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. America Bikes 1612 K Street, NW Suite 802, Washington, DC 20006 (202) 223‐3726 www.americabikes.org
5. Being flexible with dates and locations – It’s a good idea to present several options the staff can work with depending on the Representative or Senator’s schedule back in the district. Remember, too, that all your planning might get derailed by last‐minute schedule changes. A weekend event that’s a go in mid‐week might be interrupted due to a vote back in D.C. It’s good to be ready with Plan B. 6. Packing the Event – Getting a Representative or Senator to attend is only part of the equation. You need to ensure that lots of people attend your event, even if it means staging them to appear at a certain time. Members of Congress love constituents (and kids) so you need to make sure that lots of them will be on hand to talk, say thanks, pose for pictures, etc. Using a bike club or organized ride is a good backdrop to ensure that you’ll have numbers. 7. Scope – Remember this is a “feel good” event. This is not the time to press a Representative or Senator about a particular issue. Build a relationship now that will set the table for the heavy lifting later. Keeping it positive will help build trust between you and the staff. 8. Press/media – Without press or media coverage, there’s probably not a compelling reason for your Representative or Senator to attend. You need to make sure local newspapers, local TV, journalists, etc., will be on hand for interviews, follow‐up questions, photos, blogs, etc. Getting a Representative or Senator back in the district for a bicycle event or trail event is newsworthy and usually a great photo‐op. In some cases, the congressional staff will help with press releases, coordinating with the media, etc. Clarify media roles well in advance of the event. 9. The business angle – Integrating a business angle is a good idea and may provide extra appeal to Republican members of Congress. Bicycle retailers are successful small business people who hire workers, pay taxes, and often play a prominent role in the community. In some cases, retailers can document how business has increased or led to additional shop locations due to a new bike trail, bike lane, or mountain bike trail. For help finding a retailer, contact Caron Whitaker at America Bikes (caron@americabikes.org). 10. Post event follow‐up – After your event, be sure to follow up with a thank you notes, calls, or emails to congressional or district staff, as well as to the Senator or Representative. It’s also a good idea to thank any press or media who participated as well.
America Bikes 1612 K Street, NW Suite 802, Washington, DC 20006 (202) 223‐3726 www.americabikes.org
Effective Messaging for Your “Show Congress” Event
Effective messaging before, during, and after your “Show Congress” event can help you or your organization create a lasting and impactful relationship with your Senator or Representative and their staff. Use this guide to stay on‐message with your Senator or Representative and their staff.
Frame the Event in Your Outreach When you invite your Senator or Representative, it is best to focus on your event’s importance to the community. Your elected officials’ staff should get the impression that your event will be a feel‐good opportunity to meet constituents and receive positive press. Keep these points in mind when reaching out to your elected official and their staff. • This event is an important celebration in your community. Staff members who receive your invitation should have a clear picture of why this bike‐centric event is important to constituents. You could emphasize annual tradition, celebrating healthy lifestyles, or local excitement around a new bike facility. • Happy constituents will be in attendance. Staff should know that this will be an opportunity to connect with voters in their boss’ state or district. Will your event involve local families, business owners, local officials, or bike commuters? • Your Senator or Representative’s role will be meaningful and not politically charged. Suggest several non‐controversial roles for your elected official, like cutting a ribbon or giving a speech. Your elected officials’ staff will have a clearer understanding of the event if they know how you hope to engage their boss. • The event will celebrate biking and/or walking in your state or district. The goal of the “Show Congress” event is to connect your official with biking and walking in their constituency. If your Senator or Representative will speak at the event, the speechwriter should know to prepare talking points about the benefits of biking. • Media will be present to cover the event. Staff look for good press opportunities for their bosses, so be sure to spread the word to local media and tell staff that reporters will be present. You can also ask to work with the elected official’s press secretary to arrange more coverage. • Avoid anything politically charged. There’s no need to connect this event with politically controversial subjects.
Keep it Positive During the Event
Your Senator or Representative’s participation in the actual event should connect your official with biking in your state or district in a non‐political way. When people see photos and coverage of the event afterwards, they should see your elected official celebrating biking in their constituency. During the public event, make sure to: • Make your elected official look good. You want your official and their staff to have a good impression of you and of biking in their district. • Focus on connecting your Congressperson with biking. Create opportunities for the Senator or Representative to meet local constituents who bike, to celebrate a facility, or to enjoy the biking scene. America Bikes 1612 K Street, NW Suite 802, Washington, DC 20006 (202) 223‐3726 www.americabikes.org
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Keep a record of your official’s remarks. Having a record of your official’s pro‐biking quotes will help build their support for biking and walking legislation. Take pictures of your elected official participating in the event. Photos of a Congressperson with kids in helmets are not only adorable—they’re great press for your official and they visually connect your elected official with biking. Snap lots of pictures of your Senator or Representative speaking, cutting ribbons, riding a bike, or posing with constituents on bikes. Steer away from politically controversial subjects. Your elected official and their staff are present for a “feel good” event. This is not the time to press your official about a particular issue. Keeping it positive will help build trust between you and the staff.
Have a Private Conversation about Legislation The end of a successful public event can be a great time to engage your Congressperson about biking and walking legislation. Use these tips and talking points to ensure a successful conversation: • Hold a brief, private conversation. This conversation should take place away from media crews and crowds, where your elected official can feel more comfortable speaking candidly. • Make the case for bicycling and walking. See the “Benefits of Biking and Walking” sheet in this toolkit for suggestions on data. Use local success stories if you have them. • Make the “asks.” Ask your elected official to maintain dedicated funding for biking and walking, such as Transportation Enhancements, Safe Routes to School, and Recreational Trails. Ask them to ensure that local governments have a voice in transportation. • Record your official’s specific position. Clearly ask your Representative or Senator whether they will support dedicated biking and walking funding and local government voices in transportation. Keep track of their answer. • Take advantage of data about your state and district. At americabikes.org/resources, we keep track of how federal biking and walking programs benefit states and congressional district across the country. Handing your elected official a summary sheet of how biking and walking funds benefit your community can make a lasting impression.
Follow Up with a Thank You
After the event, be sure to thank your elected official and the staff with whom you coordinated. Tips for thanking: • Thank both staff and the Senator or Representative. Be sure to both maintain your working relationship with your official’s staff and with the official. • Reiterate the event’s success. Discuss why the event was important, what was accomplished, and how the official’s presence made a difference. • Send press clips and photos. Press clippings or links to positive coverage of the event will demonstrate that the event was worth your elected official’s time.
America Bikes 1612 K Street, NW Suite 802, Washington, DC 20006 (202) 223‐3726 www.americabikes.org
BENEFITS OF BIKING AND WALKING Bicycling and walking are critical components of our national transportation system.
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In 2009, 12% of all trips in the United States were made by bicycling or walking – up 25% from 2001.1
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Bicycle commuting increased by more than 40% nationwide between 2000 and 2008. 2
Communities across America have seen bicycling and walking projects improve their transportation systems.
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In Minneapolis, MN, the Midtown Greenway is used by an average of 3,500 bicyclists a day. This is more traffic than 77% of Minneapolis city roads.3
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In Portland, OR, 7,100 daily trips or 21% of all transportation trips on the Hawthorne Bridge across the Willamette River are made by bike. If those 7,100 trips were made by car, Portland would have to build a new bridge.4
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In Washington, DC, the Capital Crescent Trail is used by almost 400 bicyclists during the 7‐9 a.m. weekday period. This relieves rush hour traffic in one of the most congested metropolitan regions in the United States. 5
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In Licking County, OH, the nearly 30 miles of paved paths in the area has seen significant use, with one path seeing a peak evening rush hour of 80 users. This demonstrates bicycle commuting can work in a rural area.6
Bicycle industry and tourism create jobs and contributes to the national economy.
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The U.S. bicycle industry supports an estimated 1.1 million jobs and generates nearly $18 billion in federal, state and local taxes.7
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Between 16 million and 20 million bicycles are sold in the United States every year – more than all of the cars and light trucks sold in the U.S. combined.8
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In Wisconsin, bicycling generates nearly $1.5 billion a year in total economic impact, many times greater than the $9 million in federal funding spent annually on bicycle and pedestrian projects in the state. 9 Building bike infrastructure creates more jobs per dollar than building road infrastructure. Bike infrastructure creates over 11 jobs per million dollars invested, while road construction creates less than 8 jobs per million dollars. 10
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Bicycling and walking infrastructure are good for local economies.
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In southwest Virginia, visitors along the Virginia Creeper Trail spend $1.59 million annually providing an estimated 27 new full time jobs.11
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In Indianapolis, IN, a study of home values near the Monon Trail concluded that homes closer to the trail sell for an average of 11 percent more.12
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In San Francisco, CA, two‐thirds of merchants along Valencia Street said new bicycle lanes had a positive overall impact on their business; two‐thirds also supported building more traffic calming measures on the street.13
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On North Carolina’s Outer Banks, bicycle tourism generates $60 million annually in economic activity, an annual return nine times the cost of the region’s $6.7 million investment in bicycle infrastructure.14
America Bikes 1612 K Street NW Suite 802, Washington, DC 20006 (202) 223‐3726 www.americabikes.org
Increasing bicycling and walking helps meet our national goals for:
Lowering Obesity • An adult who bicycles regularly typically has a level of fitness equivalent to someone 10 years younger and a life expectancy two years longer than the national average.15 • Children who walk to school have higher levels of physical activity throughout the day and higher levels of cardiovascular fitness.16 • Access to paths can lead to greater physical activity. After a bicycle and pedestrian path was built on the new Ravenel Bridge in Charleston, South Carolina – one of the most obese states in the nation – two‐thirds of all users reported a significant increase in their physical activity.17
Easing Congestion • A small reduction in driving causes a large drop in traffic. In 2008, the number of U.S. vehicle miles travelled dropped 3%, translating to a near 30% reduction in peak hour congestion.18 • Communities that invest in bicycling and walking see an increase in the percentage of trips taken by bicycle.19
Halting Climate Change and Reducing Our Dependence on Oil • Increasing the mode share of all trips made by bicycling and walking a few percentage points could lead to fuel savings of around 3.8 billion gallons a year and reduce greenhouse gas emissions by 33 million tons per year. This is equivalent to replacing 19 million conventional cars with highly efficient hybrids.20 • 89 percent of Americans believe that transportation investments should support the goals of reducing energy use.21 There is a high demand for more bicycling and pedestrian infrastructure
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Seven in ten Americans say that they would like to bike more than they do now; but less than half of those surveyed were satisfied by how their communities were designed for bicycling.22 The Transportation Enhancements (TE) program, which funds the majority of bicycle and pedestrian projects, is oversubscribed in a majority of states. The most recent call for TE proposals in Oklahoma yielded requests for roughly 3 times the available funds.23 In the last 6 years, over 300 communities have applied for bicycle‐friendly community status to improve their transportation, livability and tourism. 24
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National Household Travel Survey 2009, FHWA Office of Policy. 2008 American Community Survey, US Census Bureau. 3 Midtown Greenway Coalition, www.midtowngreenway.org. 4 Portland Bicycle Count Report 2009, Portland Bureau of Transportation. 5 Coalition for the Capital Crescent Trail, www.cctrail.org. 6 LCATS Long Range Multi‐Modal Transportation Plan, Licking County Area Transportation Study, 2008. 7 Outdoor Industry Foundation, “The Active Outdoor Recreation Economy,” 2006. 8 National Bicycle Dealers Association, 2008; U.S. Bureau of Transportation Statistics, May 2008. 9 Maggie Grabow, et al., “Valuing Bicycling’s Economic and Health Impacts in Wisconsin,” 2010. 10 Heidi Garrett‐Peltier, “Pedestrian and Bicycle Infrastructure: A National Study of Employment Impacts,” Political Economy Research Institute, June 2011. 11 Rails‐to‐Trails Conservancy, “From Trail Towns to TrOD: Trail and Economic Development,” August 2007. 12 Lindsey et al., “Property Values, Recreation Values, and Urban Greenways,” Journal of Parks and Recreation Administration, V22(3) pp. 69 ‐90. 13 Emily Drennen, “Economic Effects of Traffic Calming on Urban Small Businesses,” Department of Public Administration, SF State University, Dec 2003. 14 Lawrie, et al., “Pathways to Prosperity: The Economic Impact of Investing in Bicycling Facilities,” N.C. Department of Transportation Division of Bicycle and Pedestrian Transportation, Technical Report, July 2004. 15 R. Paffenbarger, et al., "Safety in numbers in England," CTC, 2007 16 Safe Routes to School National Partnership, “Quick Facts,” http://www.saferoutespartnership.org/mediacenter/333081#1 17 Deborah McCarthy, “Wonder’s Way Bike Pedestrian Pathway on the Arthur Ravenel, Jr. Bridge: A Successful Model for Facilitating Active Living in Lowcountry South Carolina,” Berkeley‐Charleston‐Dorchester Council of Governments, 2009. 18 INRIX National Traffic Scorecard, [http://scorecard.inrix.com/scorecard/summary.asp], (Last accessed 6/2/09) 19 Darren Flusche, “American Community Survey: Bicycle Commuting Trends, 2000 to 2008,” The League of American Bicyclists, 2009. 20 Thomas Gotschi and Kevin Mills. “Active Transportation for America,” Rails to Trails Conservancy, 2008. 21 National Association of Realtors and Transportation for America, “2009 Growth and Transportation Survey,” 2009 22 D. Royal and D. Miller‐Steiger, National Survey of Bicyclist and Pedestrian Attitudes and Behavior, NHTSA, 2008. 23 . National Transportation Enhancement Clearinghouse, www.enhancements.org. 24 The League of American Bicyclists, www.bikeleague.org 2
America Bikes 1612 K Street NW Suite 802, Washington, DC 20006 (202) 223‐3726 www.americabikes.org
Adapted from materials provided by the Safe Routes to School National Partnership
Inviting your Member of Congress: Sample Invitation
You can use this sample letter to create a meeting request or invitation for your Member of Congress. Fill in any bracketed areas with information specific to your project. Try to keep the letter to one page, and put it on letterhead if possible. As noted, try to get a prominent community member (mayor, principal, local business leader, or local nonprofit leader) to sign the letter. Please fax or email your letter directly to the scheduler for the Member of Congress. Each office generally has a preference for how requests should be submitted, so it is important to call first and ask how they would like to receive the invite. [Date] The Honorable [Member’s First and Last Name] [U.S. House of Representatives OR U.S. Senate] ATTN: [Scheduler Name, obtained by calling the Congressional office] [Mailing address (obtained through the CongressMerge website)] [Fax Number or Email address (depending on how you are sending the request)] Dear [Representative or Senator] [Member’s Last Name]: I write to you on behalf of [your organization, or if applicable: a coalition of organizations and individuals in your district that are working to make it safer to walk and bicycle]. We would like to invite you to a celebration of [your project], a [short project description]. We would appreciate the opportunity to show you more about this exciting project. We will be holding an event on [proposed date and time] at [location]. The event will [brief description of type of event]. The event will last approximately [length of time] and we would be honored if you would agree to [speak/observe/participate – whatever role you want the legislator to play]. As this is a community event, you will have the opportunity to interact with a number of community leaders, including [list names and organizations of some key participants and attendees]. Assuming you are able to join us, we would also be pleased to work with your press secretary to invite local media to cover the event. I greatly appreciate your consideration of this request. You or your staff can reach me at [insert phone number and email address] to follow up. Sincerely, [Your Name] [Your Organization] cc: [list individuals and organizations who are mentioned in the letter as attending/participating in your event or meeting. Make sure to send these individuals a copy of the letter via email.] America Bikes 1612 K Street, NW Suite 802, Washington, DC 20006 (202) 223‐3726 www.americabikes.org
Adapted from materials provided by the Safe Routes to School National Partnership
Inviting your Member of Congress: Sample Script for Following Up with Scheduler
Approximately a week after you have submitted your scheduling request by fax or email, you should call the scheduler to follow up if you have not heard anything back yet. Your goal is to get a yes or no answer on your scheduling request. It may take a few calls to reach the scheduler, so be persistent. The script below will help you work with the scheduler.
1. Call the Congressional office – either the Washington, DC office or the district office where the scheduler is located—and speak with whoever answers the phone:
Hello, this is [your name and organization] calling. I’d like to speak with [scheduler name] to follow up on a scheduling request I submitted last week, please.
2. If the scheduler is not available, leave a message:
Hello, this is [your name and organization] calling. I submitted a scheduling request last week related to [your project] and was calling to follow up to see if Representative/Senator [last name] is available. If you could give me a call back at [phone number] soon, I’d greatly appreciate it.
3. Once you are able to speak with the scheduler:
Hello, this is [your name and organization] calling. I submitted a scheduling request last week [for an event on [date]] and am calling to follow up. I was wondering if you had any information on whether Representative/Senator [last name] would be able to attend.
a. If the scheduler says they haven’t made a decision on the scheduling request yet:
I understand that you are probably trying to balance a lot of requests, but we certainly hope this will be one that Representative/Senator [last name] will be able to accommodate. The event will also include people such as [name of prominent individuals, such as the mayor, local business or nonprofit leader]. When would be a good time for me to call back to get an answer on this scheduling request?
b. If the scheduler says the Member of Congress won’t be able to meet/attend the event:
We’re very sorry to hear that Representative/Senator [last name] isn’t available. • Is there an alternate time or date that we might be able to make work? • OR, if you can’t reschedule your event: Is there someone on the Representative/Senator’s staff that might be able to fill in?
c. If the scheduler says yes to the meeting request/event:
That is wonderful news. We so appreciate Representative/Senator [last name]’s willingness to attend. And, thank you so much for your help in arranging this.
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I’d like to confirm the key details (date and time, length of event, legislator’s role) How far in advance of the event/meeting should we check in again with you just to make sure we’re still on the schedule? And, is it you we should be working with on any final logistical details? I’d also like to make sure you have all my contact information, including my cell phone, in case anything comes up at the last minute. [provide your cell phone] We are considering inviting the media to our event. Is there a press secretary on your staff that we should be coordinating with?
America Bikes 1612 K Street, NW Suite 802, Washington, DC 20006 (202) 223‐3726 www.americabikes.org
Tips on Collecting Media Coverage
Careful planning to attract members of the press to your event can make a big difference in drawing attention to your efforts. There are several simple steps you can take to successfully document the day for yourself, too, even if there are no reporters present. After the event, tracking media coverage and reporting back about the event will help biking and walking advocacy on both a local and national level.
Getting Media Coverage Consider these steps to attract reporters to your event and drum up news stories about your event. • Choose a time for your event that is convenient for reporters. Generally, morning events that take place earlier in the week get better coverage. • Build a press list of local media outlets and people who cover biking and walking. List press outlets in your district or state—daily newspapers, radio stations, TV stations, community newspapers, and blogs are all fair game. Compile a list of relevant reporters and keep their email addresses, phone numbers, and fax numbers on hand. • Write a media advisory, and send it two days before the event. A media advisory tells editors and reporters the “who, what, when, where, and why” of the event. Keep it to one page, and include logistical details like directions, timing, and (car) parking instructions. Fax and email the media advisory two days before the event, and call the editor or reporter to confirm that they’ve received the advisory. Resending the advisory on the morning of your event helps, too. • Write a press release for distribution at the event. A press release gives a brief account of the event and contains key information about the speakers and the organizers. Press releases are generally written in the past tense and quote important stakeholders. • Assign a media spokesperson. Prepare this person with talking points about the event. • Have a media check‐in area and assign someone to steer media to key leaders. This will help you identify who is a reporter and make sure they get the resources they need. • Work with your elected official’s press secretary. Members of Congress have staff who maintain press lists for these exact purposes. Working with your official’s press liaison will help you get more coverage.
What to Document at the Event Regardless of whether media will be in attendance, be sure to take these simple steps to document your event. Having photos, quotes, and stories about your elected official at a local biking event will help you track your relationship with your elected official and will help America Bikes engage your elected official on key biking and walking legislation. • Take plenty of photos of your Senator or Representative with attendees. Photos with constituents on bikes (especially kids) are especially good photos to have on hand. Appointing a staff person or volunteer to take photos will be helpful. Send your best photos to mlhall@americabikes.org. • Keep a record of your elected official’s remarks. Quotes about the benefits of biking and walking in your state or district are great to have on hand. America Bikes 1612 K Street, NW Suite 802, Washington, DC 20006 (202) 223‐3726 www.americabikes.org
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If possible, record video of the event. Recording the event is a great way to show off your efforts and remember what happened.
Track Coverage and Report Back to America Bikes Save your record of key photos and quotes, track coverage of your event, and let us know what happened. Reporting back to America Bikes will enable us to refer to your event during future campaigns for biking and walking funding. • Track coverage of your event. Following the news outlets that were represented at your event will help. You might also want to set up a Google Alert with key words from your event to catch blog posts and online articles. • Keep a record of coverage as your discover it. Compile links, titles, outlet names, reporters, and article text as they emerge. • Fill out the post‐event survey at http://bit.ly/ShowCongressAmericaBikes. This is a brief Google form to help us keep track of events around the country. • Send photos and videos to mlhall@americabikes.org. Having a record of photos of the event will help us in future interactions with your elected official.
Thank you! If you have questions along the way, please don’t hesitate to contact Caron Whitaker or Mary Lauran Hall at America Bikes.
America Bikes 1612 K Street, NW Suite 802, Washington, DC 20006 (202) 223‐3726 www.americabikes.org
CONGRESSIONAL CALENDAR
Calendar courtesy TheCapitol.net
Adapted from materials provided by the Safe Routes to School National Partnership
Event Logistics Checklist
This event checklist can help you quickly determine whether you have key tasks handled for your event. This is not meant to be a complete guide to planning an event, but rather a list of key logistics pertaining to hosting your Member of Congress and/or the media.
Event Logistics • • • • • • •
Event timelines developed for the day of the event and for the weeks leading up to the event. Permissions / permits / involvement obtained for site of event. From principal, city officials, etc. Invitations sent and attendance confirmed. Funding agencies, local officials, and local business leaders are key guests. All logistics in place. Podium for speakers, refreshments, decorations, etc. All participants know their roles and talking points Informational packets prepared for elected official and media Photographer and / or videographer designated
Member of Congress logistics • • • •
Scheduler contacted the week before and the day before to confirm the Member’s attendance Scheduler has contact information (including cell phone) for someone at the event List of key individuals for the Member to meet is created. Each individual prepared with talking points and background information Member liaison identified, and prepared to: o Greet Member and make him or her comfortable o Brief Member on the event and its purpose o Steer the Member to the individuals you’ve identified to help talk about your project o Coordinate with the photographer to take photos of the Member at the event o Provide an information packet and get contact information for the Member’s staff
Media Logistics (only if media will attend) • • • •
Media called the day before the event as a reminder. Press advisory faxed/emailed again Spokesperson identified, and prepared with talking points Media sign‐in table or check‐in area available Staff person assigned to greet media and steer them to the spokesperson and other leaders
Have a great event! America Bikes 1612 K Street, NW Suite 802, Washington, DC 20006 (202) 223‐3726 www.americabikes.org