State Advocacy Day Playbook for USGBC Chapters

[Published: February, 2012]

Introduction All politics is local, of course, but the power of policy – depending on the subject and jurisdiction – often increases as you move up the ladder. Because state policymaking can yield results on a large scale, both positive and negative, USGBC continues to facilitate chapter engagement at the state government level, and to develop resources and initiatives to support the effort. This resource is intended to help you plan an engaging, impactful and fun visit to your state capital for your state’s USGBC and green building community. Chapter Advocacy Grants from USGBC may be available at the beginning of the year. USGBC chapter organizations that have developed a sophisticated advocacy infrastructure are finding that the profile and influence of the organization attracts and retains members, entices funders, and ultimately accomplishes greater milestones and achievements for the mission. Many chapters in USGBC’s network have recognized the value in demonstrating visibility and influence on policy that matters to the green building industry. These chapter organizations are establishing annual visits to the state capital as a means to stay out in front on green building policy issues, show support for allied organizations, and continue their work with leading legislators who are championing the green building cause. Two recent examples: the PA chapters and KY chapter announces successful advocacy day events in their state capitals in January, 2012. The Green Schools Caucus Initiative has been overwhelmingly successful at opening doors in the state policymaking process for those chapters that have spent time to build relationships with state lawmakers in partnership with the Center for Green Schools at USGBC. A few shining examples include Kentucky, Missouri, Nebraska, Oregon, South Carolina and Tennessee. Of course there are limitations to your chapter organization’s ability to take up all the state-level advocacy opportunities that come your way. Advanced planning is key – in most states this means planning in summer or fall to be adequately prepared for the busy spring state legislative season. Review USGBC’s advocacy campaigns to see which ones might fit into your priorities for the year (also see the Chapter Advocacy Planning Guide for a much longer list of ideas and resources).

[From the Planning Guide]

Coordinate an advocacy day for USGBC members at the state capitol. To maintain chapter

relationships with state legislators and key officials in state government – or to establish new connections – many

chapters are organizing an annual advocacy trip to the state capital. The State Advocacy Day Playbook includes

everything you need to plan a successful event, from sample leave-behind materials (from NJ, NC and CA), sample

meeting schedules from NC and PA, and much, much more.

A note on advocacy, chapter influence, and USGBC Kentucky A special thanks is owed to the Kentucky Chapter of USGBC for developing this resource for its own chapter advocacy engagement and for the benefit of the entire USGBC chapter network. The chapter openly cites USGBC’s advocacy support and initiatives as foundational in the chapter’s current status as a well-known, well-connected and well-respected organization in state-level decision making on buildings policy in the Bluegrass State. A 2009 advocacy training workshop, USGBC’s Congressional Advocacy Day, a few facilitated introductions with leading legislators, and a chapter board of directors that envisioned an influential future for the chapter were all keys to their initial success.

…So what are you waiting for? Start planning your annual state advocacy day today!

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Timeline Overview

Schedule regular advocacy day

planning meetings/conference calls(monthly and bi weekly as event approaches)

Identify target date Identify committee planning leads

Identify potential reception site Find out earliest date rooms at capitol

can be scheduled for meetings

Develop first draft of Legislative Agenda

Materials: Identify committee leads for materials – brainstorm ideas for advocacy materials communications materials

Develop initial budget Identify grants

Schedule rooms that have not been booked Materials: Committee leads should develop Publish details on website and through Communiqué Update the budget

Survey Monkey to solicit volunteers

Set date for Group Leader Training

Confirm rooms for meetings or events or book rooms if not done in advance Repeat publication of details on website and Communiqué Begin scheduling Legislative appointments Get event published on Legislative Social Calendar

3 Weeks Out or before

Close survey

Confirm volunteers

2 Weeks Out

Confirm staffing for event

1 Week Out Confirm headcount with caterer

Prepare nametags for legislators and USGBC volunteers

Final coordination with event location Group leader training

48 Hours Prior Compile Legislative appointment

matrix Reconfirm headcount with caterer Issue information to volunteers

Day of Event Bring materials for Volunteers

Instruct volunteers to thank those

chapter members attending and hand chapter business card to non members and encourage membership via web

Follow up with lawmakers and staff within one week of meeting Publish press statement/blog on event (including pictures) Keep in touch all year long

3 Months Out

2 Months Out 1 Month Out Event Month

EVENT

3 – 6 Months before the Event

2 Months before the Event

1 Month before the Event

Month of the Event

Select a target date Confirm and publish date Schedule appointments Confirm & Finalize

Post Advocacy Day

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Objectives

Educate legislators about USGBC (national, local chapters, state

advocacy committee)

Establish USGBC as a resource for legislators, their staff, and other

key state government officials

Advocate for legislation that enables green building activity [see the “Resources” section of the Chapter Advocacy Planning Guide for questions about USGBC, 501(c)3 and lobbying rules]

Familiarize legislators (House and Senate) with the Green Schools

Caucus and encourage participation in Caucus [if your legislature doesn’t have one, help to get one started]

Bring elected officials and state government officials up to speed with current issues related to green building [see the USGBC blog and

also USGBC’s Fact Sheets and Policy Briefs]

Sample USGBC State Advocacy Day Agenda

8:15am Team to meet at Capitol in meeting room

8:30am – 10:00am Review of messaging/advocacy Do’s and Don’ts

Review of legislative agenda and talking points

Day coordination

10:00am – 2:00pm Legislative Appointments

12pm (give or take) Lunch on your own in capitol cafeteria

2:00pm Legislative session begins (stop in and see)

2:15pm Committee group photo - Rotunda steps

2:30pm – 3:30pm Post-meeting download

3:30 – 4 or 5 pm Optional viewing of the legislative session from the

gallery. (End of session varies)

5 – ? p.m. Reception (start and end time depend on event)

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Pre-Planning 1. Determine your chapter(s)’s capacity to engage in the state policymaking process

in the upcoming cycle. If your chapter board is at all concerned with the

organization’s ability to field a team to support green building advocacy, consider

limiting engagement to one advocacy priority or campaign. Even the most

sophisticated USGBC chapters in advocacy engagement keep a fairly short

agenda (3-5 goals).

2. Volunteers: If low on volunteer capacity, consider tapping new volunteers who

are aligned and already involved.

a. USGBC’s resource “USGBC Chapter Advocacy Committee: Roles &

Responsibilities” should be helpful in establishing a more effective

structure, scope and organization for your chapter advocacy efforts.

3. Consultants: If resources permit, consider employing a legislative strategist who

can skillfully navigate both the state policymaking process and the politics.

a. Note: organizations employing a legislative strategist are strongly

encouraged to employ the expertise and credibility of chapter volunteers

for meetings and testimony throughout the year. While aided, of course,

by policy and political insiders, members of the green building community

are not only more articulate on green building issues, but demonstrate the

true face of the growing green building constituency.

b. Note: for any and all lobbying activity (usually defined as activity with the

intent to influence actual legislation – i.e. not ideas, issues, or even

agency policy or regulation), federal and state laws establish certain

limitations on your time, expenditures, etc. Consult legal counsel in all

cases, but also know that 501(c)3 organizations can and do lobby (within

certain parameters). See the “Resources” section of the Chapter

Advocacy Planning Guide for questions about USGBC, 501(c)3 and

lobbying rules.

4. Advocacy Day Coordinator: like anything else, there’s a learning curve to

planning and running an effective advocacy day for your state’s green building

community. It gets much easier after a few under your belt, but an event with

this many opportunities and moving parts needs a champion. Who will be yours?

5. Learn from others: USGBC national hosts a monthly advocacy phone call to

review success stories, best practices and answer advocacy and policy questions.

Learn from other members of the USGBC community about what they are doing,

how they are doing it, and what support resources are available. If you’d like to

join the calls, contact Matt Pearce, Campaign Specialist at USGBC’s

headquarters: mpearce@usgbc.org.

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Planning Details

A. Develop Legislative Agenda

1. Begin as early as possible to develop a legislative agenda that the USGBC

chapter(s) can support throughout the legislative session. For any advocacy

positions outside USGBC’s normal scope of advocacy work (see

www.usgbc.org/campaigns), and especially on any controversial or politically

sensitive topics (i.e. wood; coal; etc.) please consult with the national office.

This “who’s who on the USGBC advocacy team” document should be helpful.

2. Visit with legislative allies early to find out what bills they plan to submit and

their openness to work on new legislative ideas.

3. Brainstorm legislative ideas originating from multiple sources:

a. Bills from prior legislative sessions that failed [note USGBC’s 2011 report on

“state wins”];

b. New bills and resolutions being submitted and filed by legislators;

c. New legislative ideas from other states or USGBC [see USGBC.org/campaigns,

and in particular, the Center for Green Schools’ “Green School Menu of

Options for State Legislators;”

d. Legislative priorities of allied organizations.

4. The committee should determine what legislation and/or legislative ideas should

be presented to the chapter Board in the form of a proposal for official chapter

support early enough to get approval early in session and well before advocacy

day.

5. Meetings and calls with friendly legislators and GS Caucus to gain support and

sponsors for legislative agenda.

6. Before session, keep tabs on developing drafts and ideas through key contacts

within the state legislature, state agencies, and allied organizations.

7. Monitor bills to track movement and illuminate opportunities to influence

outcomes at upcoming committee hearings, votes, and amendments.

a. Most state legislatures have a fairly good system for bill tracking on their web

site. Information through your network of state legislator allies and partner

organizations may get to you more quickly, giving your chapter more time to

prepare. Actively keep in touch during the legislative session as windows

open and shut quickly.

8. Use your Advocacy Day to support legislative agenda

a. Look for opportunities to testify at committee hearings

b. Identify key legislators to target with message of support (Senate and House

leadership, committee chairs, members of key committees)

c. Advocates can ask legislators to co-sponsor targeted bills

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B. When and How? Planning Your Visit for Maximal Impact

1. Advocacy Day should be scheduled while the legislators are in session.

o Early in the session is usually better than later for most states.

o Target date should usually be one to two weeks after the cut off for new bills

to be submitted to allow for a full view of the playing field.

o Chapter advocacy committee should take time to review the proposed bills

and determine if there are any for which the Chapter should advocate,

support or oppose.

2. Develop a draft event plan for your Advocacy Day (see page 3)

o Advocacy Day Coordinator (Coordinator) should develop first draft of

Advocacy Day Plan, calling on USGBC national or other chapters as a resource

o Coordinator should share drafts with Advocacy Committee and Board – Ideal

to share documents with online sharing capabilities (ex: Google docs)

3. Develop a planning schedule with ideally 3 months of preparation time (see page

2). This may mean getting started as early as October or November for visits

early in the session! Recruit volunteers into the planning process. Assign roles.

o Suggest bi-weekly calls for last 2-3 months before advocacy day

o Suggest monthly advocacy calls year round if not already happening

C. Participation

1. Staffing for the day includes:

Advocacy Day Chair

Legislative Task Force Chair(s)

Chapter Executive Director

Volunteers (see items #2-3 below)

2. The goal is to have fifty (50) volunteers in attendance. A minimum of fifteen (15)

are required to be effective. Consider coordinating with like-minded

organizations and tapping any USGBC Students groups in the state.

3. Volunteers are needed for the following (some of these may be roles may be

performed by the same person):

Advocacy Day Coordinator

Communications Materials coordinator (from Communications Committee) –

identified 3 months in advance

Event Reporter (from Communications Committee) – identify two (2) weeks

in advance

Room coordinator

Volunteer coordinator

Survey coordinator

Two (2) Legislative meeting coordinators – identify 2-3 months in advance

Reception coordinator

Materials coordinator

Food coordinator

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D. Room Scheduling and Set-Up

1. “Home base”: Once the date for the event is confirmed, a room should be booked

as a “home base” for the advocacy day. The room can serve many purposes,

including:

a. As a meeting place in the morning to review the day’s agenda, brush up on

talking points, review do’s and don’ts, and to have coffee or breakfast, if

allowed (see #6).

b. As a venue to host a larger group meeting with a key government official (i.e.

chair of Green Schools Caucus, energy committee legislative staff,

representative from the Governor’s office, etc.)

c. As a meeting place for lunch, if allowed (see #6).

d. As a meeting place between legislator meetings.

e. As a meeting place at the end of the day to review outcomes from meetings,

follow-up items, aha moments, etc.

2. Find out when Room reservations can be made and book as soon as allowed.

Remember, for the above reasons, you’ll want tables and chairs.

3. Location of room: ideal location is in the capitol if possible (this is best

coordinated with the help of a legislator, a legislative assistant on behalf of the

legislator, or a state employee).

4. Scheduling room: The preferred method of scheduling a room is through a

legislator who supports USGBC and green building, and ideally this should be

requested by that legislator’s constituent. Legislators are preferred rather than

state employees since legislators have priority for room assignments.

5. Duration: the room should be reserved for the entire day and should be large

enough to accommodate at least thirty (30) people. If this size room is not

available all day, then a room that can accommodate at least thirty (30) people

should be requested from 8 – 11 a.m., and a smaller room should be requested

for the rest of the day.

6. Fee: there is no charge in many states for a room.

7. Food: permission to bring food should be requested from the legislator or

assistant after the room has been scheduled.

8. Role of Coordinator: the room coordinator should arrive earlier than everyone

else and ensure respectful treatment of room and thus maintaining a positive

image of USGBC.

9. Clean-up: a volunteer needs to be designated for room clean up. This is

especially important if multiple rooms are used in the same day.

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E. Volunteer Selection & Coordination

1. Volunteers to participate in Advocacy Day can be solicited through an online

survey tool (note: Survey Monkey), which will be sent to entire USGBC chapter

database, including non-members. This can help the chapter identify potential

new chapter members and new committee members from non-members who

must join the chapter to participate in Advocacy Day.

2. Volunteers must be chapter members. Coordinate with membership to confirm

that people offering to volunteer are chapter members. If they are not chapter

members, encourage them to join.

3. No previous advocacy experience is necessary to volunteer with the chapter on

Advocacy Day (see Section K on “What Participants Need to Know: Preparatory

Training.”)

4. Prior to the event, the following information should be communicated to all

volunteers participating on behalf of the USGBC chapter(s):

Homework:

Identify your Representative and your Senator.

Are they on any relevant committees (energy, environment,

appropriations, economic development, etc.)

How long have they been in office, and are they seeking re-

election? Look them up on Project Vote Smart. (If they won by a

tight margin, they may not feel empowered to be very flexible in

providing support on issues outside of their campaign platform).

For a conversation starter, what are two things that you have in

common?

Do you know any other relevant and important government officials?

Send this information to the Legislative Meeting Coordinator(s).

Logistics:

Dress professionally (business attire!)

Bring your cameras to take lots of pictures (elected officials love it)

Reminder to bring photo ID (some states)

Directions & Maps

Agenda and talking points

Contact information for event leaders

Information on how Bills are passed

Legislative Do’s and Don’ts (i.e. “Congressman” is only appropriate for a

member of the U.S. House of Representatives in Washington, DC… etc.)

5. On Advocacy Day, advocates should be required to meet in the reserved room

before heading to meetings. This will ensure that all advocates are equally

briefed on all final talking points, and have all associated leave-behind materials.

Last-minute changes are commonplace amongst busy lawmakers and the busy

state legislative season.

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F. Group Leaders

1. Group leaders need to be identified to manage teams of volunteers.

2. The target ratio is 1 group leader for every 2.5 volunteers.

3. Group leaders should include legislative task force chairs, Board Members,

Committee leaders, but may include other individuals who express interest

through the survey.

4. Training for group leaders should be conducted at least one week prior to the

event. Training is provided by Advocacy Chair and Legislative Task Force Chair.

Group leaders should be generally responsible for:

a. Ensuring group is prepared with any background and materials for

meetings

b. Getting the group to the meeting on time (ten minutes early is good

policy)

c. Keeping in contact with legislator’s office if any plans change last minute

d. Making sure everyone has a role in the meeting. Nothing looks sillier

than a group of people in an office with only one or two people talking.

A much better impression is left when the whole group contributes.

e. Making sure adequate background is delivered during the meeting. Try

to answer this question for the legislator or staff: “why should I listen to

you?” The answer usually includes size and reach of membership,

breadth and depth of expertise, relevant contributions both in the

lawmaker’s district and statewide.

f. Making sure photos are taken with the legislator or staff.

g. Making sure notes are taken, and that follow-up items are recorded,

reported back, and followed up on.

G. Chapter Communication

1. Details about the event should be published on USGBC chapter’s website (and

other relevant online venues) and also in the monthly newsletter for at least the

two (2) months prior to the event.

2. All announcements and recruitment should include links to the volunteer

solicitation survey.

3. Liaison should be assigned to communicate with the chapter communications

committee to ensure timely submission of information.

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H. Communications Collateral Development and Event Coverage (also see Section L: “On-Site Materials”) 1. The Communications Committee should settle on list of materials to be generated

2-3 months before event

2. The chapter’s Communications Committee should generate materials for event by

first brainstorming how many and what materials are needed to for Advocacy

Day (preparation and promotion, handouts, follow-up)

One (1) page flyer promoting the event

Scripts for scheduling appointments

Legislator Leave Behind (info about USGBC, impact of green building on

state or legislative district, contact info – examples from NJ, NC and CA)

Snapshot of state green building market activity [solicit from national

office – contact Matt Pearce: mpearce@usgbc.org]

Legislative Agenda flyer

Invitation to join GS Caucus (letter from chair of GS Caucus)

Reception invitation

Materials for advocacy day training (talking points)

Thank you letters or cards that can be filled out at end of event

Other materials provided by national [see Advocacy Planning Guide, and

Fact Sheets & Policy Briefs]

3. The Communications Committee should look for templates from national and

other states.

4. Set deadline for drafts and final versions of materials

Most materials should be completed one month before Advocacy Day

Legislative Agenda materials should be flexible – could be tweaked

weeks or days before event depending on progress of bills.

5. The Communications Committee should work closely with the Advocacy

Committee on content for the materials but the format should be established by

Communications Committee.

6. On the day of the event, a Communications Committee member should be

present to take photographs, do a write up for the newsletter and website, and

hand out follow-up letters or cards to advocates.

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I. Advocacy Day Recruitment Electronic Survey

1. Many chapters find the use of an electronic survey to be the most helpful tool for

soliciting both advocacy participants and critical information from those

participants. (Note: Survey Monkey is free) A link to the survey should be

posted on both the USGBC chapter web site and in chapter newsletters at least

two months in advance and as often as needed to reach desired participation.

2. A volunteer should be assigned to be in charge of the survey, with the support of

chapter staff as needed.

3. People who agree to be volunteers should be acknowledged within one week of

their survey response. Ideally the Volunteer Coordinator will follow up on the

survey once per week during the time it is open.

4. The survey should indicate a deadline for signing up as a volunteer. A good cut-

off date is about 10 days prior to the event.

5. The survey should remain open until the day of the event. Although volunteers

registering after the deadline of 10 days prior to the event will not likely have

legislative appointments set-up with their legislator, this will still help the chapter

identify potential new chapter members and new committee members from new

people who sign-up after the deadline.

6. Questions need to be reviewed by the Advocacy Chair prior to launching.

7. Survey questions:

1. First Name:

2. Last Name:

3. Phone Number:

4. Are you a USGBC Chapter Member? [Yes or No]

5. Email Address:

6. Do you have experience working with state elected officials?

7. Who is your Representative in the House? Find out here: [insert link]

8. Who is your Senator? Find out here: [insert link]

9. Are you interested in being a group leader? Yes or No

10. Do you have any other key relationships in the legislature or state

government that you would be willing to leverage for USGBC? [explain]

Thank for your time. Please mark your calendar now for the Statewide

USGBC Advocacy Day in [name capital city] on [insert date], starting at

[time]. We also request your participation in a preparatory training

meeting [date, time, place – could be phone call].

8. The Legislative Task Force is to review the survey responses to confirm which

legislators are represented by the volunteers.

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J. Legislative Appointments

1. The Legislative Task force is responsible for scheduling appointments with

Senators and Representatives based on the constituency base that will be

participating in Advocacy Day.

2. The ideal candidate for coordinating the volunteer schedule is the Advocacy

Chair, since the Advocacy Chair typically knows most all of the volunteers, their

personalities and how they may best interact with the different legislators. The

Advocacy Chair should coordinate which volunteers will attend which legislative

appointments, with the following considerations:

1. The constituent should almost always go in their legislator’s

appointment.

2. Volunteers should be assigned based on their strengths.

3. If a legislative appointment has more than two (2) constituents, and

there is another legislative leadership appointment scheduled at the

same time in which one of these constituents would be best suited to

attend that meeting, then that particular constituent could be reassigned

out of their legislator’s appointment as is appropriate.

3. The priority for scheduling appointments is as follows:

Appointments with constituents

Legislative leadership (House Speakers, Senate Leader, Chairs)

Meetings with new legislators to introduce USGBC (assuming USGBC has

previously visited the legislature – if not, all are effectively “new”)

Legislative leadership staff (if the representative is not there)

Rest of legislators

4. Meetings with Legislators are typically for 30 minutes or less (and may not

happen when, where or how you may expect).

5. The number of meetings is based on the number of groups. The target number

for each meeting depends on who the meeting is with. Meetings with legislative

leadership (House or Senate speaker, majority leader, relevant committee leader,

etc.) meeting may have 5-8 people. Non-leadership meetings may have between

2-6 people.

6. Someone should be assigned to create and maintain a master schedule of all

legislative appointments. When finalized, this schedule will be given to volunteers

on Advocacy Day. (see here for a great example in PDF from North Carolina, and

an editable version in Excel from Central Pennsylvania)

7. Out of respect for the legislators and their time, it is best to start scheduling at

least two weeks in advance (preferably weeks earlier, recognizing, however, that

schedules can and will change).

8. When scheduling a meeting, also invite the legislator to the reception (see

Section O, “Reception.”)

9. Consideration should be given when scheduling appointments to how the

volunteers are matched to the legislators. Constituents should be paired with

their legislators. When possible, match backgrounds and political leanings.

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10. Key appointments should include multiple group leaders, but one person must be

designated as the leader of that session.

11. On Advocacy Day, the chapter staff person should be in charge of managing the

schedule and volunteers. On-site coordination will be key (preferably from a

central location – i.e. the reserved room), since appointments may be cancelled,

rescheduled and new ones added at the last minute.

K. What Participants Need to Know: Preparatory Training

1. Training for all advocates (on how to talk to a legislator, the policymaking

process, challenges and opportunities facing the state government this year, etc.)

is recommended. USGBC national offers in-person trainings and also can work

with you to host a preparatory webcast a few weeks before the event.

2. On Advocacy Day, a “refresher” training should be provided to the volunteers to

remind them how to interact with the legislators, review talking points, etc.

3. The morning meeting and “refresher” training on Advocacy Day should be led by

the chapter advocacy chair and legislative strategist (as applicable), with support

from others. Start training early: no later than 8:45 am.

A draft agenda is as follows:

15 minutes Welcome & Introductions

Welcome by Advocacy Chair and chapter staff

Group introductions

Distribute agenda

Group leaders stand up

Review schedules

Explanation of what a group leader is

Explain building logistics

10 minutes Material Distribution

Leave-behind materials (see Section H)

Pins

Notes template

15 minutes Legislative Leave Behind

Review 3 key points

Discuss bills on agenda, USGBC position, and advise status

Emphasize importance of sticking to USGBC message only

15 minutes Basics of Meeting with Legislators

Do’s and Don’ts

Q &A

Try to finish by 9:45 a.m. for first appointments by 10 am.

Don’t forget to take pictures!

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L. On-Site Materials (see also Section H: “Communications Collateral

Development and Event Coverage”) 1. One person should be in charge of the materials needed at the Advocacy Day

event. This includes:

Lapel pins that identify the USGBC advocates

Legislative leave behind (one (1) for every volunteer plus one (1) for

every legislator we are meeting with plus 50% extra)

Other materials for legislators developed by committee

Pens and paper for taking notes (use template provided)

Copies of legislative meeting schedules with Group Leader cell phones

listed, individualized for each volunteer (volunteer’s name added and

highlighted for each legislative appointment)

Map of Capitol Offices

Copies of reception invitation

2. The ideal candidate to be the Materials Coordinator is a legislative task force

member.

M. Budget

1. Prior to the start of planning, confirm the budget allocated for the event.

2. Budgeted items include:

Printing of materials

Pens / paper

Food costs (breakfast during training and snacks for room)

Reception costs

USGBC pins

3. Identify grants to help defer cost

4. Payments made to vendors, etc. are handled by finance committee.

N. Food

1. Provide breakfast in the meeting room at the start of the day. Typically a

continental breakfast that includes donuts, muffins, fruit, juice and coffee.

Need to bring plates, napkins, cups and coffee condiments.

2. Lunch can be brought in for advocates or they can be on their own; there is

usually a cafeteria in the building.

3. Snacks should be placed in the room that is used as a home base and can

include bananas, snack bars, trail mix, nuts, etc. Beverages are typically

coffee and water.

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O. Optional, High-Impact Reception

1. A great way to close out the day is with a reception with legislators, their

staff, government officials with relevant agencies or departments, and green

building advocates. A reception can increase visibility and name

recognition, provide a speaking opportunity for a friendly legislator or two,

serve as a means for bonding with other chapter members (especially in

states where multiple chapters are in attendance).

a. An alternative to a formal reception if funds are tight is to

coordinate a group dinner or happy hour. This is supposed to be

fun! Make sure to invite at least your few champion legislators.

2. The reception should be scheduled to take place after the legislative session

is scheduled to close and in a convenient venue that is within a very short

walking distance from the capitol. Some chapters have had success with

hosting the reception in the Governor’s mansion.

3. Assign a coordinator to plan and manage the event. You may find that a

member company may be willing to sponsor the event, or host at a green

building in the immediate vicinity.

4. Hard copy invitations should be sent to champion legislators so they can

distribute them amongst their colleagues. A nice touch is to have

invitations signed by sponsor legislators or GS Caucus chair(s).

5. When scheduling meetings, invite legislators to the reception. On Advocacy

Day, advocates should re-extend the invitation – verbally and in writing.

6. The Event should probably start before 5:00 pm (depends on when session

ends) and end time is to be determined based on event.

7. The event may consist of a green building tour, a press-oriented

announcement, or a social reception.

8. Legislators have a social calendar on which the chapter should seek to get

listed. Work with a legislator to have event added to social calendar.

Target listing one month prior to event.

9. Budget needs to be developed based on event. May be able to obtain a

grant from USGBC national.

P. Follow-Up and Follow-Through (advocacy is an ongoing process!) 1. Volunteers should follow-up with all legislators they met with on Advocacy Day

with a follow-up letter, e-mail or phone call within one week of Advocacy Day.

2. A template letter or card should be provided at end of event or via e-mail the

next day

3. Keep in touch all year to further develop relationships, trust, and influence.