Deadline

Tasks

Person Responsible

6-8 Weeks Prior to Ideal Date for Site Visit

v     Identify which Member we want to invite to visit our program, when we want him/her to come, and what policy issue we want to highlight.

v     Create work plan and timeline.

v     Identify other key stakeholders we want to invite, and ask them if they would attend.

4-5 Weeks Prior to Site Visit

v     Fax AND email to both the district and DC office a formal letter inviting the Member to do a site visit of our program (see sample invitation). Copy the staff person who works on the policy issue that we are highlighting.

v     A few days later, follow up on our invitation with a phone call to ensure receipt, and ask whom the point of contact should be moving forward.

3-4 Weeks Prior to Site Visit

v     Ask colleagues, board members, key stakeholders, and other community members to write letters of support for our invitation (see sample letter of support).

v     Continue to follow up with our point of contact in the congressional office until date/time is confirmed.

v     Identify speakers (including a consumer).

2-3 Weeks Prior to Site Visit

v     Set an agenda (see sample agenda).

v     Prepare a briefing memo, and send it to the congressional office (see sample briefing memo).

v     Compile a list of key members of the local media.

1-2 Weeks Prior to Site Visit

v     Prepare handouts on our program and the policy request.

v     Work with speakers to finalize their remarks and make sure they relate the policy issue to what the Member is seeing. Ask them to arrive early on the day of the site visit.

v     Practice the agenda with all of the speakers.

1 Week Prior to Site Visit

v     Re-confirm date and time with congressional office.

v     If Member is speaking, send suggested talking points to congressional office.

v     Finalize attendee list.

v     Contact key local media to let them know the site visit is occurring and to ask if they would be interested in attending.

v     Send out media advisory to local media, inviting them to attend (see sample media advisory).

1-2 Days Prior to Site Visit

v     Confirm all logistics for the site visit.

Day of Site Visit

v     Send out press release to local media.

During the Site Visit

v     Make sure speakers arrive early.

v     Take pictures.

v     Remember to tie what the Member is seeing into our policy issue.

v     Explain what specific action we want the Member to take.

v     Ask when and with whom we can follow up.

Within One Week after the Site Visit

v     Send a thank you letter to the Member (see sample thank you letter).

v     Follow up at the appropriate time with the relevant staff member on the policy issue.

v     Answer any remaining questions.

v     Put pictures from the site visit in our newsletter.