Organizing an Elected Official Visit

Prior to the Event

1. Determine a date and specific activities you will include in your elected official’s visit. Target dates are Fridays in March 2009: March 6, 13, 20, and 27, because State officials tend to be in their local offices on Fridays. (See Suggested Activities)
2. Mail an invitation to your elected officials to request a visit. (See “Sending an Invitation Letter” in Communicating with Your Elected Officials section)
3. Follow up with a phone call one week following the mailing of the invitation (See “Contacting Your Elected Officials” in Communicating with Your Elected Officials section)
4. 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” in Support Materials section)
5. Confirm the date that your elected official will visit
6. Follow up with your elected official one week in advance of their visit

1. Send flyers to parents and the community at least one week before the event. (See “Involving Your Community” in Promoting Your Arts Learning in Action Event section)
2. Send press release to the media 10 days before your event (See “Inviting the Media” in Promoting Your Arts Learning in Action Event section)

1. 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
2. Make sure that you carefully consider the materials to give the elected official. (See Suggested Materials in Communicating with Your Elected Officials section)

1. Send your elected official a thank you letter. (See “Sample Thank You Letter” under Sample Documents)
2. Send California Alliance your feedback using the Feedback Form
3. Subscribe to ArtsEdMail, Alliance’s bi-weekly e-newsletter, and look for regularly posted legislative and budget updates and action alerts relating to arts education issues