Inviting an Official

Home Membership and Services Public Affairs Inviting an Official

Tips for Inviting an Elected Official to Your School

If you are looking to invite an elected official to your school (i.e. state senators, representatives, local school board members, etc), but don't know where to begin, here are some tips developed by the League's Advocacy Team. These steps provide proper protocol to follow to invite legislators to visit your school, and suggest ways to engage an elected official during their visit.

If you need assistance, please contact Jason Callegari, Public Affairs Associate, at 303-989-5356, x119.

When to Invite Your Legislators

Between the second week of January and the second week of May every year, the General Assembly is meeting, and legislators have virtually no time to visit schools.
August-November is probably the best time for legislators to visit schools, although late May to early June can be a good time for some legislators as well.
The entire House of Representatives is up for election every even-number year (next election cycle is fall 2008), thus many legislators are busy campaigning throughout the summer and into early November of those years. While Senate elections are staggered, it is helpful to know when your senator's term ends so that you know when s/he may be campaigning.
Some campaigning legislators may see school visits as an opportunity to become better known by the electorate. If you invite an incumbent or candidate during the campaign season, be sure to invite his or her opponent(s) as well. See the League's Advocacy Activity Guidelines for more specifics.

How to Invite, Engage and Thank Your Legislators

Briefly tell about your school and your involvement with charter schools. A personal touch is very important.
State your purpose for writing in the first paragraph of the letter: Why do you want him/her to attend your event or participate in an activity at your school?
State specifically what you want the official to do at your event or how you would like him/her to engage with the children, e.g., read with them, talk about public service, etc.
Be original. Never use a form letter or send copies as originals. Don't worry about typing your letter. A legibly handwritten letter can be best.
Be sure to mention if media are expected to attend.
Be courteous, to the point, and include key information about what, where and when, and provide adequate directions to your respective event or activity.
Follow-up with a telephone call to the official's appointment secretary or aide about your event.
Properly address your correspondence: Be sure to include your return address on the envelope, as envelopes with no return address will be discarded. Example: The Honorable (Full Name) Colorado State Capitol 200 E. Colfax Ave. Denver, CO 80203
If your elected official cannot attend, you may wish to request the attendance of his or her aide or staff member.
Don't forget to THANK elected officials for their public service, even if their views do not align with yours. They often make significant personal and financial sacrifices to serve and always appreciate your thanks.
After the elected official or staff person has attended your event, be sure to send a THANK YOU card or note. Typed thank you letters are fine, but handwritten notes rate an A+!
Guide to Public Policy Advocacy Activities