PREPARING FOR A LEGISLATIVE SITE VISIT
The best way to prepare for a site visit is by keeping your legislator informed of the good work that your program does on a regular basis. Add your representative to your newsletter mailing list, send them copies of newspaper articles in which you appear, invite them to events that you do throughout the year.
When you want to invite a legislator to visit your program, here are some ideas to help you host a successful visit.
Contact your legislator’s office and ask to speak with the person who handles his/her schedule. Is there someone in your circle of influence that knows the legislator personally? Perhaps a board member or a volunteer leader. It may help to have that person make the contact or indicate to the scheduler that you were referred by that person.
Introduce yourself and explain that you are a constituent. Let the scheduler know on what date and at what time you would like the legislator to visit your site and what you have in mind for the legislator to do or see. Indicate any key people who will be there. Do not plan to take up a legislator’s entire day. Plan for the visit to be 1 – 1 ½ hours. Once a date and time is scheduled, follow up with written confirmation.
Familiarize yourself and any pertinent staff members or volunteers with your legislator’s voting record. What issues are important to them and find out their stance on those issues. Visit www.congress.org to find more information on your legislator.
Meet with staff or other individuals who will be present at site visit. Pass on any information you may have about the legislator. Decide what role people will play. Will you have mentors and mentees on hand to talk about their experience?
Be informed. Compile important facts and figures. Let the legislator know the statistics in your community and how your program is attempting to address those issues. Describe how additional funding or support is helping or can help the community. If you are asked a question and are unsure of the answer, say so and indicate that you will follow up with them (and do so!). Be prepared to work with a legislator that may not know much about mentoring. This is your opportunity to inform them.
Prepare and information packet for your legislator to take with him/her. Include information about your organization such as vision, mission, various programs, relevant fact sheets, brochures, and newsletters.
Send a “thank you” note. Follow up the site visit with a letter thanking the legislator for taking the time to meet with you. If you made any particular requests you can reiterate them here.
More Resources
Executive Director Legislative Talking Points
The 5 Basics of Dealing with Most Elected Officials