10TipsforaSuccessful ShowCongressEvent

OverviewThebasicconceptofaShowCongresseventistoconnectamemberofCongress withbicyclingbyarrangingtheirparticipationinatrailopening,ribboncuttingceremony,or communitybikeeventinawaythatisvisual,public,andfun. ThebottomlineisthatyouwanttomakeyourSenatororRepresentativelookgoodbackin theirhomedistrictorstatewithaneventthatispositive,photogenic,andconnectedwith bicyclinginsomeway.Participatinginaneventlikethisalsomeansyoumeetstaffers,bothDC basedandthosewhoworkinadistrictoffice.Theseconnectionsalwaysprovetobebeneficial. Herearesomethingstoconsiderforputtingonanevent: 1. SitelocationYouhavetogowhereatrail(couldbeabikelane,mountainbiketrail,or BMXfacility)exists,isnewlyopening,orisbeingdedicated.Evenbetterisifthesite locationisinthesametownwhereyourRepresentativeorSenatorhasadistrictoffice. Thiswillincreasethelikelihoodoftheeventcomingtogetherbecauseitwillmeana relativelyshortdistancetotravel.Havingagreateventconceptmaynotbeenoughto attractyourSenatororRepresentativeifitrequiresalongdrive(morethan20minutes) toaremotepartofthedistrictandbackagain. 2. TimingKeepinmindthatyourSenatororRepresentativewillbeprettybusyandmay havealimitedamountoftimetospendatyourevent.Ifyoucanlinkyoureventto somethingelsetheyredoinglaterthesamedayinanearbylocation,thiswillhelp. Twentyminutesorsoisoftenaboutthelimitasthestaffwilllikelyhaveafulldayof stopsormeetingsscheduled. 3. WorkingwithstaffYoumightbeginthisprocessbyworkingwithastafferbasedina D.C.office,butyoulllikelyendupworkingwithadistrictorstatelevelstaffperson. StaffchangesarecommonattheD.C.officelevel,butdistrictstafferstendtostayon thejoblonger,whichisgoodforbuildinglongtermpartnerships. 4. ProposingtheeventYouneedtopackagetheeventsothestaffpersoncanreadily understanditandseetheclearbenefit.Italsoneedstobeacompletepackageifit includesabikeride,youneedtobringthebikeandahelmet.Youmayalsoneedto provideabikeandhelmetforastaffperson.Keepinmind,too,thatmanySenatorsor Representativesmightnotbecomfortableonabike,sobesuretocheckwiththestaff priortoarrangingaride.
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5. BeingflexiblewithdatesandlocationsItsagoodideatopresentseveraloptionsthe staffcanworkwithdependingontheRepresentativeorSenatorsschedulebackinthe district.Remember,too,thatallyourplanningmightgetderailedbylastminute schedulechanges.Aweekendeventthatsagoinmidweekmightbeinterrupteddue toavotebackinD.C.ItsgoodtobereadywithPlanB. 6. PackingtheEventGettingaRepresentativeorSenatortoattendisonlypartofthe equation.Youneedtoensurethatlotsofpeopleattendyourevent,evenifitmeans stagingthemtoappearatacertaintime.MembersofCongressloveconstituents(and kids)soyouneedtomakesurethatlotsofthemwillbeonhandtotalk,saythanks, poseforpictures,etc.Usingabikeclubororganizedrideisagoodbackdroptoensure thatyoullhavenumbers. 7. ScopeRememberthisisafeelgoodevent.Thisisnotthetimetopressa RepresentativeorSenatoraboutaparticularissue.Buildarelationshipnowthatwillset thetablefortheheavyliftinglater.Keepingitpositivewillhelpbuildtrustbetweenyou andthestaff. 8. Press/mediaWithoutpressormediacoverage,theresprobablynotacompelling reasonforyourRepresentativeorSenatortoattend.Youneedtomakesurelocal newspapers,localTV,journalists,etc.,willbeonhandforinterviews,followup questions,photos,blogs,etc.GettingaRepresentativeorSenatorbackinthedistrictfor abicycleeventortraileventisnewsworthyandusuallyagreatphotoop.Insomecases, thecongressionalstaffwillhelpwithpressreleases,coordinatingwiththemedia,etc. Clarifymediaroleswellinadvanceoftheevent. 9. ThebusinessangleIntegratingabusinessangleisagoodideaandmayprovideextra appealtoRepublicanmembersofCongress.Bicycleretailersaresuccessfulsmall businesspeoplewhohireworkers,paytaxes,andoftenplayaprominentroleinthe community.Insomecases,retailerscandocumenthowbusinesshasincreasedorledto additionalshoplocationsduetoanewbiketrail,bikelane,ormountainbiketrail.For helpfindingaretailer,contactCaronWhitakeratAmericaBikes (caron@americabikes.org). 10. PosteventfollowupAfteryourevent,besuretofollowupwithathankyounotes, calls,oremailstocongressionalordistrictstaff,aswellastotheSenatoror Representative.Itsalsoagoodideatothankanypressormediawhoparticipatedas well.

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EffectiveMessagingfor YourShowCongressEvent

Effectivemessagingbefore,during,andafteryourShowCongresseventcanhelpyouoryour organizationcreatealastingandimpactfulrelationshipwithyourSenatororRepresentativeandtheir staff.UsethisguidetostayonmessagewithyourSenatororRepresentativeandtheirstaff.

FrametheEventinYourOutreach
WhenyouinviteyourSenatororRepresentative,itisbesttofocusonyoureventsimportancetothe community.Yourelectedofficialsstaffshouldgettheimpressionthatyoureventwillbeafeelgood opportunitytomeetconstituentsandreceivepositivepress. Keepthesepointsinmindwhenreachingouttoyourelectedofficialandtheirstaff. Thiseventisanimportantcelebrationinyourcommunity.Staffmemberswhoreceiveyour invitationshouldhaveaclearpictureofwhythisbikecentriceventisimportanttoconstituents. Youcouldemphasizeannualtradition,celebratinghealthylifestyles,orlocalexcitementarounda newbikefacility. Happyconstituentswillbeinattendance.Staffshouldknowthatthiswillbeanopportunityto connectwithvotersintheirbossstateordistrict.Willyoureventinvolvelocalfamilies,business owners,localofficials,orbikecommuters? YourSenatororRepresentativesrolewillbemeaningfulandnotpoliticallycharged.Suggest severalnoncontroversialrolesforyourelectedofficial,likecuttingaribbonorgivingaspeech. Yourelectedofficialsstaffwillhaveaclearerunderstandingoftheeventiftheyknowhowyou hopetoengagetheirboss. Theeventwillcelebratebikingand/orwalkinginyourstateordistrict.ThegoaloftheShow Congresseventistoconnectyourofficialwithbikingandwalkingintheirconstituency.Ifyour SenatororRepresentativewillspeakattheevent,thespeechwritershouldknowtoprepare talkingpointsaboutthebenefitsofbiking. Mediawillbepresenttocovertheevent.Stafflookforgoodpressopportunitiesfortheirbosses, sobesuretospreadthewordtolocalmediaandtellstaffthatreporterswillbepresent.Youcan alsoasktoworkwiththeelectedofficialspresssecretarytoarrangemorecoverage. Avoidanythingpoliticallycharged.Theresnoneedtoconnectthiseventwithpolitically controversialsubjects.

KeepitPositiveDuringtheEvent

YourSenatororRepresentativesparticipationintheactualeventshouldconnectyourofficialwithbiking inyourstateordistrictinanonpoliticalway.Whenpeopleseephotosandcoverageoftheevent afterwards,theyshouldseeyourelectedofficialcelebratingbikingintheirconstituency. Duringthepublicevent,makesureto: Makeyourelectedofficiallookgood.Youwantyourofficialandtheirstafftohaveagood impressionofyouandofbikingintheirdistrict. FocusonconnectingyourCongresspersonwithbiking.CreateopportunitiesfortheSenatoror Representativetomeetlocalconstituentswhobike,tocelebrateafacility,ortoenjoythebiking scene.

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Keeparecordofyourofficialsremarks.Havingarecordofyourofficialsprobikingquoteswill helpbuildtheirsupportforbikingandwalkinglegislation. Takepicturesofyourelectedofficialparticipatingintheevent.PhotosofaCongresspersonwith kidsinhelmetsarenotonlyadorabletheyregreatpressforyourofficialandtheyvisually connectyourelectedofficialwithbiking.SnaplotsofpicturesofyourSenatororRepresentative speaking,cuttingribbons,ridingabike,orposingwithconstituentsonbikes. Steerawayfrompoliticallycontroversialsubjects.Yourelectedofficialandtheirstaffarepresent forafeelgoodevent.Thisisnotthetimetopressyourofficialaboutaparticularissue.Keeping itpositivewillhelpbuildtrustbetweenyouandthestaff.

HaveaPrivateConversationaboutLegislation
TheendofasuccessfulpubliceventcanbeagreattimetoengageyourCongresspersonaboutbikingand walkinglegislation. Usethesetipsandtalkingpointstoensureasuccessfulconversation: Holdabrief,privateconversation.Thisconversationshouldtakeplaceawayfrommediacrews andcrowds,whereyourelectedofficialcanfeelmorecomfortablespeakingcandidly. Makethecaseforbicyclingandwalking.SeetheBenefitsofBikingandWalkingsheetinthis toolkitforsuggestionsondata.Uselocalsuccessstoriesifyouhavethem. Maketheasks.Askyourelectedofficialtomaintaindedicatedfundingforbikingandwalking, suchasTransportationEnhancements,SafeRoutestoSchool,andRecreationalTrails.Askthemto ensurethatlocalgovernmentshaveavoiceintransportation. Recordyourofficialsspecificposition.ClearlyaskyourRepresentativeorSenatorwhetherthey willsupportdedicatedbikingandwalkingfundingandlocalgovernmentvoicesintransportation. Keeptrackoftheiranswer. Takeadvantageofdataaboutyourstateanddistrict.Atamericabikes.org/resources,wekeep trackofhowfederalbikingandwalkingprogramsbenefitstatesandcongressionaldistrictacross thecountry.Handingyourelectedofficialasummarysheetofhowbikingandwalkingfunds benefityourcommunitycanmakealastingimpression.

FollowUpwithaThankYou

Aftertheevent,besuretothankyourelectedofficialandthestaffwithwhomyoucoordinated. Tipsforthanking: ThankbothstaffandtheSenatororRepresentative.Besuretobothmaintainyourworking relationshipwithyourofficialsstaffandwiththeofficial. Reiteratetheeventssuccess.Discusswhytheeventwasimportant,whatwasaccomplished,and howtheofficialspresencemadeadifference. Sendpressclipsandphotos.Pressclippingsorlinkstopositivecoverageoftheeventwill demonstratethattheeventwasworthyourelectedofficialstime.

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BENEFITSOFBIKINGANDWALKING
Bicyclingandwalkingarecriticalcomponentsofournationaltransportationsystem.

In2009,12%ofalltripsintheUnitedStatesweremadebybicyclingorwalkingup25%from 2001.1

Bicyclecommutingincreasedbymorethan40%nationwidebetween2000and2008.2

CommunitiesacrossAmericahaveseenbicyclingandwalkingprojectsimprovetheir transportationsystems.

InMinneapolis,MN,theMidtownGreenwayisusedbyanaverageof3,500bicyclistsaday.This ismoretrafficthan77%ofMinneapoliscityroads.3

InPortland,OR,7,100dailytripsor21%ofalltransportationtripsontheHawthorneBridge acrosstheWillametteRiveraremadebybike.Ifthose7,100tripsweremadebycar,Portland wouldhavetobuildanewbridge.4 InWashington,DC,theCapitalCrescentTrailisusedbyalmost400bicyclistsduringthe79a.m. weekdayperiod.Thisrelievesrushhourtrafficinoneofthemostcongestedmetropolitan regionsintheUnitedStates.5

InLickingCounty,OH,thenearly30milesofpavedpathsintheareahasseensignificantuse, withonepathseeingapeakeveningrushhourof80users.Thisdemonstratesbicyclecommuting canworkinaruralarea.6 TheU.S.bicycleindustrysupportsanestimated1.1millionjobsandgeneratesnearly$18billion infederal,stateandlocaltaxes.7

Bicycleindustryandtourismcreatejobsandcontributestothenationaleconomy.

Between16millionand20millionbicyclesaresoldintheUnitedStateseveryyearmorethan allofthecarsandlighttruckssoldintheU.S.combined.8 InWisconsin,bicyclinggeneratesnearly$1.5billionayearintotaleconomicimpact,manytimes greaterthanthe$9millioninfederalfundingspentannuallyonbicycleandpedestrianprojects inthestate.9 Buildingbikeinfrastructurecreatesmorejobsperdollarthanbuildingroadinfrastructure.Bike infrastructurecreatesover11jobspermilliondollarsinvested,whileroadconstructioncreates lessthan8jobspermilliondollars.10

Bicyclingandwalkinginfrastructurearegoodforlocaleconomies.

InsouthwestVirginia,visitorsalongtheVirginiaCreeperTrailspend$1.59millionannually providinganestimated27newfulltimejobs.11 InIndianapolis,IN,astudyofhomevaluesneartheMononTrailconcludedthathomescloserto thetrailsellforanaverageof11percentmore.12

InSanFrancisco,CA,twothirdsofmerchantsalongValenciaStreetsaidnewbicyclelaneshada positiveoverallimpactontheirbusiness;twothirdsalsosupportedbuildingmoretrafficcalming measuresonthestreet.13

OnNorthCarolinasOuterBanks,bicycletourismgenerates$60millionannuallyineconomic activity,anannualreturnninetimesthecostoftheregions$6.7millioninvestmentinbicycle infrastructure.14

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Increasingbicyclingandwalkinghelpsmeetournationalgoalsfor:

LoweringObesity Anadultwhobicyclesregularlytypicallyhasaleveloffitnessequivalenttosomeone10years youngerandalifeexpectancytwoyearslongerthanthenationalaverage.15 Childrenwhowalktoschoolhavehigherlevelsofphysicalactivitythroughoutthedayandhigher levelsofcardiovascularfitness.16 Accesstopathscanleadtogreaterphysicalactivity.Afterabicycleandpedestrianpathwasbuilt onthenewRavenelBridgeinCharleston,SouthCarolinaoneofthemostobesestatesinthe nationtwothirdsofallusersreportedasignificantincreaseintheirphysicalactivity.17

EasingCongestion Asmallreductionindrivingcausesalargedropintraffic.In2008,thenumberofU.S.vehiclemiles travelleddropped3%,translatingtoanear30%reductioninpeakhourcongestion.18 Communitiesthatinvestinbicyclingandwalkingseeanincreaseinthepercentageoftripstaken bybicycle.19

HaltingClimateChangeandReducingOurDependenceonOil Increasingthemodeshareofalltripsmadebybicyclingandwalkingafewpercentagepoints couldleadtofuelsavingsofaround3.8billiongallonsayearandreducegreenhousegas emissionsby33milliontonsperyear.Thisisequivalenttoreplacing19millionconventionalcars withhighlyefficienthybrids.20 89percentofAmericansbelievethattransportationinvestmentsshouldsupportthegoalsof reducingenergyuse.21 Thereisahighdemandformorebicyclingandpedestrianinfrastructure

SevenintenAmericanssaythattheywouldliketobikemorethantheydonow;butlessthan halfofthosesurveyedweresatisfiedbyhowtheircommunitiesweredesignedforbicycling.22 TheTransportationEnhancements(TE)program,whichfundsthemajorityofbicycleand pedestrianprojects,isoversubscribedinamajorityofstates.ThemostrecentcallforTE proposalsinOklahomayieldedrequestsforroughly3timestheavailablefunds.23 Inthelast6years,over300communitieshaveappliedforbicyclefriendlycommunitystatusto improvetheirtransportation,livabilityandtourism.24

_____________________________________
1 2

NationalHouseholdTravelSurvey2009,FHWAOfficeofPolicy. 2008AmericanCommunitySurvey,USCensusBureau. 3 MidtownGreenwayCoalition,www.midtowngreenway.org. 4 PortlandBicycleCountReport2009,PortlandBureauofTransportation. 5 CoalitionfortheCapitalCrescentTrail,www.cctrail.org. 6 LCATSLongRangeMultiModalTransportationPlan,LickingCountyAreaTransportationStudy,2008. 7 OutdoorIndustryFoundation,TheActiveOutdoorRecreationEconomy,2006. 8 NationalBicycleDealersAssociation,2008;U.S.BureauofTransportationStatistics,May2008. 9 MaggieGrabow,etal.,ValuingBicyclingsEconomicandHealthImpactsinWisconsin,2010. 10 HeidiGarrettPeltier,PedestrianandBicycleInfrastructure:ANationalStudyofEmploymentImpacts,PoliticalEconomyResearchInstitute,June2011. 11 RailstoTrailsConservancy,FromTrailTownstoTrOD:TrailandEconomicDevelopment,August2007. 12 Lindseyetal.,PropertyValues,RecreationValues,andUrbanGreenways,JournalofParksandRecreationAdministration,V22(3)pp.6990. 13 EmilyDrennen,EconomicEffectsofTrafficCalmingonUrbanSmallBusinesses,DepartmentofPublicAdministration,SFStateUniversity,Dec2003. 14 Lawrie,etal.,PathwaystoProsperity:TheEconomicImpactofInvestinginBicyclingFacilities,N.C.DepartmentofTransportationDivisionofBicycle andPedestrianTransportation,TechnicalReport,July2004. 15 R.Paffenbarger,etal.,"SafetyinnumbersinEngland,"CTC,2007 16 SafeRoutestoSchoolNationalPartnership,QuickFacts,http://www.saferoutespartnership.org/mediacenter/333081#1 17 DeborahMcCarthy,WondersWayBikePedestrianPathwayontheArthurRavenel,Jr.Bridge:ASuccessfulModelforFacilitating ActiveLivinginLowcountrySouthCarolina,BerkeleyCharlestonDorchesterCouncilofGovernments,2009. 18 INRIXNationalTrafficScorecard,[http://scorecard.inrix.com/scorecard/summary.asp],(Lastaccessed6/2/09) 19 DarrenFlusche,AmericanCommunitySurvey:BicycleCommutingTrends,2000to2008,TheLeagueofAmericanBicyclists,2009. 20 ThomasGotschiandKevinMills.ActiveTransportationforAmerica,RailstoTrailsConservancy,2008. 21 NationalAssociationofRealtorsandTransportationforAmerica,2009GrowthandTransportationSurvey,2009 22 D.RoyalandD.MillerSteiger,NationalSurveyofBicyclistandPedestrianAttitudesandBehavior,NHTSA,2008. 23 .NationalTransportationEnhancementClearinghouse,www.enhancements.org. 24 TheLeagueofAmericanBicyclists,www.bikeleague.org

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AdaptedfrommaterialsprovidedbytheSafeRoutestoSchoolNationalPartnership

InvitingyourMemberofCongress: SampleInvitation

YoucanusethissamplelettertocreateameetingrequestorinvitationforyourMemberofCongress.Fill inanybracketedareaswithinformationspecifictoyourproject.Trytokeepthelettertoonepage,and putitonletterheadifpossible.Asnoted,trytogetaprominentcommunitymember(mayor,principal, localbusinessleader,orlocalnonprofitleader)tosigntheletter.Pleasefaxoremailyourletterdirectlyto theschedulerfortheMemberofCongress.Eachofficegenerallyhasapreferenceforhowrequests shouldbesubmitted,soitisimportanttocallfirstandaskhowtheywouldliketoreceivetheinvite. [Date] TheHonorable[MembersFirstandLastName] [U.S.HouseofRepresentativesORU.S.Senate] ATTN:[SchedulerName,obtainedbycallingtheCongressionaloffice] [Mailingaddress(obtainedthroughtheCongressMergewebsite)] [FaxNumberorEmailaddress(dependingonhowyouaresendingtherequest)] Dear[RepresentativeorSenator][MembersLastName]: Iwritetoyouonbehalfof[yourorganization,orifapplicable:acoalitionoforganizationsandindividuals inyourdistrictthatareworkingtomakeitsafertowalkandbicycle].Wewouldliketoinviteyoutoa celebrationof[yourproject],a[shortprojectdescription]. Wewouldappreciatetheopportunitytoshowyoumoreaboutthisexcitingproject.Wewillbeholdingan eventon[proposeddateandtime]at[location].Theeventwill[briefdescriptionoftypeofevent].The eventwilllastapproximately[lengthoftime]andwewouldbehonoredifyouwouldagreeto [speak/observe/participatewhateverroleyouwantthelegislatortoplay].Asthisisacommunityevent, youwillhavetheopportunitytointeractwithanumberofcommunityleaders,including[listnamesand organizationsofsomekeyparticipantsandattendees].Assumingyouareabletojoinus,wewouldalsobe pleasedtoworkwithyourpresssecretarytoinvitelocalmediatocovertheevent. Igreatlyappreciateyourconsiderationofthisrequest.Youoryourstaffcanreachmeat[insertphone numberandemailaddress]tofollowup. Sincerely, [YourName] [YourOrganization] cc:[listindividualsandorganizationswhoarementionedintheletterasattending/participatinginyour eventormeeting.Makesuretosendtheseindividualsacopyoftheletterviaemail.]
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AdaptedfrommaterialsprovidedbytheSafeRoutestoSchoolNationalPartnership

InvitingyourMemberofCongress: SampleScriptforFollowingUpwithScheduler

Approximatelyaweekafteryouhavesubmittedyourschedulingrequestbyfaxoremail,youshouldcallthe schedulertofollowupifyouhavenotheardanythingbackyet.Yourgoalistogetayesornoansweron yourschedulingrequest.Itmaytakeafewcallstoreachthescheduler,sobepersistent.Thescriptbelow willhelpyouworkwiththescheduler.

1. CalltheCongressionalofficeeithertheWashington,DCofficeorthedistrictofficewherethe schedulerislocatedandspeakwithwhoeveranswersthephone:

Hello,thisis[yournameandorganization]calling.Idliketospeakwith[schedulername]tofollow uponaschedulingrequestIsubmittedlastweek,please.

2. Iftheschedulerisnotavailable,leaveamessage: Hello,thisis[yournameandorganization]calling.Isubmittedaschedulingrequestlastweek relatedto[yourproject]andwascallingtofollowuptoseeifRepresentative/Senator[lastname] isavailable.Ifyoucouldgivemeacallbackat[phonenumber]soon,Idgreatlyappreciateit.

3. Onceyouareabletospeakwiththescheduler:

Hello,thisis[yournameandorganization]calling.Isubmittedaschedulingrequestlastweek[for aneventon[date]]andamcallingtofollowup.Iwaswonderingifyouhadanyinformationon whetherRepresentative/Senator[lastname]wouldbeabletoattend.

a. Iftheschedulersaystheyhaventmadeadecisionontheschedulingrequestyet:

Iunderstandthatyouareprobablytryingtobalancealotofrequests,butwecertainlyhope thiswillbeonethatRepresentative/Senator[lastname]willbeabletoaccommodate.The eventwillalsoincludepeoplesuchas[nameofprominentindividuals,suchasthemayor,local businessornonprofitleader].Whenwouldbeagoodtimeformetocallbacktogetan answeronthisschedulingrequest?

b. IftheschedulersaystheMemberofCongresswontbeabletomeet/attendtheevent:

WereverysorrytohearthatRepresentative/Senator[lastname]isntavailable. Isthereanalternatetimeordatethatwemightbeabletomakework? OR,ifyoucantrescheduleyourevent:Istheresomeoneonthe Representative/Senatorsstaffthatmightbeabletofillin?

c. Iftheschedulersaysyestothemeetingrequest/event:

Thatiswonderfulnews.WesoappreciateRepresentative/Senator[lastname]swillingnessto attend.And,thankyousomuchforyourhelpinarrangingthis.

Idliketoconfirmthekeydetails(dateandtime,lengthofevent,legislatorsrole) Howfarinadvanceoftheevent/meetingshouldwecheckinagainwithyoujustto makesurewerestillontheschedule?And,isityouweshouldbeworkingwithon anyfinallogisticaldetails? Idalsoliketomakesureyouhaveallmycontactinformation,includingmycell phone,incaseanythingcomesupatthelastminute.[provideyourcellphone] Weareconsideringinvitingthemediatoourevent.Isthereapresssecretaryonyour staffthatweshouldbecoordinatingwith?

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TipsonCollectingMediaCoverage

Carefulplanningtoattractmembersofthepresstoyoureventcanmakeabigdifferenceindrawing attentiontoyourefforts.Thereareseveralsimplestepsyoucantaketosuccessfullydocumentthedayfor yourself,too,eveniftherearenoreporterspresent.Aftertheevent,trackingmediacoverageand reportingbackabouttheeventwillhelpbikingandwalkingadvocacyonbothalocalandnationallevel.

GettingMediaCoverage
Considerthesestepstoattractreporterstoyoureventanddrumupnewsstoriesaboutyourevent. Chooseatimeforyoureventthatisconvenientforreporters.Generally,morningeventsthat takeplaceearlierintheweekgetbettercoverage. Buildapresslistoflocalmediaoutletsandpeoplewhocoverbikingandwalking.Listpress outletsinyourdistrictorstatedailynewspapers,radiostations,TVstations,community newspapers,andblogsareallfairgame.Compilealistofrelevantreportersandkeeptheiremail addresses,phonenumbers,andfaxnumbersonhand. Writeamediaadvisory,andsendittwodaysbeforetheevent.Amediaadvisorytellseditorsand reportersthewho,what,when,where,andwhyoftheevent.Keepittoonepage,andinclude logisticaldetailslikedirections,timing,and(car)parkinginstructions.Faxandemailthemedia advisorytwodaysbeforetheevent,andcalltheeditororreportertoconfirmthattheyve receivedtheadvisory.Resendingtheadvisoryonthemorningofyoureventhelps,too. Writeapressreleasefordistributionattheevent.Apressreleasegivesabriefaccountofthe eventandcontainskeyinformationaboutthespeakersandtheorganizers.Pressreleasesare generallywritteninthepasttenseandquoteimportantstakeholders. Assignamediaspokesperson.Preparethispersonwithtalkingpointsabouttheevent. Haveamediacheckinareaandassignsomeonetosteermediatokeyleaders.Thiswillhelpyou identifywhoisareporterandmakesuretheygettheresourcestheyneed. Workwithyourelectedofficialspresssecretary.MembersofCongresshavestaffwhomaintain presslistsfortheseexactpurposes.Workingwithyourofficialspressliaisonwillhelpyouget morecoverage.

WhattoDocumentattheEvent
Regardlessofwhethermediawillbeinattendance,besuretotakethesesimplestepstodocumentyour event.Havingphotos,quotes,andstoriesaboutyourelectedofficialatalocalbikingeventwillhelpyou trackyourrelationshipwithyourelectedofficialandwillhelpAmericaBikesengageyourelectedofficial onkeybikingandwalkinglegislation. TakeplentyofphotosofyourSenatororRepresentativewithattendees.Photoswith constituentsonbikes(especiallykids)areespeciallygoodphotostohaveonhand.Appointinga staffpersonorvolunteertotakephotoswillbehelpful.Sendyourbestphotosto mlhall@americabikes.org. Keeparecordofyourelectedofficialsremarks.Quotesaboutthebenefitsofbikingandwalking inyourstateordistrictaregreattohaveonhand.
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Ifpossible,recordvideooftheevent.Recordingtheeventisagreatwaytoshowoffyourefforts andrememberwhathappened.

TrackCoverageandReportBacktoAmericaBikes
Saveyourrecordofkeyphotosandquotes,trackcoverageofyourevent,andletusknowwhathappened. ReportingbacktoAmericaBikeswillenableustorefertoyoureventduringfuturecampaignsforbiking andwalkingfunding. Trackcoverageofyourevent.Followingthenewsoutletsthatwererepresentedatyourevent willhelp.YoumightalsowanttosetupaGoogleAlertwithkeywordsfromyoureventtocatch blogpostsandonlinearticles. Keeparecordofcoverageasyourdiscoverit.Compilelinks,titles,outletnames,reporters,and articletextastheyemerge. Fillouttheposteventsurveyathttp://bit.ly/ShowCongressAmericaBikes.ThisisabriefGoogle formtohelpuskeeptrackofeventsaroundthecountry. Sendphotosandvideostomlhall@americabikes.org.Havingarecordofphotosoftheeventwill helpusinfutureinteractionswithyourelectedofficial.

Thankyou!
Ifyouhavequestionsalongtheway,pleasedonthesitatetocontactCaronWhitakerorMaryLauranHall atAmericaBikes.

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CONGRESSIONALCALENDAR

CalendarcourtesyTheCapitol.net

AdaptedfrommaterialsprovidedbytheSafeRoutestoSchoolNationalPartnership

EventLogisticsChecklist

Thiseventchecklistcanhelpyouquicklydeterminewhetheryouhavekeytaskshandledforyourevent. Thisisnotmeanttobeacompleteguidetoplanninganevent,butratheralistofkeylogisticspertaining tohostingyourMemberofCongressand/orthemedia.

EventLogistics
Eventtimelinesdevelopedforthedayoftheeventandfortheweeksleadinguptotheevent. Permissions/permits/involvementobtainedforsiteofevent.Fromprincipal,cityofficials,etc. Invitationssentandattendanceconfirmed.Fundingagencies,localofficials,andlocalbusiness leadersarekeyguests. Alllogisticsinplace.Podiumforspeakers,refreshments,decorations,etc. Allparticipantsknowtheirrolesandtalkingpoints Informationalpacketspreparedforelectedofficialandmedia Photographerand/orvideographerdesignated

MemberofCongresslogistics
SchedulercontactedtheweekbeforeandthedaybeforetoconfirmtheMembersattendance Schedulerhascontactinformation(includingcellphone)forsomeoneattheevent ListofkeyindividualsfortheMembertomeetiscreated.Eachindividualpreparedwithtalking pointsandbackgroundinformation Memberliaisonidentified,andpreparedto: o GreetMemberandmakehimorhercomfortable o BriefMemberontheeventanditspurpose o SteertheMembertotheindividualsyouveidentifiedtohelptalkaboutyourproject o CoordinatewiththephotographertotakephotosoftheMemberattheevent o ProvideaninformationpacketandgetcontactinformationfortheMembersstaff

MediaLogistics(onlyifmediawillattend)
Mediacalledthedaybeforetheeventasareminder.Pressadvisoryfaxed/emailedagain Spokespersonidentified,andpreparedwithtalkingpoints Mediasignintableorcheckinareaavailable Staffpersonassignedtogreetmediaandsteerthemtothespokespersonandotherleaders

Haveagreatevent!
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