent/Guardian (if participant is under 18 years): ________________________________________
Date: _________________________________________________________





















musiciancorps.org/mlkday xi



MLK Day of Song & Service
MEDI A RELEASE FORM

By singing this form, I hereby consent to the participation in interviews, the use of quotes, and the taking of
photographs and/or photographs of me.
I also grant to YOUR ORGANIZATION the right to edit, use, and reuse said products for use in print, on the
internet, and all other forms of media. I also hereby release YOUR ORGANIZATION and its agents and employees
from all claims, demands, and liabilities whatsoever in connection with the above.
I hereby waive the right to receive any payment for signing this release and waive the right to receive any
payment for YOUR ORGANIZATIONs use of any of the material described above for any of the purposes
authorized by this release.

I acknowledge that I have read and fully understand the above agreement.

Name: _____________________________________________________ Date: _______________
Address: _____________________________________________________

City / State / ZIP: _____________________________________________________

Phone: _____________________________________________________

Signature (if 18 or over): _____________________________________________________
Signature of Parent/Guardian (if under 18): ____________________________________________________





MLK DAY OF SONG & SERVICE PLANNING GUIDE TEMPLATE SAMPLE MEDIA RELEASE
musiciancorps.org/mlkday xii



MLK Day of Song & Service
YOUR ORGANIZATION, YOUR CITY
DATE OF EVENT

Volunteer Survey

Thank you for spending your MLK Day with us! Please help us improve by completing this short survey.


Scale
1 Strongly 2 Disagree 3 Neutral 4 Agree 5 Strongly
Disagree Agree

Rate the following statements on a scale of 1 to 5.
1. I feel that the event was a meaningful tribute to Dr. Kings legacy.
1 2 3 4 5
2. I am more likely to get involved in my community and serve.
1 2 3 4 5
3. I am more likely to continue making music or find ways to learn an instrument.
1 2 3 4 5
4. I am more likely to bring music into my home/family life.
1 2 3 4 5
5. I feel like I made a difference in my community.
1 2 3 4 5
6. This event was well-organized.
1 2 3 4 5






MLK DAY OF SONG & SERVICE PLANNING GUIDE TEMPLATE SAMPLE PARTICIPANT SURVEY
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7. Please share any other thoughts or feedback you may have about your MLK Day of Song & Service experience.