Prior to the Event
- Determine a date and specific activities you will include in your elected official’s visit. Because State officials tend to be in their local offices on fridays, we suggest targeting a Friday in March ( March 4, 11, 18, and 25). If you’re inviting local school board members or city officials, you will have more flexibility. (See Creating a Great Event page)
- Mail an invitation to your elected officials to request a visit. (See “Sending an Invitation Letter” on Organizing a Visi with Your Elected Officials section)
- Follow up with a phone call one week following the mailing of the invitation (See “Contacting Your Elected Officials” on How to Contact Your Elected Officials page)
- If you have not received a response from your elected official within two weeks of sending the invitation, make another call to his/her office. Be prepared to explain the importance and purpose of his/her visit to your school. (See “Arts Learning in Action Fact Sheet” and “Status of Arts Education” at bottom of How to Contact Your Elected Officials page)
- Confirm the date that your elected official will visit
- Follow up with your elected official one week in advance of their visit
If you have a little more time:
- Send flyers to parents and the community at least one week before the event. (See “Involving Your Community” on Promoting Your Event page)
- Send press release to the media 10 days before your event (See “Inviting the Media” on Promoting Your Event page)
During the Visit
- Delegate at least one member of your organizing committee to greet the elected official upon his/her arrival at your school and act as host and escort throughout the visit
- Have materials ready to give the elected official. (See "Support Materials" on How to Contact Your Elected Officials page)
After the Visit
- Send your elected official a thank you letter. (See “Sample Thank You Letter” under Sample Documents)
- Please share your feedback with us. Email questions, suggestions and highlights from your event to the California Alliance: [email protected].