Congressional Club Site Visit Tool Kit Table of Contents Introduction... 2 Ideas for Member of Congress Visits... 3 Ideas for Member of Congress Participation... 4 Arranging Visits with Your Member of Congress... 5 Checklist for Arranging a Member of Congress Visit... 6 Scheduling/Timeline Samples... 9 Draft Invitation Letter for Member of Congress... 10 Draft Invitation Letter for Staff... 11 Attachments BGCA Congressional Champions Flyer BGCA Congressional Record Example
Introduction Members of Congress and their staff spend a great deal of time in the districts/states they represent. District work periods, also known as recesses, offer a great opportunity for showcasing the work Clubs do for kids in your communities. Club site visits are the single best way to help elected officials and their staff understand the connections between D.C. policy issues and what s happening at home. Site visits don t have to be an arduous undertaking especially with Boys & Girls Clubs of America s Government Relations team standing ready to help. Follow these five steps to put together a successful event. Step One: Reach out to the Office of Government Relations. Call 202-507-6670 or email Senior Vice President Kevin McCartney at KMcCartney@bgca.org or Director of Policy and Advocacy Heather Dumont at Hdumont@bgca.org to let them know that you would like to conduct a Club site visit. They are eager to help in any way, from brainstorming ideas to drafting materials to helping you work with the Congressional offices. Step Two: Develop a plan. What would you like to show the member of Congress and/or staff person? Who should attend? What issues are important to your Club s ability to provide service to your community? Step Three: Issue the invitation. Who is the best person to make the call or send the email to set up the visit? Provide the details of your proposed visit in a short letter or invitation that you can email to their district office. Follow up with a phone call and get the planning process underway. Step Four: Conduct the visit. Once everything is arranged, conducting the visit is the easiest part. You ll need to remain somewhat flexible, however, in case of unforeseen scheduling conflicts. Step Five: Follow up. Let the Office of Government Relations know how the visit went and whether the elected official and/or staff person raised any questions that need a response. We can also assist with additional follow-up ideas to help build a lasting relationship with the office. All the materials you ll need for an effective visit are compiled in this tool kit. Your participation in this effort could make all the difference in our goal to increase support for Boys & Girls Clubs within Congress. Page 2
Ideas for Member of Congress Visits 1. Ask your member of Congress and/or staff to tour your Club. Let them know that you would like them to see the programs and services being provided to kids and their families by the Boys & Girls Club(s) in their district. Tell your Club s story and how it serves their constituents. Let them know the needs of your Club. 2. Introduce your member of Congress and their staff to your kids, staff and board members, and ensure your Club s representatives are prepared to deliver the Club s message. 3. Invite them to tour the facility when kids are in attendance. Assure that a variety of Club activities are being offered to demonstrate the scope and depth of Club programs. 4. Ask your member of Congress and their staff to join any already scheduled events. Explain the event and ask if the member can participate by making a few remarks, passing out awards, agreeing to be recognized, etc.. 5. Identify community partners you work with, such as schools, local food banks, etc., and consider including them in the member s visit to showcase how your partnership benefits your Club provides to the community. 6. Consider having board members attend to assist in the tour and ask them to talk about components of the Club programs, Club history, the work they do, etc. If there are people on your board who know or work with the member of Congress, definitely invite them. If there are influential people on your board who your member of Congress would want to know and/or work with, invite them as well. 7. If you have an engaged parent, ask them to assist with the tour and share how the Club has helped their child and family. 8. If you have a communicative member or junior staff member, allow them to assist in the tour and talk about how the Club has made a difference in their life. 9. If possible, finish the tour in an office or meeting room and provide a takeaway packet containing informational materials. Acquaint the member of Congress with the scope of Boys & Girls Club programs across the state/district (how many sites and organizations, how many kids served, how funds are expended, etc.). The Government Relations team can help compile this data. 10. Print a copy of the Congressional Champions flyer included in this document. Ask your member of Congress to join this group and participate in Washington, D.C. advocacy events. Page 3
Ideas for Member of Congress Participation 1. Invite them to present awards at a Club fundraiser or an annual awards event (i.e., Youth of the Year, annual meeting, installation of officers, etc.) 2. Invite them to attend a board meeting and recognize the member of Congress for all the work they have done to help kids and families. 3. Invite them to be a Master of Ceremonies at a Club event. 4. Invite them to visit the Club and talk with kids about government and public service. Invite them to speak to kids about their profession as part of the Club s career development program. 5. If you are kicking off a new program component, opening a new facility, etc., invite them to make welcoming remarks as part of the formal program. 6. Invite them to attend Club special events and say a few words of inspiration to the kids and/or to participate in the event (i.e., help pass out gifts at the annual Christmas party, help pass out school supplies at a back-to-school party, sports tournament kickoff event, etc.). Page 4
Arranging Visits with Your Member of Congress 1. Determine your best point of contact in your member s district office, likely the Congressperson s scheduler. Reach out via phone call or email to request a visit. 2. Be clear about how much time will be required and try to be as flexible as possible with dates and times. 3. If the member of Congress staff indicates they will have to check the member of Congress schedule and then get back to you, find out when they anticipate letting you know. If you do not hear from the staff as anticipated, follow up after a few business days. 4. Be professional and understanding about the member of Congress commitments and schedule demands, but do remember that you, your board members, your families, your kids and your supporters are all constituents. 5. Generally plan on taking no more than 30 minutes of the member of Congress time. Be succinct and think through the flow of the tour and the comments you wish to make. If the member of Congress stays longer than 30 minutes, that is a bonus, but plan on giving him/her the opportunity to leave in a timely manner. 6. Even if you have an appointment with your Senator or Representative, it is possible that you may end up meeting with their staff. Do not be offended. Take the time to meet with the aide, just as you would have the member of Congress. An aide can become your best advocate with the member of Congress. 7. If you are unable to schedule a time for your member of Congress to tour your facility or attend an event, consider setting up an appointment with your member of Congress in his or her local office. Page 5
Checklist for Arranging a Member of Congress Visit Step One: Notify BGCA Check in with the Office of Government Relations to let them know of your willingness to conduct a visit. Step Two: Planning the Visit Who will you invite to the visit? Consider these options: Member of Congress D.C. staff person District staff person Other local or state officials Who else will you have at the event? Members of Congress and their staff like to meet constituents, i.e., employees, beneficiaries and the like. Consider inviting the following Club stakeholders to the visit: Employees Board Members Trustees Parents Other beneficiaries Consider inviting the media (but only in coordination with the elected officials office). Put the plan in writing (see samples below). Schedule a meeting/phone call with internal personnel who will be involved with the visit to ensure the plan and any related advocacy messages are clear. Step Three: Extending the Invitation To identify specific members of Congress in the area(s) your Club serves and find the district office and phone number for your elected officials, email the Government Relations team or check http://www.house.gov/representatives/find/. For those with multiple offices, choose the one closest to where you plan to hold the Club visit. Page 6
For your convenience, we have included draft invitation letters on pages 11 and 12 of this document. For invitations to Members only: Call the office and ask for the district scheduler. Tell him/her you would like to send an invitation and ask the best way to send it (some offices prefer fax, others email or voicemail). For invitations for district staff: Call the district office and ask for the staff person who handles children s issues. Speak with them directly and follow up with an emailed invitation, if necessary. For invitations to D.C. staff (who often visit the Congressional district or state during the district work periods): Call the D.C. office and ask for the staff person who handles youth issues. Speak with them directly and follow up with an emailed invitation, if necessary. For invitations to local and state officials: Contact your State Alliance Government Relations Director to ask them about their procedure for scheduling visits. These will vary widely. Follow up on all invitations with additional phone calls/emails until the visit is scheduled. Step Four: Conducting the Visit Coordinate with internal staff before the visit. Prepare a one-page takeaway document that tells your Club s story and includes basic facts such as demographics, youth served, funding, programs and services, community partners, etc. (Use the Office of Government Relations as a resource for compiling these documents if needed.) Review the plan to ensure all timeframes are reasonable and have back-up plans in case of bad weather, transportation breakdowns or other snafus. Assign an internal staff person to take pictures and take notes outlining the issues the elected official or staff person expressed the most interest in, or asked the most questions about. Step Five: Follow Up and Share Your Impact Stories Send a thank you letter to the elected official s office and to any staff who participated. Page 7
Send pictures from the visit to the Office of Government Relations as well as to the member of Congress office. Follow up on any questions raised during the visit with additional information. Follow up on any potential media inquiries (after working with the elected official s office). Consider asking the elected official to submit a statement about the visit for the Congressional Record. (See attached Congressional Record example.) Maintain regular contact with the member of Congress and their staff. Use social media to share the visit. Brief the Office of Government Relations about how the visit went. Be sure to share your impact by submitting video, photos and a recap of the event to BGCA s Heather Dumont, Director of Policy and Advocacy, at HDumont@bgca.org. Page 8
Scheduling/Timeline Samples Sample Club Facility Tour 30-minute visit 10:00 10:05 a.m. Greet Congressperson/staff member at front office 10:05 10:20 a.m. Conduct Club tour (including learning center, gym, conference room, etc.) 10:20 10:30 a.m. Meet in conference room with employees and youth members for informal remarks. Ensure the visit concludes in a timely manner. Sample Club Participation Tour 30-minute visit 10:00 10:05 a.m. Greet Congressperson/staff member at front office 10:05 10:25 a.m. Have the Congressperson/staff member meet the Club s youth and observe them participate in daily programming. Select a popular program that reflects the Club and highlights the value of the Boys & Girls Club in the community (such as Power Hour, Triple Play, etc.) 10:25 10:30 a.m. Wrap up / final questions and comments Page 9
Draft Invitation Letter for Member of Congress [Date] The Honorable [Full Name of Representative Here] Address Washington, D.C. [ZIP code] Dear Representative/Senator [Last Name]: I write to invite you to visit [Name of Club], located in [City, State]. We hope that you might be available [the week of / specific date] to take a brief tour and meet with our employees, volunteers and Club youth. Our Club serves [information on number of Club members] children in the community. Our goal is to enable all young people to reach their full potential as productive, caring, responsible citizens. A Club visit provides you with an opportunity to see firsthand the great work that our Clubs do for our community s youth. You can expect to walk away from this visit newly inspired and hopeful about the opportunities available to America s kids through the tireless efforts of individuals committed to ensuring their great futures. We re confident you will find your visit to be rewarding. We are eager to show you the work we have done to provide a safe place for youth in our community to learn and grow, establish meaningful relationships with caring adult professionals, and participate in life-enhancing programs and character development experiences. In particular, we would like to [fill in details of visit here i.e., show you our gym, where we conduct XX fitness programs per week or have you join us for a board meeting ]. As you know, Congress is an important partner in our efforts to provide quality programs and services to the youth of our community. Thank you in advance for your consideration. To set up a visit, or if you have any questions, please contact [contact information]. Sincerely, Page 10
Draft Invitation Letter for Staff [Date] Name Title Address Washington, D.C. [ZIP code] Dear [Name]: I write today to invite you to visit [Name of Club], located in [City, State]. We hope that you might be available [the week of / specific date] to take a brief tour and meet with our employees, volunteers and Club youth. Our Club serves [information on number of Club members] kids in the community. Our goal is to enable all young people to reach their full potential as productive, caring, responsible citizens. A Club visit provides you with an opportunity to see firsthand the great work that our Clubs do for our community s youth. You can expect to walk away from this visit newly inspired and hopeful about the opportunities available to America s kids through the tireless efforts of individuals committed to ensuring their great futures. We re confident you will find your visit to be rewarding. As you know, Congress is an important partner in our efforts to provide quality programs and services to the youth of our community. We are eager to show you the work we have done to provide a safe place for children in our area to learn and grow, establish meaningful relationships with caring adult professionals, and participate in lifeenhancing programs and character development experiences. In particular, we would like to [fill in details of visit here i.e., show you our gym, where we conduct XX fitness programs per week or have you join us for a board meeting ]. Thank you in advance for your consideration. To arrange a visit, or if you have any questions, please contact [contact information]. Sincerely, Page 11
BOYS & GIRLS CLUBS OF AMERICA CONGRESSIONAL CHAMPIONS Committed To Great Futures Each year, more than 4,000 local Clubs across country and on military installations worldwide open their doors to nearly 4 million youth in need of guidance, offering a safe place to grow and build a Great Future. Boys & Girls Clubs of America Congressional Champions are members of Congress who support and understand the critical impact Boys & Girls Clubs have on their community and on the nation. Congressional Champions Are Committed To: 1 Engaging with their local Club(s) 2 Participating in at least one annual Boys & Girls Clubs of America (BGCA) Congressional event National Youth of the Year Congressional Breakfast. Congressional Baseball Game. Great Thinks, periodic policy expert roundtables. 3 Encouraging strong Congressional staff engagement and participation around Boys & Girls Clubs of America education and advocacy efforts on Capitol Hill By joining Congressional Champions group, members of Congress showcase their support of Boys & Girls Clubs of America s commitment to giving our nation s youth a voice on Capitol Hill through leading the way to a country dedicated to assuring that every young person has a safe, guided place to go after school and is on track to graduate from high school, college or career-ready, demonstrating good character and citizenship, and living a healthy lifestyle, free of risky behavior. To add your name to the Boys & Girls Clubs of America Congressional Champions roster or for more information, please contact Heather Dumont, Director of Advocacy and Policy, at HDumont@bgca.org. 2014 Boys & Girls Clubs of America 2487-14
Celebrating Boys & Girls Clubs of America Hon. Steny H. Hoyer OF MARYLAND IN THE HOUSE OF REPRESENTATIVES Tuesday, March 25, 2014 Mr. Speaker, I rise to pay tribute to the important role that the Boys & Girls Clubs of America play in communities across the country. This week, in celebration of National Boys & Girls Club Week and to highlight their successes in the areas of academic achievement, good character, citizenship, and healthy lifestyles, representatives from Boys & Girls Clubs will be here in Washington for their first annual Boys & Girls Clubs Day of Advocacy. Mr. Speaker, I was a member of the local Boys Club in my youth, as were many others who have served government and as leaders in our economy, the law, the arts, the sciences, education, and the military. Like mine, their Boys & Girls Clubs experiences instilled lessons about citizenship, character, and both personal and social responsibility that continue to guide them today in their careers and in their service to our country. Those who participate in the Clubs today are given the opportunity to learn about their country, community, and the world, to develop positive behaviors that nurture a healthy life and outlook, and to challenge themselves as future leaders. Every year, I am proud to join the Boys & Girls Clubs for their annual gathering, where I have the opportunity to meet those who are name Youth of the Year finalists and hear abo their service projects and their aspirations for the future. I look forward to joining them again this year to reflect on my own experiences as a Boys & Girls Club alumnus and to meet the next generation of leaders for our country. Frederick Douglass, from my State of Maryland, once said: It is easier to build strong children than to repair broken men. This continues to be the guiding principle behind the Boys & Girls Clubs of America. It is more than an organization; it is a movement to inspire young people to recognize the potential in themselves and the contributions they can make as members of their communities, as citizens of our country, and as citizens of the world. I join once again in saluting the Boys & Girls Clubs of America for the extraordinary work they do across our country every day. I hope my colleagues will join me in thanking the organization and in sending a strong message of support for our Nation s youth. Office of Government Relations 1707 L Street NW, Suite 670 Washington, DC 20036 Tel 202.507.6670 Fax 202.507.6677