Invite House or Senate Members to See a Program in Action
This is an opportunity to showcase the importance of your work and the benefits it brings to community members. A site visit provides a Member with firsthand experience of seeing a program in action and this will leave a lasting impression.
Sample Letter of Invitation
How to Request a Visit
- Call your Member’s district office - request to speak with the appointments secretary or scheduler. Identify yourself - who you are, who you work for, the purpose of your call (to request a site visit).
- Following your request, ask about office procedures for scheduling a member visit.
- Be prepared to discuss the specifics of what you are inviting the member to do, how many people will be in attendance and where the visit would take place.
- Reach out as soon as possible as Members’ calendars fill up quickly.
- Consider offering several times that would work to see a program in action or attend a meeting.
- If needed, submit a written request and follow up by phone or email within a day or two to confirm.
Preparing for the Visit
- Work with Member’s staff to coordinate details of the visit including the time and location, as well as lining up local media if at all possible.
- Determine what your goals are and the best use of your time with the Member or their staff. You will likely have approximately 10-15 minutes, so pick one to two issues to highlight. Describe how injuries and violence impact the state/district and highlight prevention strategies that have/are making a difference.
- If you go with a group, pick a primary spokesperson and make sure everyone is on the same page on key talking points.
- Have succinct written materials - one pagers, fact sheets, brochures - ready to hand out as well as business cards. One pagers on the Safe States Alliance legislative priorities can be found here.
- Involve local media if possible.
After the Visit
- Send a thank you note to the Member and the staffers for the visit.
- Continue to keep in contact by sharing new reports and other information that may be helpful.
- Let Safe States Alliance know about your meeting and any planned next steps by calling 770-690-9000 or emailing Stephanie Maltz.
Sample Letter of Invitati
The Honorable [Insert First and Last Name]
United States [Senate or House of Representatives]
[Insert office number] House or Senate Office Building
Washington DC, [20510 Senate or 20515 House]
Dear [Senator or Representative Name]:
I would like to invite you to visit the [Organization Name/program name] on [date] to learn about the burden of injuries and violence in [state or district] and prevention programs in place to address this critical public health issue.
During your visit, you will [insert information about what will be covered, who they may meet, what they would see, who else would be there]. If you have questions about specific injury and violence issues, please let us know and we will be happy to address them.
We look forward to your visit. If you have any questions about the trip, please do not hesitate to contact [insert contact information].
[Name, Title, Organization]