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TIPS FOR EFFECTIVELY COMMUNICATING WITH
ELECTED OFFICIALS
Remember, YOU can influence the decisions of
your elected officials! It is important to let your legislators
know your position on issues that affect the arts and arts
education. Following are some general guidelines:
WHEN WRITING, CALLING OR MEETING WITH YOUR LEGISLATOR:
Use the proper format.
Address mail to The Honorable (full name). In the greeting,
address the official by his or her title and last name, as
"Dear Senator Smith."
Be specific and brief.
Identify in the beginning of your letter or phone call the
specific issue or bill number to which you are referring. Briefly
state your position and keep your correspondence extremely
brief. When meeting with your legislator, a five to ten minute
meeting is suggested.
Be prepared. When calling or visiting
your legislator, be prepared to answer specific questions.
If meeting with the elected official, bring or provide written
information to support your position.
Be reasonable.
An emotional appeal is not enough. Back your arguments with
facts and substance. Show how proposed legislation would affect
the arts and arts education.
Be positive and cordial.
Your tone should be cooperative and professional. Do not threaten
the legislator by stating that not supporting your position
will result in a lost vote.
Ask your legislator to state his/her position
in a written reply.
Make sure to include a return address in your letter.
When meeting with legislators, make appointments
and always be on time. Legislators have extremely busy
schedules while they are in session, so make your appointment
well in advance.
Follow up.
After a meeting, follow up with a thank you letter that restates
the points covered during the meeting and send along any additional
information and materials requested.
Don't forget to thank your legislator when
he/she votes in support of your position. Legislators appreciate
this recognition.
Inform Missouri Citizens for the Arts of
your advocacy contacts with Missouri legislators. We are
interested in knowing how your legislators feel about arts
legislation. This information helps us work more effectively
for the arts and arts education.
Other ways to communicate your legislative
message and build grassroots support for the arts and arts
education include: writing letters to the editors of your
local newspapers, submitting articles to trade publications,
attending public forums and meetings that concern arts issues
and sharing your viewpoint.
WORKING WITH LEGISLATORS
Legislators are busy people, and for most of
them the most precious commodity in the world is time. Make
sure you don't waste it (and thereby garner a negative impression
for your institution or your cause). The most important advice
to follow in working with any legislator is DO YOUR HOMEWORK.
Here are some other points to keep in mind:
- Write, call, or visit your legislators and their staffs
to introduce yourself. Let them know who you represent, and
volunteer to keep them informed about arts issues and their
impact on your community or district. DON'T JUST "DROP IN";
MAKE ARRANGEMENTS AHEAD OF TIME.
- Add legislators' names to your mailing list and ask to
have the name of your institution or coalition added to the
legislators' mailing lists. ==> Make sure the legislators
receive posters and other items from special exhibits and
performances. These pieces make nice office decorations and
serve as a reminder of your organization's role in the community.
- Invite legislators and their spouses to premiere performances,
openings, and exhibits.
- Invite legislators to speak at a luncheon or dinner at
a local arts meeting.
- Keep a background file on your legislators, including
special interests and personal profiles. News articles and
the legislators' offices are good sources of information.
- Ask legislators to write a message, article or letter for
your institution's newsletter or publication. You can rotate
and feature one legislator per issue.
- Give public recognition to deserving legislators through
awards or honorary lunches and dinners; mention them in press
interviews ("We could never have done it without the support
of Representative ____________...").
- Attend social events at which the legislators will be present
-- not to lobby overtly, but to get acquainted and make them
aware of you as an active member of the community.
- Remember, the legislative staff is a very important link
between you and your legislator. It can be useful to:
- Visit your legislator's office to get to know the staff
person who handles the arts.
- Invite the staff person to a performance, tour, or exhibit.
- Be sure to attach a personal note with press releases
to staff members.
HAVING A SUCCESSFUL MEETING
- Make your presentation simple. Remember, time is short.
- Indicate how your proposal will affect the legislator's
constituency.
- Some points to raise:
- the impact current legislative proposal(s) have on your
institution and, in turn, the community
- thanks for previous support
- how the legislator's previous votes (related to this
issue) have benefited constituents
- the unique contribution your institution makes to the
community
- your outreach efforts
- the local economic impact of your membership
- If you don't know the answer to a question, don't bluff.
Say "I don't know, but I'll get back to you on it." Then DO
IT. This gives you another opportunity to bring the issue
to legislator's attention.
- Don't use a lot of statistics. They won't be remembered.
DO USE A FEW STRONG, MEMORABLE NUMBERS TO ILLUSTRATE YOUR
POINTS.
AFTER THE MEETING
- Send a "thank-you" note.
- Invite the legislator to an upcoming
event.
- Let your board and coalition know of
the meeting and its outcome.
MISSOURI LEGISLATORS CAN
BE REACHED IN JEFFERSON CITY BY CONTACTING
THE CAPITOL SWITCHBOARD:
573-751-2000
OR BY MAILING TO:
HOUSE/SENATE POST OFFICE, JEFFERSON
CITY, MO 65101
For more information, call Missouri Citizens for the Arts
at (314) 383-6644.
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