When you administer terrific programs, now is the time to show it off to your public officials. Your policymakers’ understanding will go a long way with an up-close and personal tour of programs. These are the people who can help you expand and improve your program by ensuring funding and effective policies. A successful tour needs meticulous planning. 

Below is a nine-step checklist to help you plan and conduct a successful tour with your policymaker. 

Get Permission: Before you begin any planning, get permission from necessary stakeholders, especially if it involves an active construction site or program participants. Keep everyone informed.  

Determine Goals: What type of impression do you want the policymaker to have of your site? What programs do you want to highlight? Brainstorm and select the most important features you want to show off. 

Develop a Draft Agenda: Plan a short and concise introductory presentation about your entity and the related investments or program(s) the policymaker will see. Following the brief presentation, schedule an organized tour. Give your staff clear instructions on roles and responsibilities, for both the lead up to and in the execution of the event. 

Invite Policymakers: Now that you have your agenda, the next step is to invite your targeted policymakers. Many Members of Congress have an online form you can complete to request an appearance at your site visit by your chosen policymaker, typically under a heading titled “request an appearance.” If your policymaker doesn’t have this option on their website, call the office and ask for the proper way to invite the policymaker. 

Once you know the proper procedure, send the information in a letter format, at least four to six weeks before the scheduled date. When inviting your federal policymakers, remember to make sure the date and times you provide are when they are back in their home district. This includes recess weeks (consult the congressional calendar), most Mondays, Fridays, and weekends. 

Like when you’re scheduling a meeting, briefly introduce yourself, your program, and state the purpose of the letter. Explain why you would like the official to visit your program (to see local efforts addressing critical problems, the importance of supporting such initiatives, etc.). Include specific information about the visit (proposed date, time, location, others who may be invited, whether the media will be invited, and what activities are planned for the visit).  

Public officials have very busy schedules, so you’ll need to be as flexible and accommodating as possible. You should take every step to accommodate the policymaker, including providing alternative dates for the event.  

Lastly, don’t forget to invite your State and local officials, especially the ones who serve on your board of directors. Showing support from your local officials will lend credibility to the work you do, while also helping to draw the federal policymaker to the event. 

Determine Press Activities: Work with the policymaker’s press team to determine appropriate press activities. Send a press release to the local media inviting them to attend the tour. If you need help writing a press release ahead of the event, click here for a guide and template. Tag members of the media on social media to invite them to your tour. In addition to giving the policymaker publicity, it will increase the community’s interest in your program.  

Be sure to follow up with the media to make sure that they attend since the policymaker will be expecting them! Take plenty of photographs. If you are unable to have the media present during the tour, send the local reporters a follow-up summary and a photograph for their use.  

Lastly, don’t forget to include NADO, we can help amplify any press coverage/highlight the event real time using our social media platforms. 

Conduct the Tour: The day has finally arrived! When the policymaker and his or her staff arrive, distribute any resources you’ve have to help you promote your program. Let the policymaker know the scope of the program: how many people you serve and what impacts the program has on families, the community, local businesses and the local economy. Explain why continued support for these activities is important to individuals, families, or businesses in the state or district. Encourage interaction between the policymaker and program staff or participants (if applicable). It is helpful for policymakers to make connections with those who benefit from the program and see the changes in people’s lives that these programs make. 

Include Supporters: Have a few supporters present, such as local officials, program participants and business partners, to help you make the case. 

Make Your Pitch: Emphasize how additional resources or policy changes could benefit your work and the people you serve. While you have the policymaker’s undivided attention, make an ask. Remember to be specific if current legislation is pending, or when discussing funding levels. 

Follow Up: Congratulations! You conducted a successful tour, but you have another important step to take. Before you do anything else, make sure you: 

• Send thank you letters to the policymaker and any staff who attended, reiterating the need for additional funding and more effective policies for your program. 
• If you are active on social media, post photos and a recap of the visit. You can also tag the policymakers in your social media posts to thank them. 
• Include copies of press coverage. 
• Include a photo of the policymakers with your staff, program participants and supporters to remind them how important your work is to your (and their!) community.