Download pdf - 10 Tips for a Successful 'Show Congress' Event

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10TipsforaSuccessful‘ShowCongress’Event

Overview–Thebasicconceptofa‘ShowCongress’eventistoconnectamemberofCongresswithbicyclingbyarrangingtheirparticipationinatrailopening,ribbon‐cuttingceremony,orcommunitybikeeventinawaythatisvisual,public,andfun.

ThebottomlineisthatyouwanttomakeyourSenatororRepresentativelookgoodbackintheirhomedistrictorstatewithaneventthatispositive,photogenic,andconnectedwithbicyclinginsomeway.Participatinginaneventlikethisalsomeansyoumeetstaffers,bothDC‐basedandthosewhoworkinadistrictoffice.Theseconnectionsalwaysprovetobebeneficial.

Herearesomethingstoconsiderforputtingonanevent:

1. Sitelocation–Youhavetogowhereatrail(couldbeabikelane,mountainbiketrail,orBMXfacility)exists,isnewlyopening,orisbeingdedicated.EvenbetterisifthesitelocationisinthesametownwhereyourRepresentativeorSenatorhasadistrictoffice.Thiswillincreasethelikelihoodoftheeventcomingtogetherbecauseitwillmeanarelativelyshortdistancetotravel.HavingagreateventconceptmaynotbeenoughtoattractyourSenatororRepresentativeifitrequiresalongdrive(morethan20minutes)toaremotepartofthedistrictandbackagain.

2. Timing–KeepinmindthatyourSenatororRepresentativewillbeprettybusyandmayhavealimitedamountoftimetospendatyourevent.Ifyoucanlinkyoureventtosomethingelsethey’redoinglaterthesamedayinanearbylocation,thiswillhelp.Twentyminutesorsoisoftenaboutthelimitasthestaffwilllikelyhaveafulldayofstopsormeetingsscheduled.

3. Workingwithstaff‐YoumightbeginthisprocessbyworkingwithastafferbasedinaD.C.office,butyou’lllikelyendupworkingwithadistrictorstatelevelstaffperson.StaffchangesarecommonattheD.C.officelevel,butdistrictstafferstendtostayonthejoblonger,whichisgoodforbuildinglong‐termpartnerships.

4. Proposingtheevent–Youneedtopackagetheeventsothestaffpersoncanreadilyunderstanditandseetheclearbenefit.Italsoneedstobeacompletepackage–ifitincludesabikeride,youneedtobringthebikeandahelmet.Youmayalsoneedtoprovideabikeandhelmetforastaffperson.Keepinmind,too,thatmanySenatorsorRepresentativesmightnotbecomfortableonabike,sobesuretocheckwiththestaffpriortoarrangingaride.


5. Beingflexiblewithdatesandlocations–It’sagoodideatopresentseveraloptionsthestaffcanworkwithdependingontheRepresentativeorSenator’sschedulebackinthedistrict.Remember,too,thatallyourplanningmightgetderailedbylast‐minuteschedulechanges.Aweekendeventthat’sagoinmid‐weekmightbeinterruptedduetoavotebackinD.C.It’sgoodtobereadywithPlanB.

6. PackingtheEvent–GettingaRepresentativeorSenatortoattendisonlypartoftheequation.Youneedtoensurethatlotsofpeopleattendyourevent,evenifitmeansstagingthemtoappearatacertaintime.MembersofCongressloveconstituents(andkids)soyouneedtomakesurethatlotsofthemwillbeonhandtotalk,saythanks,poseforpictures,etc.Usingabikeclubororganizedrideisagoodbackdroptoensurethatyou’llhavenumbers.

7. Scope–Rememberthisisa“feelgood”event.ThisisnotthetimetopressaRepresentativeorSenatoraboutaparticularissue.Buildarelationshipnowthatwillsetthetablefortheheavyliftinglater.Keepingitpositivewillhelpbuildtrustbetweenyouandthestaff.

8. Press/media–Withoutpressormediacoverage,there’sprobablynotacompellingreasonforyourRepresentativeorSenatortoattend.Youneedtomakesurelocalnewspapers,localTV,journalists,etc.,willbeonhandforinterviews,follow‐upquestions,photos,blogs,etc.GettingaRepresentativeorSenatorbackinthedistrictforabicycleeventortraileventisnewsworthyandusuallyagreatphoto‐op.Insomecases,thecongressionalstaffwillhelpwithpressreleases,coordinatingwiththemedia,etc.Clarifymediaroleswellinadvanceoftheevent.

9. Thebusinessangle–IntegratingabusinessangleisagoodideaandmayprovideextraappealtoRepublicanmembersofCongress.Bicycleretailersaresuccessfulsmallbusinesspeoplewhohireworkers,paytaxes,andoftenplayaprominentroleinthecommunity.Insomecases,retailerscandocumenthowbusinesshasincreasedorledtoadditionalshoplocationsduetoanewbiketrail,bikelane,ormountainbiketrail.Forhelpfindingaretailer,contactCaronWhitakeratAmericaBikes([email protected]).

10. Posteventfollow‐up–Afteryourevent,besuretofollowupwithathankyounotes,calls,oremailstocongressionalordistrictstaff,aswellastotheSenatororRepresentative.It’salsoagoodideatothankanypressormediawhoparticipatedaswell.


EffectiveMessagingforYour“ShowCongress”Event

Effectivemessagingbefore,during,andafteryour“ShowCongress”eventcanhelpyouoryourorganizationcreatealastingandimpactfulrelationshipwithyourSenatororRepresentativeandtheirstaff.Usethisguidetostayon‐messagewithyourSenatororRepresentativeandtheirstaff.

FrametheEventinYourOutreachWhenyouinviteyourSenatororRepresentative,itisbesttofocusonyourevent’simportancetothecommunity.Yourelectedofficials’staffshouldgettheimpressionthatyoureventwillbeafeel‐goodopportunitytomeetconstituentsandreceivepositivepress.Keepthesepointsinmindwhenreachingouttoyourelectedofficialandtheirstaff.

• Thiseventisanimportantcelebrationinyourcommunity.Staffmemberswhoreceiveyourinvitationshouldhaveaclearpictureofwhythisbike‐centriceventisimportanttoconstituents.Youcouldemphasizeannualtradition,celebratinghealthylifestyles,orlocalexcitementaroundanewbikefacility.

• Happyconstituentswillbeinattendance.Staffshouldknowthatthiswillbeanopportunitytoconnectwithvotersintheirboss’stateordistrict.Willyoureventinvolvelocalfamilies,businessowners,localofficials,orbikecommuters?

• YourSenatororRepresentative’srolewillbemeaningfulandnotpoliticallycharged.Suggestseveralnon‐controversialrolesforyourelectedofficial,likecuttingaribbonorgivingaspeech.Yourelectedofficials’staffwillhaveaclearerunderstandingoftheeventiftheyknowhowyouhopetoengagetheirboss.

• Theeventwillcelebratebikingand/orwalkinginyourstateordistrict.Thegoalofthe“ShowCongress”eventistoconnectyourofficialwithbikingandwalkingintheirconstituency.IfyourSenatororRepresentativewillspeakattheevent,thespeechwritershouldknowtopreparetalkingpointsaboutthebenefitsofbiking.

• Mediawillbepresenttocovertheevent.Stafflookforgoodpressopportunitiesfortheirbosses,sobesuretospreadthewordtolocalmediaandtellstaffthatreporterswillbepresent.Youcanalsoasktoworkwiththeelectedofficial’spresssecretarytoarrangemorecoverage.

• Avoidanythingpoliticallycharged.There’snoneedtoconnectthiseventwithpoliticallycontroversialsubjects.

KeepitPositiveDuringtheEventYourSenatororRepresentative’sparticipationintheactualeventshouldconnectyourofficialwithbikinginyourstateordistrictinanon‐politicalway.Whenpeopleseephotosandcoverageoftheeventafterwards,theyshouldseeyourelectedofficialcelebratingbikingintheirconstituency.Duringthepublicevent,makesureto:

• Makeyourelectedofficiallookgood.Youwantyourofficialandtheirstafftohaveagoodimpressionofyouandofbikingintheirdistrict.

• FocusonconnectingyourCongresspersonwithbiking.CreateopportunitiesfortheSenatororRepresentativetomeetlocalconstituentswhobike,tocelebrateafacility,ortoenjoythebikingscene.


• Keeparecordofyourofficial’sremarks.Havingarecordofyourofficial’spro‐bikingquoteswillhelpbuildtheirsupportforbikingandwalkinglegislation.

• Takepicturesofyourelectedofficialparticipatingintheevent.PhotosofaCongresspersonwithkidsinhelmetsarenotonlyadorable—they’regreatpressforyourofficialandtheyvisuallyconnectyourelectedofficialwithbiking.SnaplotsofpicturesofyourSenatororRepresentativespeaking,cuttingribbons,ridingabike,orposingwithconstituentsonbikes.

• Steerawayfrompoliticallycontroversialsubjects.Yourelectedofficialandtheirstaffarepresentfora“feelgood”event.Thisisnotthetimetopressyourofficialaboutaparticularissue.Keepingitpositivewillhelpbuildtrustbetweenyouandthestaff.

HaveaPrivateConversationaboutLegislationTheendofasuccessfulpubliceventcanbeagreattimetoengageyourCongresspersonaboutbikingandwalkinglegislation.Usethesetipsandtalkingpointstoensureasuccessfulconversation:

• Holdabrief,privateconversation.Thisconversationshouldtakeplaceawayfrommediacrewsandcrowds,whereyourelectedofficialcanfeelmorecomfortablespeakingcandidly.

• Makethecaseforbicyclingandwalking.Seethe“BenefitsofBikingandWalking”sheetinthistoolkitforsuggestionsondata.Uselocalsuccessstoriesifyouhavethem.

• Makethe“asks.”Askyourelectedofficialtomaintaindedicatedfundingforbikingandwalking,suchasTransportationEnhancements,SafeRoutestoSchool,andRecreationalTrails.Askthemtoensurethatlocalgovernmentshaveavoiceintransportation.

• Recordyourofficial’sspecificposition.ClearlyaskyourRepresentativeorSenatorwhethertheywillsupportdedicatedbikingandwalkingfundingandlocalgovernmentvoicesintransportation.Keeptrackoftheiranswer.

• Takeadvantageofdataaboutyourstateanddistrict.Atamericabikes.org/resources,wekeeptrackofhowfederalbikingandwalkingprogramsbenefitstatesandcongressionaldistrictacrossthecountry.Handingyourelectedofficialasummarysheetofhowbikingandwalkingfundsbenefityourcommunitycanmakealastingimpression.

FollowUpwithaThankYouAftertheevent,besuretothankyourelectedofficialandthestaffwithwhomyoucoordinated.Tipsforthanking:

• ThankbothstaffandtheSenatororRepresentative.Besuretobothmaintainyourworkingrelationshipwithyourofficial’sstaffandwiththeofficial.

• Reiteratetheevent’ssuccess.Discusswhytheeventwasimportant,whatwasaccomplished,andhowtheofficial’spresencemadeadifference.

• Sendpressclipsandphotos.Pressclippingsorlinkstopositivecoverageoftheeventwilldemonstratethattheeventwasworthyourelectedofficial’stime.

BENEFITSOFBIKINGANDWALKING

Bicyclingandwalkingarecriticalcomponentsofournationaltransportationsystem.

• In2009,12%ofalltripsintheUnitedStatesweremadebybicyclingorwalking–up25%from2001.1

• Bicyclecommutingincreasedbymorethan40%nationwidebetween2000and2008.2

Bicycleindustryandtourismcreatejobsandcontributestothenationaleconomy.

• TheU.S.bicycleindustrysupportsanestimated1.1millionjobsandgeneratesnearly$18billioninfederal,stateandlocaltaxes.7

• Between16millionand20millionbicyclesaresoldintheUnitedStateseveryyear–morethanallofthecarsandlighttruckssoldintheU.S.combined.8

• InWisconsin,bicyclinggeneratesnearly$1.5billionayearintotaleconomicimpact,manytimesgreaterthanthe$9millioninfederalfundingspentannuallyonbicycleandpedestrianprojectsinthestate.9

• Buildingbikeinfrastructurecreatesmorejobsperdollarthanbuildingroadinfrastructure.Bikeinfrastructurecreatesover11jobspermilliondollarsinvested,whileroadconstructioncreateslessthan8jobspermilliondollars.10

Bicyclingandwalkinginfrastructurearegoodforlocaleconomies.

• InsouthwestVirginia,visitorsalongtheVirginiaCreeperTrailspend$1.59millionannuallyprovidinganestimated27newfulltimejobs.11

• InIndianapolis,IN,astudyofhomevaluesneartheMononTrailconcludedthathomesclosertothetrailsellforanaverageof11percentmore.12

• InSanFrancisco,CA,two‐thirdsofmerchantsalongValenciaStreetsaidnewbicyclelaneshadapositiveoverallimpactontheirbusiness;two‐thirdsalsosupportedbuildingmoretrafficcalmingmeasuresonthestreet.13

• OnNorthCarolina’sOuterBanks,bicycletourismgenerates$60millionannuallyineconomicactivity,anannualreturnninetimesthecostoftheregion’s$6.7millioninvestmentinbicycleinfrastructure.14

AmericaBikes 1612KStreetNWSuite802,Washington,DC20006 (202)223‐3726 www.americabikes.org

CommunitiesacrossAmericahaveseenbicyclingandwalkingprojectsimprovetheirtransportationsystems.

• InMinneapolis,MN,theMidtownGreenwayisusedbyanaverageof3,500bicyclistsaday.Thisismoretrafficthan77%ofMinneapoliscityroads.3

• InPortland,OR,7,100dailytripsor21%ofalltransportationtripsontheHawthorneBridgeacrosstheWillametteRiveraremadebybike.Ifthose7,100tripsweremadebycar,Portlandwouldhavetobuildanewbridge.4

• InWashington,DC,theCapitalCrescentTrailisusedbyalmost400bicyclistsduringthe7‐9a.m.weekdayperiod.ThisrelievesrushhourtrafficinoneofthemostcongestedmetropolitanregionsintheUnitedStates.5

• InLickingCounty,OH,thenearly30milesofpavedpathsintheareahasseensignificantuse,withonepathseeingapeakeveningrushhourof80users.Thisdemonstratesbicyclecommutingcanworkinaruralarea.6

Thereisahighdemandformorebicyclingandpedestrianinfrastructure

• SevenintenAmericanssaythattheywouldliketobikemorethantheydonow;butlessthanhalfofthosesurveyedweresatisfiedbyhowtheircommunitiesweredesignedforbicycling.22

• TheTransportationEnhancements(TE)program,whichfundsthemajorityofbicycleandpedestrianprojects,isoversubscribedinamajorityofstates.ThemostrecentcallforTEproposalsinOklahomayieldedrequestsforroughly3timestheavailablefunds.23

• Inthelast6years,over300communitieshaveappliedforbicycle‐friendlycommunitystatustoimprovetheirtransportation,livabilityandtourism.24

Increasingbicyclingandwalkinghelpsmeetournationalgoalsfor:

LoweringObesity

• Anadultwhobicyclesregularlytypicallyhasaleveloffitnessequivalenttosomeone10yearsyoungerandalifeexpectancytwoyearslongerthanthenationalaverage.15

• Childrenwhowalktoschoolhavehigherlevelsofphysicalactivitythroughoutthedayandhigherlevelsofcardiovascularfitness.16

• Accesstopathscanleadtogreaterphysicalactivity.AfterabicycleandpedestrianpathwasbuiltonthenewRavenelBridgeinCharleston,SouthCarolina–oneofthemostobesestatesinthenation–two‐thirdsofallusersreportedasignificantincreaseintheirphysicalactivity.17

EasingCongestion

• Asmallreductionindrivingcausesalargedropintraffic.In2008,thenumberofU.S.vehiclemilestravelleddropped3%,translatingtoanear30%reductioninpeakhourcongestion.18

• Communitiesthatinvestinbicyclingandwalkingseeanincreaseinthepercentageoftripstakenbybicycle.19

HaltingClimateChangeandReducingOurDependenceonOil

• Increasingthemodeshareofalltripsmadebybicyclingandwalkingafewpercentagepointscouldleadtofuelsavingsofaround3.8billiongallonsayearandreducegreenhousegasemissionsby33milliontonsperyear.Thisisequivalenttoreplacing19millionconventionalcarswithhighlyefficienthybrids.20

• 89percentofAmericansbelievethattransportationinvestmentsshouldsupportthegoalsofreducingenergyuse.21

AmericaBikes 1612KStreetNWSuite802,Washington,DC20006 (202)223‐3726 www.americabikes.org

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1NationalHouseholdTravelSurvey2009,FHWAOfficeofPolicy.22008AmericanCommunitySurvey,USCensusBureau.3MidtownGreenwayCoalition,www.midtowngreenway.org.4PortlandBicycleCountReport2009,PortlandBureauofTransportation.5CoalitionfortheCapitalCrescentTrail,www.cctrail.org.6LCATSLongRangeMulti‐ModalTransportationPlan,LickingCountyAreaTransportationStudy,2008.7OutdoorIndustryFoundation,“TheActiveOutdoorRecreationEconomy,”2006.8NationalBicycleDealersAssociation,2008;U.S.BureauofTransportationStatistics,May2008.9MaggieGrabow,etal.,“ValuingBicycling’sEconomicandHealthImpactsinWisconsin,”2010.10HeidiGarrett‐Peltier,“PedestrianandBicycleInfrastructure:ANationalStudyofEmploymentImpacts,”PoliticalEconomyResearchInstitute,June2011.11Rails‐to‐TrailsConservancy,“FromTrailTownstoTrOD:TrailandEconomicDevelopment,”August2007.12Lindseyetal.,“PropertyValues,RecreationValues,andUrbanGreenways,”JournalofParksandRecreationAdministration,V22(3)pp.69‐90.13EmilyDrennen,“EconomicEffectsofTrafficCalmingonUrbanSmallBusinesses,”DepartmentofPublicAdministration,SFStateUniversity,Dec2003.14Lawrie,etal.,“PathwaystoProsperity:TheEconomicImpactofInvestinginBicyclingFacilities,”N.C.DepartmentofTransportationDivisionofBicycle

andPedestrianTransportation,TechnicalReport,July2004.15R.Paffenbarger,etal.,"SafetyinnumbersinEngland,"CTC,200716SafeRoutestoSchoolNationalPartnership,“QuickFacts,”http://www.saferoutespartnership.org/mediacenter/333081#117DeborahMcCarthy,“Wonder’sWayBikePedestrianPathwayontheArthurRavenel,Jr.Bridge:ASuccessfulModelforFacilitating

ActiveLivinginLowcountrySouthCarolina,”Berkeley‐Charleston‐DorchesterCouncilofGovernments,2009.18INRIXNationalTrafficScorecard,[http://scorecard.inrix.com/scorecard/summary.asp],(Lastaccessed6/2/09)19DarrenFlusche,“AmericanCommunitySurvey:BicycleCommutingTrends,2000to2008,”TheLeagueofAmericanBicyclists,2009.20ThomasGotschiandKevinMills.“ActiveTransportationforAmerica,”RailstoTrailsConservancy,2008.21NationalAssociationofRealtorsandTransportationforAmerica,“2009GrowthandTransportationSurvey,”200922D.RoyalandD.Miller‐Steiger,NationalSurveyofBicyclistandPedestrianAttitudesandBehavior,NHTSA,2008.23.NationalTransportationEnhancementClearinghouse,www.enhancements.org.24TheLeagueofAmericanBicyclists,www.bikeleague.org

AdaptedfrommaterialsprovidedbytheSafeRoutestoSchoolNationalPartnership


InvitingyourMemberofCongress:SampleInvitation

YoucanusethissamplelettertocreateameetingrequestorinvitationforyourMemberofCongress.Fillinanybracketedareaswithinformationspecifictoyourproject.Trytokeepthelettertoonepage,andputitonletterheadifpossible.Asnoted,trytogetaprominentcommunitymember(mayor,principal,localbusinessleader,orlocalnonprofitleader)tosigntheletter.PleasefaxoremailyourletterdirectlytotheschedulerfortheMemberofCongress.Eachofficegenerallyhasapreferenceforhowrequestsshouldbesubmitted,soitisimportanttocallfirstandaskhowtheywouldliketoreceivetheinvite.

[Date]TheHonorable[Member’sFirstandLastName][U.S.HouseofRepresentativesORU.S.Senate]ATTN:[SchedulerName,obtainedbycallingtheCongressionaloffice][Mailingaddress(obtainedthroughtheCongressMergewebsite)][FaxNumberorEmailaddress(dependingonhowyouaresendingtherequest)]Dear[RepresentativeorSenator][Member’sLastName]:Iwritetoyouonbehalfof[yourorganization,orifapplicable:acoalitionoforganizationsandindividualsinyourdistrictthatareworkingtomakeitsafertowalkandbicycle].Wewouldliketoinviteyoutoacelebrationof[yourproject],a[shortprojectdescription].Wewouldappreciatetheopportunitytoshowyoumoreaboutthisexcitingproject.Wewillbeholdinganeventon[proposeddateandtime]at[location].Theeventwill[briefdescriptionoftypeofevent].Theeventwilllastapproximately[lengthoftime]andwewouldbehonoredifyouwouldagreeto[speak/observe/participate–whateverroleyouwantthelegislatortoplay].Asthisisacommunityevent,youwillhavetheopportunitytointeractwithanumberofcommunityleaders,including[listnamesandorganizationsofsomekeyparticipantsandattendees].Assumingyouareabletojoinus,wewouldalsobepleasedtoworkwithyourpresssecretarytoinvitelocalmediatocovertheevent.Igreatlyappreciateyourconsiderationofthisrequest.Youoryourstaffcanreachmeat[insertphonenumberandemailaddress]tofollowup.Sincerely,[YourName][YourOrganization]cc:[listindividualsandorganizationswhoarementionedintheletterasattending/participatinginyoureventormeeting.Makesuretosendtheseindividualsacopyoftheletterviaemail.]



InvitingyourMemberofCongress:SampleScriptforFollowingUpwithScheduler

Approximatelyaweekafteryouhavesubmittedyourschedulingrequestbyfaxoremail,youshouldcalltheschedulertofollowupifyouhavenotheardanythingbackyet.Yourgoalistogetayesornoansweronyourschedulingrequest.Itmaytakeafewcallstoreachthescheduler,sobepersistent.Thescriptbelowwillhelpyouworkwiththescheduler.

1. CalltheCongressionaloffice–eithertheWashington,DCofficeorthedistrictofficewheretheschedulerislocated—andspeakwithwhoeveranswersthephone:

Hello,thisis[yournameandorganization]calling.I’dliketospeakwith[schedulername]tofollowuponaschedulingrequestIsubmittedlastweek,please.

2. Iftheschedulerisnotavailable,leaveamessage:

Hello,thisis[yournameandorganization]calling.Isubmittedaschedulingrequestlastweekrelatedto[yourproject]andwascallingtofollowuptoseeifRepresentative/Senator[lastname]isavailable.Ifyoucouldgivemeacallbackat[phonenumber]soon,I’dgreatlyappreciateit.

3. Onceyouareabletospeakwiththescheduler:

Hello,thisis[yournameandorganization]calling.Isubmittedaschedulingrequestlastweek[foraneventon[date]]andamcallingtofollowup.IwaswonderingifyouhadanyinformationonwhetherRepresentative/Senator[lastname]wouldbeabletoattend.

a. Iftheschedulersaystheyhaven’tmadeadecisionontheschedulingrequestyet:

Iunderstandthatyouareprobablytryingtobalancealotofrequests,butwecertainlyhopethiswillbeonethatRepresentative/Senator[lastname]willbeabletoaccommodate.Theeventwillalsoincludepeoplesuchas[nameofprominentindividuals,suchasthemayor,localbusinessornonprofitleader].Whenwouldbeagoodtimeformetocallbacktogetanansweronthisschedulingrequest?

b. IftheschedulersaystheMemberofCongresswon’tbeabletomeet/attendtheevent:

We’reverysorrytohearthatRepresentative/Senator[lastname]isn’tavailable.• Isthereanalternatetimeordatethatwemightbeabletomakework?• OR,ifyoucan’trescheduleyourevent:Istheresomeoneonthe

Representative/Senator’sstaffthatmightbeabletofillin?

c. Iftheschedulersaysyestothemeetingrequest/event:

Thatiswonderfulnews.WesoappreciateRepresentative/Senator[lastname]’swillingnesstoattend.And,thankyousomuchforyourhelpinarrangingthis.

• I’dliketoconfirmthekeydetails(dateandtime,lengthofevent,legislator’srole)• Howfarinadvanceoftheevent/meetingshouldwecheckinagainwithyoujustto

makesurewe’restillontheschedule?And,isityouweshouldbeworkingwithonanyfinallogisticaldetails?

• I’dalsoliketomakesureyouhaveallmycontactinformation,includingmycellphone,incaseanythingcomesupatthelastminute.[provideyourcellphone]

• Weareconsideringinvitingthemediatoourevent.Isthereapresssecretaryonyourstaffthatweshouldbecoordinatingwith?


TipsonCollectingMediaCoverage

Carefulplanningtoattractmembersofthepresstoyoureventcanmakeabigdifferenceindrawingattentiontoyourefforts.Thereareseveralsimplestepsyoucantaketosuccessfullydocumentthedayforyourself,too,eveniftherearenoreporterspresent.Aftertheevent,trackingmediacoverageandreportingbackabouttheeventwillhelpbikingandwalkingadvocacyonbothalocalandnationallevel.

GettingMediaCoverageConsiderthesestepstoattractreporterstoyoureventanddrumupnewsstoriesaboutyourevent.

• Chooseatimeforyoureventthatisconvenientforreporters.Generally,morningeventsthattakeplaceearlierintheweekgetbettercoverage.

• Buildapresslistoflocalmediaoutletsandpeoplewhocoverbikingandwalking.Listpressoutletsinyourdistrictorstate—dailynewspapers,radiostations,TVstations,communitynewspapers,andblogsareallfairgame.Compilealistofrelevantreportersandkeeptheiremailaddresses,phonenumbers,andfaxnumbersonhand.

• Writeamediaadvisory,andsendittwodaysbeforetheevent.Amediaadvisorytellseditorsandreportersthe“who,what,when,where,andwhy”oftheevent.Keepittoonepage,andincludelogisticaldetailslikedirections,timing,and(car)parkinginstructions.Faxandemailthemediaadvisorytwodaysbeforetheevent,andcalltheeditororreportertoconfirmthatthey’vereceivedtheadvisory.Resendingtheadvisoryonthemorningofyoureventhelps,too.

• Writeapressreleasefordistributionattheevent.Apressreleasegivesabriefaccountoftheeventandcontainskeyinformationaboutthespeakersandtheorganizers.Pressreleasesaregenerallywritteninthepasttenseandquoteimportantstakeholders.

• Assignamediaspokesperson.Preparethispersonwithtalkingpointsabouttheevent.• Haveamediacheck‐inareaandassignsomeonetosteermediatokeyleaders.Thiswillhelpyou

identifywhoisareporterandmakesuretheygettheresourcestheyneed.• Workwithyourelectedofficial’spresssecretary.MembersofCongresshavestaffwhomaintain

presslistsfortheseexactpurposes.Workingwithyourofficial’spressliaisonwillhelpyougetmorecoverage.

WhattoDocumentattheEventRegardlessofwhethermediawillbeinattendance,besuretotakethesesimplestepstodocumentyourevent.Havingphotos,quotes,andstoriesaboutyourelectedofficialatalocalbikingeventwillhelpyoutrackyourrelationshipwithyourelectedofficialandwillhelpAmericaBikesengageyourelectedofficialonkeybikingandwalkinglegislation.

• TakeplentyofphotosofyourSenatororRepresentativewithattendees.Photoswithconstituentsonbikes(especiallykids)areespeciallygoodphotostohaveonhand.Appointingastaffpersonorvolunteertotakephotoswillbehelpful.Sendyourbestphotostomlhall@americabikes.org.

• Keeparecordofyourelectedofficial’sremarks.Quotesaboutthebenefitsofbikingandwalkinginyourstateordistrictaregreattohaveonhand.


• Ifpossible,recordvideooftheevent.Recordingtheeventisagreatwaytoshowoffyoureffortsandrememberwhathappened.

TrackCoverageandReportBacktoAmericaBikesSaveyourrecordofkeyphotosandquotes,trackcoverageofyourevent,andletusknowwhathappened.ReportingbacktoAmericaBikeswillenableustorefertoyoureventduringfuturecampaignsforbikingandwalkingfunding.

• Trackcoverageofyourevent.Followingthenewsoutletsthatwererepresentedatyoureventwillhelp.YoumightalsowanttosetupaGoogleAlertwithkeywordsfromyoureventtocatchblogpostsandonlinearticles.

• Keeparecordofcoverageasyourdiscoverit.Compilelinks,titles,outletnames,reporters,andarticletextastheyemerge.

• Filloutthepost‐eventsurveyathttp://bit.ly/ShowCongressAmericaBikes.ThisisabriefGoogleformtohelpuskeeptrackofeventsaroundthecountry.

• Sendphotosandvideostomlhall@americabikes.org.Havingarecordofphotosoftheeventwillhelpusinfutureinteractionswithyourelectedofficial.

Thankyou!Ifyouhavequestionsalongtheway,pleasedon’thesitatetocontactCaronWhitakerorMaryLauranHallatAmericaBikes.

CONGRESSIONALCALENDAR

CalendarcourtesyTheCapitol.net



EventLogisticsChecklist

Thiseventchecklistcanhelpyouquicklydeterminewhetheryouhavekeytaskshandledforyourevent.Thisisnotmeanttobeacompleteguidetoplanninganevent,butratheralistofkeylogisticspertainingtohostingyourMemberofCongressand/orthemedia.

EventLogistics• Eventtimelinesdevelopedforthedayoftheeventandfortheweeksleadinguptotheevent.• Permissions/permits/involvementobtainedforsiteofevent.Fromprincipal,cityofficials,etc.• Invitationssentandattendanceconfirmed.Fundingagencies,localofficials,andlocalbusiness

leadersarekeyguests.• Alllogisticsinplace.Podiumforspeakers,refreshments,decorations,etc.• Allparticipantsknowtheirrolesandtalkingpoints• Informationalpacketspreparedforelectedofficialandmedia• Photographerand/orvideographerdesignated

MemberofCongresslogistics

• SchedulercontactedtheweekbeforeandthedaybeforetoconfirmtheMember’sattendance• Schedulerhascontactinformation(includingcellphone)forsomeoneattheevent• ListofkeyindividualsfortheMembertomeetiscreated.Eachindividualpreparedwithtalking

pointsandbackgroundinformation• Memberliaisonidentified,andpreparedto:

o GreetMemberandmakehimorhercomfortableo BriefMemberontheeventanditspurposeo SteertheMembertotheindividualsyou’veidentifiedtohelptalkaboutyourprojecto CoordinatewiththephotographertotakephotosoftheMemberattheevento ProvideaninformationpacketandgetcontactinformationfortheMember’sstaff

MediaLogistics(onlyifmediawillattend)

• Mediacalledthedaybeforetheeventasareminder.Pressadvisoryfaxed/emailedagain• Spokespersonidentified,andpreparedwithtalkingpoints• Mediasign‐intableorcheck‐inareaavailable• Staffpersonassignedtogreetmediaandsteerthemtothespokespersonandotherleaders

Haveagreatevent!