GSLA Advocacy Tool Kit

Personal Community Invitations

One of the most effective ways to deliver a message to legislators about the needs of the senior living industry is to provide them the opportunity to observe first-hand what goes on in your community. Georgia Public Servants like to meet voters and see businesses that drive the economies in their district. Your community is where their voters receive care and a place where many more voters work! A tour of your community will open legislators' eyes to the benefits of the quality of the senior living industry and aging services. And it will help you build relationships with legislators to position you as a trusted resource on questions regarding the industry and elder care issues.

It is easy to invite your legislators to your community, and it’s a lot of fun to experience. The main challenge for elected officials is to see the value of the visit, cutting through the noise and sorting the information. So, we have put together some best practices to get your message to the right people clearly and concisely – and make the visit worthwhile.

Schedule Your Meeting Well in Advance

Legislators have hectic schedules; with committee meetings, hearings, formal sessions, community meetings, and other related tasks, you may need to be flexible to accommodate their schedule.
Call the legislator's office and ask to speak to the staff person responsible for the legislator's schedule. Inform the staff person that you would like to invite the legislator to visit your community to learn about the services your organization provides to constituents in the district and have an opportunity to meet with some of the staff, residents, and board members. You will likely be asked to submit an invitation in writing.
At least one week before the event, send a letter to the legislator and their scheduler confirming the meeting.
Confirm with the legislator's staff a few days before the event to check and ask if there is any additional information the legislator may need.

Know who will be there

Inform staff, residents, families, your corporate office, and GSLA about the visit and determine whom you would like to be present.
Identify who will accompany the legislator on the tour. If individuals have a prior relationship with the legislator or staff, make sure that those individuals are present and part of the welcome.
Ask your residents to say hello as you pass on the tour. Have them make signs and get them involved. This is a community event!

Plan Your Agenda

A visit may only be scheduled for 15 to 30 minutes and should not exceed one hour. Have a detailed plan of how you want to move through the community, what you want to see, and what information you want to cover.
Your goal should be that your legislator, and their staff, walk away viewing you as a credible information source on issues concerning aging and senior living.
Greet the Legislator and Staff Members (2-3 min.): Your Executive Director should be on hand to greet the legislator and their staff when they arrive. A resident and staff member accompanying the legislator on the tour is preferable. Following brief introductions, the tour should begin promptly.
Tour Your Community (15-20 min.): Your ED should lead the tour. This is the best time to show your organization's work in action. For example, visit an exercise class or a computer lab where a class is in session. Arrange for a faculty member and student to demonstrate what they have been learning. Show off a new pool or a renovated dining room. Be sure to introduce the legislator to people throughout your tour. Share important aspects of your community, such as innovative programs and success stories of residents exceeding expectations and staff performing above the call of duty. Consider how current public policy proposals will impact your services. For example, share how increased staffing ratios are not changing levels of care but are increasing costs to residents, shifting the affordability for many. Residents unable to afford this residential option will depend on state aid for services. Be sure to connect with GSLA before your tour for up-to-date legislative priorities.
Meet with Residents, Family Members, Staff, and Volunteers (30-35 min.): At the end of the tour, invite the legislator to make a few remarks and answer any questions your residents, family members, staff, Board, and volunteers may have. A conference room is an ideal location.

Provide written materials

GSLA also has materials on the impact of senior living in Georgia for you to share.
Be prepared to give the legislator background materials about your community.
Have multiple copies for the legislator as well as any staff that may be present.

Take pictures

Get a photo of the legislator with you and with residents. You will want to use the photos in social media, family communication, newsletters, and post-event press releases.
Include copies of the photos in your thank you note to the legislator and send digital versions to GSLA.

Let the Media Know

Before the visit, inform your local paper, tv station, and radio station.
After the visit, send a media release to your local media outlets relaying information about the legislator's visit to your community. Include photos or videos with all people identified and all names and titles spelled correctly. Local media coverage provides excellent public relations for your community and your legislator.

Immediate Follow-Up

Promptly write to the legislator thanking them, and any staff, for coming to your community. This can be done as an e-mail but is more personal sent as a letter.
Include copies of the photos taken during the visit.
Review the names of people the legislator met during the visit, summarize the issues discussed, and specify what you are asking the legislator to do as a follow-up. Reiterate your ability to be a resource for them on senior living issues.

There are many opportunities to invite your legislators into your community:

Special Celebrations – centennial birthdays, significant anniversaries, employee recognitions.
Community Events – picnics, fundraisers, festivals. If you would invite a family member, invite your legislators.
Dedication ceremonies or groundbreakings

If you invite a legislator to attend one of these events, assign someone to look out for the individual and ensure they are publicly recognized. Be sure to have photos taken of any legislators present at the event for follow-up media releases and your community communication. Do not forget to send a thank you note acknowledging your appreciation for their attendance at the event.