Tips For A Successful Site Visit

Some helpful hints for a successful site visit when your legislator comes to visit.

Prepare for the visit.

• Hold a preparation session to discuss the format for the meeting and your key messages. Decide who will be at the meeting, who will present information, and who will ask and answer questions. A small group is usually best; if possible, include a family member or staff who lives in the legislator's district.
• Decide what your story is and how you will tell it.
• Decide whom to invite (e.g., your Senator and Representative). To find out what district your organization is located in and who represents you, visit the Legislature's website, which has legislative districts and contact information for your legislators.
• Online, go to www.leg.mn and click on "Who represents me?"
• Call the MN House of Representatives Public Information Office: 651-296-2146 or 800-657-3550.
• Call the MN Senate Information Office: 651-296-0504 or 651-296-2887.

Meet in a congenial setting.

• Give them a tour of your facility. Ensure that this component of the visit provides an honest look at your work.
• Be sure they meet the people you serve and/or their families. They can be your biggest assets. Have them tell your legislators what your program has meant to them.

Provide key messages.

• Be sure there is adequate time for a sit-down discussion (i.e., low-key "kitchen table" type of conversation). Tell them about the people you serve and what services you provide.
• Talk about how these programs are funded. If you are serving people for whom you receive NO funding, let them know that.
• Tell them how long you have been in existence and how many individuals you serve.
• Tell them how many and what kinds of jobs your facility provides for people in their district.
• When you tell them about the financial pressures on your agency, let your DSPs talk about how tough it is for them to make ends meet.

Ask questions.

• Allow the legislator to ask you questions and tell you about his/her interests and priorities. What you learn about your legislator will help you understand how to appeal to his/her interests and how to communicate more effectively.
• Ask who their legislative assistants are (names) and their phone numbers.
• Be sure to get their contact information. Let them know that ARRM members will likely be coming to the capitol sometime during the upcoming session to visit them.

Offer your assistance.

• Tell them when/if bills or issues come before them regarding developmental disabilities, you will be happy to act as an information source for them on these issues.
• Give them your contact information.
• Give them marketing/informational materials that describe your work and its impact (i.e., newsletters, annual reports, brochures, board of directors list). Provide reports that contain useful information in legislative debates (but don't overload the legislator).
• Express your gratitude for past rate increases, and stress that services cannot be sustained without funding that at least keeps up with the cost of living.

Follow Up!

• Document and share what you learned. Fill out our online feedback form. Participants will be eligible for a drawing held on February 13th, 2008 for one free FULL admission to the 2008 ARRM Annual Conference.
• Send your legislator a personalized letter or card. Thank the legislator for their support, if support was indicated, or for the opportunity to present your view. Also, send any additional information that may have been requested about your issue or your organization. If you had been unable to answer a question during the visit, look up the answer and include it in your letter.
• Send a press release and accompanying photos to your community or small town newspaper. Click here to view a sample press release for you to customize.