10 tips for a successful 'show congress' event

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America Bikes 1612 K Street, NW Suite 802, Washington, DC 20006 (202) 223‐3726 www.americabikes.org 10 Tips for a Successful ‘Show Congress’ Event Overview – The basic concept of a ‘Show Congress’ event is to connect a member of Congress with bicycling by arranging their participation in a trail opening, ribbon‐cutting ceremony, or community bike event in a way that is visual, public, and fun. The bottom line is that you want to make your Senator or Representative look good back in their home district or state with an event that is positive, photogenic, and connected with bicycling in some way. Participating in an event like this also means you meet staffers, both DC‐ based and those who work in a district office. These connections always prove to be beneficial. Here are some things to consider for putting on an event: 1. Site location – You have to go where a trail (could be a bike lane, mountain bike trail, or BMX facility) exists, is newly opening, or is being dedicated. Even better is if the site location is in the same town where your Representative or Senator has a district office. This will increase the likelihood of the event coming together because it will mean a relatively short distance to travel. Having a great event concept may not be enough to attract your Senator or Representative if it requires a long drive (more than 20 minutes) to a remote part of the district and back again. 2. Timing – Keep in mind that your Senator or Representative will be pretty busy and may have a limited amount of time to spend at your event. If you can link your event to something else they’re doing later the same day in a nearby location, this will help. Twenty minutes or so is often about the limit as the staff will likely have a full day of stops or meetings scheduled. 3. Working with staff ‐ You might begin this process by working with a staffer based in a D.C. office, but you’ll likely end up working with a district or state level staff person. Staff changes are common at the D.C. office level, but district staffers tend to stay on the job longer, which is good for building long‐term partnerships. 4. Proposing the event – You need to package the event so the staff person can readily understand it and see the clear benefit. It also needs to be a complete package – if it includes a bike ride, you need to bring the bike and a helmet. You may also need to provide a bike and helmet for a staff person. Keep in mind, too, that many Senators or Representatives might not be comfortable on a bike, so be sure to check with the staff prior to arranging a ride.

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Page 1: 10 Tips for a Successful 'Show Congress' Event

AmericaBikes1612KStreet,NWSuite802,Washington,DC20006(202)223‐3726www.americabikes.org

10TipsforaSuccessful‘ShowCongress’Event

Overview–Thebasicconceptofa‘ShowCongress’eventistoconnectamemberofCongresswithbicyclingbyarrangingtheirparticipationinatrailopening,ribbon‐cuttingceremony,orcommunitybikeeventinawaythatisvisual,public,andfun.

ThebottomlineisthatyouwanttomakeyourSenatororRepresentativelookgoodbackintheirhomedistrictorstatewithaneventthatispositive,photogenic,andconnectedwithbicyclinginsomeway.Participatinginaneventlikethisalsomeansyoumeetstaffers,bothDC‐basedandthosewhoworkinadistrictoffice.Theseconnectionsalwaysprovetobebeneficial.

Herearesomethingstoconsiderforputtingonanevent:

1. Sitelocation–Youhavetogowhereatrail(couldbeabikelane,mountainbiketrail,orBMXfacility)exists,isnewlyopening,orisbeingdedicated.EvenbetterisifthesitelocationisinthesametownwhereyourRepresentativeorSenatorhasadistrictoffice.Thiswillincreasethelikelihoodoftheeventcomingtogetherbecauseitwillmeanarelativelyshortdistancetotravel.HavingagreateventconceptmaynotbeenoughtoattractyourSenatororRepresentativeifitrequiresalongdrive(morethan20minutes)toaremotepartofthedistrictandbackagain.

2. Timing–KeepinmindthatyourSenatororRepresentativewillbeprettybusyandmayhavealimitedamountoftimetospendatyourevent.Ifyoucanlinkyoureventtosomethingelsethey’redoinglaterthesamedayinanearbylocation,thiswillhelp.Twentyminutesorsoisoftenaboutthelimitasthestaffwilllikelyhaveafulldayofstopsormeetingsscheduled.

3. Workingwithstaff‐YoumightbeginthisprocessbyworkingwithastafferbasedinaD.C.office,butyou’lllikelyendupworkingwithadistrictorstatelevelstaffperson.StaffchangesarecommonattheD.C.officelevel,butdistrictstafferstendtostayonthejoblonger,whichisgoodforbuildinglong‐termpartnerships.

4. Proposingtheevent–Youneedtopackagetheeventsothestaffpersoncanreadilyunderstanditandseetheclearbenefit.Italsoneedstobeacompletepackage–ifitincludesabikeride,youneedtobringthebikeandahelmet.Youmayalsoneedtoprovideabikeandhelmetforastaffperson.Keepinmind,too,thatmanySenatorsorRepresentativesmightnotbecomfortableonabike,sobesuretocheckwiththestaffpriortoarrangingaride.

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AmericaBikes1612KStreet,NWSuite802,Washington,DC20006(202)223‐3726www.americabikes.org

5. Beingflexiblewithdatesandlocations–It’sagoodideatopresentseveraloptionsthestaffcanworkwithdependingontheRepresentativeorSenator’sschedulebackinthedistrict.Remember,too,thatallyourplanningmightgetderailedbylast‐minuteschedulechanges.Aweekendeventthat’sagoinmid‐weekmightbeinterruptedduetoavotebackinD.C.It’sgoodtobereadywithPlanB.

6. PackingtheEvent–GettingaRepresentativeorSenatortoattendisonlypartoftheequation.Youneedtoensurethatlotsofpeopleattendyourevent,evenifitmeansstagingthemtoappearatacertaintime.MembersofCongressloveconstituents(andkids)soyouneedtomakesurethatlotsofthemwillbeonhandtotalk,saythanks,poseforpictures,etc.Usingabikeclubororganizedrideisagoodbackdroptoensurethatyou’llhavenumbers.

7. Scope–Rememberthisisa“feelgood”event.ThisisnotthetimetopressaRepresentativeorSenatoraboutaparticularissue.Buildarelationshipnowthatwillsetthetablefortheheavyliftinglater.Keepingitpositivewillhelpbuildtrustbetweenyouandthestaff.

8. Press/media–Withoutpressormediacoverage,there’sprobablynotacompellingreasonforyourRepresentativeorSenatortoattend.Youneedtomakesurelocalnewspapers,localTV,journalists,etc.,willbeonhandforinterviews,follow‐upquestions,photos,blogs,etc.GettingaRepresentativeorSenatorbackinthedistrictforabicycleeventortraileventisnewsworthyandusuallyagreatphoto‐op.Insomecases,thecongressionalstaffwillhelpwithpressreleases,coordinatingwiththemedia,etc.Clarifymediaroleswellinadvanceoftheevent.

9. Thebusinessangle–IntegratingabusinessangleisagoodideaandmayprovideextraappealtoRepublicanmembersofCongress.Bicycleretailersaresuccessfulsmallbusinesspeoplewhohireworkers,paytaxes,andoftenplayaprominentroleinthecommunity.Insomecases,retailerscandocumenthowbusinesshasincreasedorledtoadditionalshoplocationsduetoanewbiketrail,bikelane,ormountainbiketrail.Forhelpfindingaretailer,contactCaronWhitakeratAmericaBikes([email protected]).

10. Posteventfollow‐up–Afteryourevent,besuretofollowupwithathankyounotes,calls,oremailstocongressionalordistrictstaff,aswellastotheSenatororRepresentative.It’salsoagoodideatothankanypressormediawhoparticipatedaswell.

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AmericaBikes1612KStreet,NWSuite802,Washington,DC20006(202)223‐3726www.americabikes.org

EffectiveMessagingforYour“ShowCongress”Event

Effectivemessagingbefore,during,andafteryour“ShowCongress”eventcanhelpyouoryourorganizationcreatealastingandimpactfulrelationshipwithyourSenatororRepresentativeandtheirstaff.Usethisguidetostayon‐messagewithyourSenatororRepresentativeandtheirstaff.

FrametheEventinYourOutreachWhenyouinviteyourSenatororRepresentative,itisbesttofocusonyourevent’simportancetothecommunity.Yourelectedofficials’staffshouldgettheimpressionthatyoureventwillbeafeel‐goodopportunitytomeetconstituentsandreceivepositivepress.Keepthesepointsinmindwhenreachingouttoyourelectedofficialandtheirstaff.

• Thiseventisanimportantcelebrationinyourcommunity.Staffmemberswhoreceiveyourinvitationshouldhaveaclearpictureofwhythisbike‐centriceventisimportanttoconstituents.Youcouldemphasizeannualtradition,celebratinghealthylifestyles,orlocalexcitementaroundanewbikefacility.

• Happyconstituentswillbeinattendance.Staffshouldknowthatthiswillbeanopportunitytoconnectwithvotersintheirboss’stateordistrict.Willyoureventinvolvelocalfamilies,businessowners,localofficials,orbikecommuters?

• YourSenatororRepresentative’srolewillbemeaningfulandnotpoliticallycharged.Suggestseveralnon‐controversialrolesforyourelectedofficial,likecuttingaribbonorgivingaspeech.Yourelectedofficials’staffwillhaveaclearerunderstandingoftheeventiftheyknowhowyouhopetoengagetheirboss.

• Theeventwillcelebratebikingand/orwalkinginyourstateordistrict.Thegoalofthe“ShowCongress”eventistoconnectyourofficialwithbikingandwalkingintheirconstituency.IfyourSenatororRepresentativewillspeakattheevent,thespeechwritershouldknowtopreparetalkingpointsaboutthebenefitsofbiking.

• Mediawillbepresenttocovertheevent.Stafflookforgoodpressopportunitiesfortheirbosses,sobesuretospreadthewordtolocalmediaandtellstaffthatreporterswillbepresent.Youcanalsoasktoworkwiththeelectedofficial’spresssecretarytoarrangemorecoverage.

• Avoidanythingpoliticallycharged.There’snoneedtoconnectthiseventwithpoliticallycontroversialsubjects.

KeepitPositiveDuringtheEventYourSenatororRepresentative’sparticipationintheactualeventshouldconnectyourofficialwithbikinginyourstateordistrictinanon‐politicalway.Whenpeopleseephotosandcoverageoftheeventafterwards,theyshouldseeyourelectedofficialcelebratingbikingintheirconstituency.Duringthepublicevent,makesureto:

• Makeyourelectedofficiallookgood.Youwantyourofficialandtheirstafftohaveagoodimpressionofyouandofbikingintheirdistrict.

• FocusonconnectingyourCongresspersonwithbiking.CreateopportunitiesfortheSenatororRepresentativetomeetlocalconstituentswhobike,tocelebrateafacility,ortoenjoythebikingscene.

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AmericaBikes1612KStreet,NWSuite802,Washington,DC20006(202)223‐3726www.americabikes.org

• Keeparecordofyourofficial’sremarks.Havingarecordofyourofficial’spro‐bikingquoteswillhelpbuildtheirsupportforbikingandwalkinglegislation.

• Takepicturesofyourelectedofficialparticipatingintheevent.PhotosofaCongresspersonwithkidsinhelmetsarenotonlyadorable—they’regreatpressforyourofficialandtheyvisuallyconnectyourelectedofficialwithbiking.SnaplotsofpicturesofyourSenatororRepresentativespeaking,cuttingribbons,ridingabike,orposingwithconstituentsonbikes.

• Steerawayfrompoliticallycontroversialsubjects.Yourelectedofficialandtheirstaffarepresentfora“feelgood”event.Thisisnotthetimetopressyourofficialaboutaparticularissue.Keepingitpositivewillhelpbuildtrustbetweenyouandthestaff.

HaveaPrivateConversationaboutLegislationTheendofasuccessfulpubliceventcanbeagreattimetoengageyourCongresspersonaboutbikingandwalkinglegislation.Usethesetipsandtalkingpointstoensureasuccessfulconversation:

• Holdabrief,privateconversation.Thisconversationshouldtakeplaceawayfrommediacrewsandcrowds,whereyourelectedofficialcanfeelmorecomfortablespeakingcandidly.

• Makethecaseforbicyclingandwalking.Seethe“BenefitsofBikingandWalking”sheetinthistoolkitforsuggestionsondata.Uselocalsuccessstoriesifyouhavethem.

• Makethe“asks.”Askyourelectedofficialtomaintaindedicatedfundingforbikingandwalking,suchasTransportationEnhancements,SafeRoutestoSchool,andRecreationalTrails.Askthemtoensurethatlocalgovernmentshaveavoiceintransportation.

• Recordyourofficial’sspecificposition.ClearlyaskyourRepresentativeorSenatorwhethertheywillsupportdedicatedbikingandwalkingfundingandlocalgovernmentvoicesintransportation.Keeptrackoftheiranswer.

• Takeadvantageofdataaboutyourstateanddistrict.Atamericabikes.org/resources,wekeeptrackofhowfederalbikingandwalkingprogramsbenefitstatesandcongressionaldistrictacrossthecountry.Handingyourelectedofficialasummarysheetofhowbikingandwalkingfundsbenefityourcommunitycanmakealastingimpression.

FollowUpwithaThankYouAftertheevent,besuretothankyourelectedofficialandthestaffwithwhomyoucoordinated.Tipsforthanking:

• ThankbothstaffandtheSenatororRepresentative.Besuretobothmaintainyourworkingrelationshipwithyourofficial’sstaffandwiththeofficial.

• Reiteratetheevent’ssuccess.Discusswhytheeventwasimportant,whatwasaccomplished,andhowtheofficial’spresencemadeadifference.

• Sendpressclipsandphotos.Pressclippingsorlinkstopositivecoverageoftheeventwilldemonstratethattheeventwasworthyourelectedofficial’stime.

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BENEFITSOFBIKINGANDWALKING

Bicyclingandwalkingarecriticalcomponentsofournationaltransportationsystem.

• In2009,12%ofalltripsintheUnitedStatesweremadebybicyclingorwalking–up25%from2001.1

• Bicyclecommutingincreasedbymorethan40%nationwidebetween2000and2008.2

Bicycleindustryandtourismcreatejobsandcontributestothenationaleconomy.

• TheU.S.bicycleindustrysupportsanestimated1.1millionjobsandgeneratesnearly$18billioninfederal,stateandlocaltaxes.7

• Between16millionand20millionbicyclesaresoldintheUnitedStateseveryyear–morethanallofthecarsandlighttruckssoldintheU.S.combined.8

• InWisconsin,bicyclinggeneratesnearly$1.5billionayearintotaleconomicimpact,manytimesgreaterthanthe$9millioninfederalfundingspentannuallyonbicycleandpedestrianprojectsinthestate.9

• Buildingbikeinfrastructurecreatesmorejobsperdollarthanbuildingroadinfrastructure.Bikeinfrastructurecreatesover11jobspermilliondollarsinvested,whileroadconstructioncreateslessthan8jobspermilliondollars.10

Bicyclingandwalkinginfrastructurearegoodforlocaleconomies.

• InsouthwestVirginia,visitorsalongtheVirginiaCreeperTrailspend$1.59millionannuallyprovidinganestimated27newfulltimejobs.11

• InIndianapolis,IN,astudyofhomevaluesneartheMononTrailconcludedthathomesclosertothetrailsellforanaverageof11percentmore.12

• InSanFrancisco,CA,two‐thirdsofmerchantsalongValenciaStreetsaidnewbicyclelaneshadapositiveoverallimpactontheirbusiness;two‐thirdsalsosupportedbuildingmoretrafficcalmingmeasuresonthestreet.13

• OnNorthCarolina’sOuterBanks,bicycletourismgenerates$60millionannuallyineconomicactivity,anannualreturnninetimesthecostoftheregion’s$6.7millioninvestmentinbicycleinfrastructure.14

AmericaBikes 1612KStreetNWSuite802,Washington,DC20006 (202)223‐3726 www.americabikes.org

CommunitiesacrossAmericahaveseenbicyclingandwalkingprojectsimprovetheirtransportationsystems.

• InMinneapolis,MN,theMidtownGreenwayisusedbyanaverageof3,500bicyclistsaday.Thisismoretrafficthan77%ofMinneapoliscityroads.3

• InPortland,OR,7,100dailytripsor21%ofalltransportationtripsontheHawthorneBridgeacrosstheWillametteRiveraremadebybike.Ifthose7,100tripsweremadebycar,Portlandwouldhavetobuildanewbridge.4

• InWashington,DC,theCapitalCrescentTrailisusedbyalmost400bicyclistsduringthe7‐9a.m.weekdayperiod.ThisrelievesrushhourtrafficinoneofthemostcongestedmetropolitanregionsintheUnitedStates.5

• InLickingCounty,OH,thenearly30milesofpavedpathsintheareahasseensignificantuse,withonepathseeingapeakeveningrushhourof80users.Thisdemonstratesbicyclecommutingcanworkinaruralarea.6

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Thereisahighdemandformorebicyclingandpedestrianinfrastructure

• SevenintenAmericanssaythattheywouldliketobikemorethantheydonow;butlessthanhalfofthosesurveyedweresatisfiedbyhowtheircommunitiesweredesignedforbicycling.22

• TheTransportationEnhancements(TE)program,whichfundsthemajorityofbicycleandpedestrianprojects,isoversubscribedinamajorityofstates.ThemostrecentcallforTEproposalsinOklahomayieldedrequestsforroughly3timestheavailablefunds.23

• Inthelast6years,over300communitieshaveappliedforbicycle‐friendlycommunitystatustoimprovetheirtransportation,livabilityandtourism.24

Increasingbicyclingandwalkinghelpsmeetournationalgoalsfor:

LoweringObesity

• Anadultwhobicyclesregularlytypicallyhasaleveloffitnessequivalenttosomeone10yearsyoungerandalifeexpectancytwoyearslongerthanthenationalaverage.15

• Childrenwhowalktoschoolhavehigherlevelsofphysicalactivitythroughoutthedayandhigherlevelsofcardiovascularfitness.16

• Accesstopathscanleadtogreaterphysicalactivity.AfterabicycleandpedestrianpathwasbuiltonthenewRavenelBridgeinCharleston,SouthCarolina–oneofthemostobesestatesinthenation–two‐thirdsofallusersreportedasignificantincreaseintheirphysicalactivity.17

EasingCongestion

• Asmallreductionindrivingcausesalargedropintraffic.In2008,thenumberofU.S.vehiclemilestravelleddropped3%,translatingtoanear30%reductioninpeakhourcongestion.18

• Communitiesthatinvestinbicyclingandwalkingseeanincreaseinthepercentageoftripstakenbybicycle.19

HaltingClimateChangeandReducingOurDependenceonOil

• Increasingthemodeshareofalltripsmadebybicyclingandwalkingafewpercentagepointscouldleadtofuelsavingsofaround3.8billiongallonsayearandreducegreenhousegasemissionsby33milliontonsperyear.Thisisequivalenttoreplacing19millionconventionalcarswithhighlyefficienthybrids.20

• 89percentofAmericansbelievethattransportationinvestmentsshouldsupportthegoalsofreducingenergyuse.21

AmericaBikes 1612KStreetNWSuite802,Washington,DC20006 (202)223‐3726 www.americabikes.org

_____________________________________

1NationalHouseholdTravelSurvey2009,FHWAOfficeofPolicy.22008AmericanCommunitySurvey,USCensusBureau.3MidtownGreenwayCoalition,www.midtowngreenway.org.4PortlandBicycleCountReport2009,PortlandBureauofTransportation.5CoalitionfortheCapitalCrescentTrail,www.cctrail.org.6LCATSLongRangeMulti‐ModalTransportationPlan,LickingCountyAreaTransportationStudy,2008.7OutdoorIndustryFoundation,“TheActiveOutdoorRecreationEconomy,”2006.8NationalBicycleDealersAssociation,2008;U.S.BureauofTransportationStatistics,May2008.9MaggieGrabow,etal.,“ValuingBicycling’sEconomicandHealthImpactsinWisconsin,”2010.10HeidiGarrett‐Peltier,“PedestrianandBicycleInfrastructure:ANationalStudyofEmploymentImpacts,”PoliticalEconomyResearchInstitute,June2011.11Rails‐to‐TrailsConservancy,“FromTrailTownstoTrOD:TrailandEconomicDevelopment,”August2007.12Lindseyetal.,“PropertyValues,RecreationValues,andUrbanGreenways,”JournalofParksandRecreationAdministration,V22(3)pp.69‐90.13EmilyDrennen,“EconomicEffectsofTrafficCalmingonUrbanSmallBusinesses,”DepartmentofPublicAdministration,SFStateUniversity,Dec2003.14Lawrie,etal.,“PathwaystoProsperity:TheEconomicImpactofInvestinginBicyclingFacilities,”N.C.DepartmentofTransportationDivisionofBicycle

andPedestrianTransportation,TechnicalReport,July2004.15R.Paffenbarger,etal.,"SafetyinnumbersinEngland,"CTC,200716SafeRoutestoSchoolNationalPartnership,“QuickFacts,”http://www.saferoutespartnership.org/mediacenter/333081#117DeborahMcCarthy,“Wonder’sWayBikePedestrianPathwayontheArthurRavenel,Jr.Bridge:ASuccessfulModelforFacilitating

ActiveLivinginLowcountrySouthCarolina,”Berkeley‐Charleston‐DorchesterCouncilofGovernments,2009.18INRIXNationalTrafficScorecard,[http://scorecard.inrix.com/scorecard/summary.asp],(Lastaccessed6/2/09)19DarrenFlusche,“AmericanCommunitySurvey:BicycleCommutingTrends,2000to2008,”TheLeagueofAmericanBicyclists,2009.20ThomasGotschiandKevinMills.“ActiveTransportationforAmerica,”RailstoTrailsConservancy,2008.21NationalAssociationofRealtorsandTransportationforAmerica,“2009GrowthandTransportationSurvey,”200922D.RoyalandD.Miller‐Steiger,NationalSurveyofBicyclistandPedestrianAttitudesandBehavior,NHTSA,2008.23.NationalTransportationEnhancementClearinghouse,www.enhancements.org.24TheLeagueofAmericanBicyclists,www.bikeleague.org

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AdaptedfrommaterialsprovidedbytheSafeRoutestoSchoolNationalPartnership

AmericaBikes1612KStreet,NWSuite802,Washington,DC20006(202)223‐3726www.americabikes.org

InvitingyourMemberofCongress:SampleInvitation

YoucanusethissamplelettertocreateameetingrequestorinvitationforyourMemberofCongress.Fillinanybracketedareaswithinformationspecifictoyourproject.Trytokeepthelettertoonepage,andputitonletterheadifpossible.Asnoted,trytogetaprominentcommunitymember(mayor,principal,localbusinessleader,orlocalnonprofitleader)tosigntheletter.PleasefaxoremailyourletterdirectlytotheschedulerfortheMemberofCongress.Eachofficegenerallyhasapreferenceforhowrequestsshouldbesubmitted,soitisimportanttocallfirstandaskhowtheywouldliketoreceivetheinvite.

[Date]TheHonorable[Member’sFirstandLastName][U.S.HouseofRepresentativesORU.S.Senate]ATTN:[SchedulerName,obtainedbycallingtheCongressionaloffice][Mailingaddress(obtainedthroughtheCongressMergewebsite)][FaxNumberorEmailaddress(dependingonhowyouaresendingtherequest)]Dear[RepresentativeorSenator][Member’sLastName]:Iwritetoyouonbehalfof[yourorganization,orifapplicable:acoalitionoforganizationsandindividualsinyourdistrictthatareworkingtomakeitsafertowalkandbicycle].Wewouldliketoinviteyoutoacelebrationof[yourproject],a[shortprojectdescription].Wewouldappreciatetheopportunitytoshowyoumoreaboutthisexcitingproject.Wewillbeholdinganeventon[proposeddateandtime]at[location].Theeventwill[briefdescriptionoftypeofevent].Theeventwilllastapproximately[lengthoftime]andwewouldbehonoredifyouwouldagreeto[speak/observe/participate–whateverroleyouwantthelegislatortoplay].Asthisisacommunityevent,youwillhavetheopportunitytointeractwithanumberofcommunityleaders,including[listnamesandorganizationsofsomekeyparticipantsandattendees].Assumingyouareabletojoinus,wewouldalsobepleasedtoworkwithyourpresssecretarytoinvitelocalmediatocovertheevent.Igreatlyappreciateyourconsiderationofthisrequest.Youoryourstaffcanreachmeat[insertphonenumberandemailaddress]tofollowup.Sincerely,[YourName][YourOrganization]cc:[listindividualsandorganizationswhoarementionedintheletterasattending/participatinginyoureventormeeting.Makesuretosendtheseindividualsacopyoftheletterviaemail.]

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AdaptedfrommaterialsprovidedbytheSafeRoutestoSchoolNationalPartnership

AmericaBikes1612KStreet,NWSuite802,Washington,DC20006(202)223‐3726www.americabikes.org

InvitingyourMemberofCongress:SampleScriptforFollowingUpwithScheduler

Approximatelyaweekafteryouhavesubmittedyourschedulingrequestbyfaxoremail,youshouldcalltheschedulertofollowupifyouhavenotheardanythingbackyet.Yourgoalistogetayesornoansweronyourschedulingrequest.Itmaytakeafewcallstoreachthescheduler,sobepersistent.Thescriptbelowwillhelpyouworkwiththescheduler.

1. CalltheCongressionaloffice–eithertheWashington,DCofficeorthedistrictofficewheretheschedulerislocated—andspeakwithwhoeveranswersthephone:

Hello,thisis[yournameandorganization]calling.I’dliketospeakwith[schedulername]tofollowuponaschedulingrequestIsubmittedlastweek,please.

2. Iftheschedulerisnotavailable,leaveamessage:

Hello,thisis[yournameandorganization]calling.Isubmittedaschedulingrequestlastweekrelatedto[yourproject]andwascallingtofollowuptoseeifRepresentative/Senator[lastname]isavailable.Ifyoucouldgivemeacallbackat[phonenumber]soon,I’dgreatlyappreciateit.

3. Onceyouareabletospeakwiththescheduler:

Hello,thisis[yournameandorganization]calling.Isubmittedaschedulingrequestlastweek[foraneventon[date]]andamcallingtofollowup.IwaswonderingifyouhadanyinformationonwhetherRepresentative/Senator[lastname]wouldbeabletoattend.

a. Iftheschedulersaystheyhaven’tmadeadecisionontheschedulingrequestyet:

Iunderstandthatyouareprobablytryingtobalancealotofrequests,butwecertainlyhopethiswillbeonethatRepresentative/Senator[lastname]willbeabletoaccommodate.Theeventwillalsoincludepeoplesuchas[nameofprominentindividuals,suchasthemayor,localbusinessornonprofitleader].Whenwouldbeagoodtimeformetocallbacktogetanansweronthisschedulingrequest?

b. IftheschedulersaystheMemberofCongresswon’tbeabletomeet/attendtheevent:

We’reverysorrytohearthatRepresentative/Senator[lastname]isn’tavailable.• Isthereanalternatetimeordatethatwemightbeabletomakework?• OR,ifyoucan’trescheduleyourevent:Istheresomeoneonthe

Representative/Senator’sstaffthatmightbeabletofillin?

c. Iftheschedulersaysyestothemeetingrequest/event:

Thatiswonderfulnews.WesoappreciateRepresentative/Senator[lastname]’swillingnesstoattend.And,thankyousomuchforyourhelpinarrangingthis.

• I’dliketoconfirmthekeydetails(dateandtime,lengthofevent,legislator’srole)• Howfarinadvanceoftheevent/meetingshouldwecheckinagainwithyoujustto

makesurewe’restillontheschedule?And,isityouweshouldbeworkingwithonanyfinallogisticaldetails?

• I’dalsoliketomakesureyouhaveallmycontactinformation,includingmycellphone,incaseanythingcomesupatthelastminute.[provideyourcellphone]

• Weareconsideringinvitingthemediatoourevent.Isthereapresssecretaryonyourstaffthatweshouldbecoordinatingwith?

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TipsonCollectingMediaCoverage

Carefulplanningtoattractmembersofthepresstoyoureventcanmakeabigdifferenceindrawingattentiontoyourefforts.Thereareseveralsimplestepsyoucantaketosuccessfullydocumentthedayforyourself,too,eveniftherearenoreporterspresent.Aftertheevent,trackingmediacoverageandreportingbackabouttheeventwillhelpbikingandwalkingadvocacyonbothalocalandnationallevel.

GettingMediaCoverageConsiderthesestepstoattractreporterstoyoureventanddrumupnewsstoriesaboutyourevent.

• Chooseatimeforyoureventthatisconvenientforreporters.Generally,morningeventsthattakeplaceearlierintheweekgetbettercoverage.

• Buildapresslistoflocalmediaoutletsandpeoplewhocoverbikingandwalking.Listpressoutletsinyourdistrictorstate—dailynewspapers,radiostations,TVstations,communitynewspapers,andblogsareallfairgame.Compilealistofrelevantreportersandkeeptheiremailaddresses,phonenumbers,andfaxnumbersonhand.

• Writeamediaadvisory,andsendittwodaysbeforetheevent.Amediaadvisorytellseditorsandreportersthe“who,what,when,where,andwhy”oftheevent.Keepittoonepage,andincludelogisticaldetailslikedirections,timing,and(car)parkinginstructions.Faxandemailthemediaadvisorytwodaysbeforetheevent,andcalltheeditororreportertoconfirmthatthey’vereceivedtheadvisory.Resendingtheadvisoryonthemorningofyoureventhelps,too.

• Writeapressreleasefordistributionattheevent.Apressreleasegivesabriefaccountoftheeventandcontainskeyinformationaboutthespeakersandtheorganizers.Pressreleasesaregenerallywritteninthepasttenseandquoteimportantstakeholders.

• Assignamediaspokesperson.Preparethispersonwithtalkingpointsabouttheevent.• Haveamediacheck‐inareaandassignsomeonetosteermediatokeyleaders.Thiswillhelpyou

identifywhoisareporterandmakesuretheygettheresourcestheyneed.• Workwithyourelectedofficial’spresssecretary.MembersofCongresshavestaffwhomaintain

presslistsfortheseexactpurposes.Workingwithyourofficial’spressliaisonwillhelpyougetmorecoverage.

WhattoDocumentattheEventRegardlessofwhethermediawillbeinattendance,besuretotakethesesimplestepstodocumentyourevent.Havingphotos,quotes,andstoriesaboutyourelectedofficialatalocalbikingeventwillhelpyoutrackyourrelationshipwithyourelectedofficialandwillhelpAmericaBikesengageyourelectedofficialonkeybikingandwalkinglegislation.

• TakeplentyofphotosofyourSenatororRepresentativewithattendees.Photoswithconstituentsonbikes(especiallykids)areespeciallygoodphotostohaveonhand.Appointingastaffpersonorvolunteertotakephotoswillbehelpful.Sendyourbestphotostomlhall@americabikes.org.

• Keeparecordofyourelectedofficial’sremarks.Quotesaboutthebenefitsofbikingandwalkinginyourstateordistrictaregreattohaveonhand.

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• Ifpossible,recordvideooftheevent.Recordingtheeventisagreatwaytoshowoffyoureffortsandrememberwhathappened.

TrackCoverageandReportBacktoAmericaBikesSaveyourrecordofkeyphotosandquotes,trackcoverageofyourevent,andletusknowwhathappened.ReportingbacktoAmericaBikeswillenableustorefertoyoureventduringfuturecampaignsforbikingandwalkingfunding.

• Trackcoverageofyourevent.Followingthenewsoutletsthatwererepresentedatyoureventwillhelp.YoumightalsowanttosetupaGoogleAlertwithkeywordsfromyoureventtocatchblogpostsandonlinearticles.

• Keeparecordofcoverageasyourdiscoverit.Compilelinks,titles,outletnames,reporters,andarticletextastheyemerge.

• Filloutthepost‐eventsurveyathttp://bit.ly/ShowCongressAmericaBikes.ThisisabriefGoogleformtohelpuskeeptrackofeventsaroundthecountry.

• Sendphotosandvideostomlhall@americabikes.org.Havingarecordofphotosoftheeventwillhelpusinfutureinteractionswithyourelectedofficial.

Thankyou!Ifyouhavequestionsalongtheway,pleasedon’thesitatetocontactCaronWhitakerorMaryLauranHallatAmericaBikes.

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CONGRESSIONALCALENDAR

CalendarcourtesyTheCapitol.net

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AdaptedfrommaterialsprovidedbytheSafeRoutestoSchoolNationalPartnership

AmericaBikes1612KStreet,NWSuite802,Washington,DC20006(202)223‐3726www.americabikes.org

EventLogisticsChecklist

Thiseventchecklistcanhelpyouquicklydeterminewhetheryouhavekeytaskshandledforyourevent.Thisisnotmeanttobeacompleteguidetoplanninganevent,butratheralistofkeylogisticspertainingtohostingyourMemberofCongressand/orthemedia.

EventLogistics• Eventtimelinesdevelopedforthedayoftheeventandfortheweeksleadinguptotheevent.• Permissions/permits/involvementobtainedforsiteofevent.Fromprincipal,cityofficials,etc.• Invitationssentandattendanceconfirmed.Fundingagencies,localofficials,andlocalbusiness

leadersarekeyguests.• Alllogisticsinplace.Podiumforspeakers,refreshments,decorations,etc.• Allparticipantsknowtheirrolesandtalkingpoints• Informationalpacketspreparedforelectedofficialandmedia• Photographerand/orvideographerdesignated

MemberofCongresslogistics

• SchedulercontactedtheweekbeforeandthedaybeforetoconfirmtheMember’sattendance• Schedulerhascontactinformation(includingcellphone)forsomeoneattheevent• ListofkeyindividualsfortheMembertomeetiscreated.Eachindividualpreparedwithtalking

pointsandbackgroundinformation• Memberliaisonidentified,andpreparedto:

o GreetMemberandmakehimorhercomfortableo BriefMemberontheeventanditspurposeo SteertheMembertotheindividualsyou’veidentifiedtohelptalkaboutyourprojecto CoordinatewiththephotographertotakephotosoftheMemberattheevento ProvideaninformationpacketandgetcontactinformationfortheMember’sstaff

MediaLogistics(onlyifmediawillattend)

• Mediacalledthedaybeforetheeventasareminder.Pressadvisoryfaxed/emailedagain• Spokespersonidentified,andpreparedwithtalkingpoints• Mediasign‐intableorcheck‐inareaavailable• Staffpersonassignedtogreetmediaandsteerthemtothespokespersonandotherleaders

Haveagreatevent!