ADVOCATES' GUIDE

> Introduction
> Advocacy Do's/Don'ts
> Meeting with your Legislator
> Writing your Legislator- Letters, Faxes, and Emails
> Phoning your Legislator

Introduction

The best advocate for the arts is YOU.

All members of the arts community- staff, volunteer leaders, artists and audiences- have the expertise needed to make the case for public arts funding. Your first-hand knowledge of the arts and their impact in your community is one of the most important components of any advocacy campaign seeking the support of legislators.

Remember...

Politics is about consensus.
Issues with a strong grassroots constituency have the advantage. Make it easier for legislators to support arts programs by making them aware of the community's support.

All politics is local.
Local voices carry the most weight with politicians. Take advantage of your legislator's accessibility by visiting their district offices.

Politics thrives on personal relationships.
Think of advocacy as a year round commitment and work with legislators as you would other community partners. Let your elected officials know you are there as a resource for them. The results are worth your efforts!

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Getting Your Message Across- Tips for Strengthening Communication with Legislators

Advocacy is an ongoing process. Legislators face so many competing causes that just one visit or one letter won't make much of an impact. Open the door for further communication by following up. Follow a meeting with a note. Follow a letter with a phone call. Not only will you be able to state your position again, you will make a much stronger impression on your legislator and his/her staff.

Advocacy Do's

Do be courteous and friendly. Refer to Legislators as 'Senator' _____or 'Delegate' ____.

Do take the opportunity to say 'Thank You' whenever it arises.

Do know the issues thoroughly and be familiar with all sides of an issue. (Stay informed by signing up for MCA's Advocacy Bulletin)

Do be a good listener. You will have a better chance to address any objections to arts funding if you know why your elected official is opposed.

Do humanize your message. Include anecdotal stories about how programs and public dollars impact real people.

Do make sure your elected officials are on your mailing list if you work for a cultural organization.

Do invite them to performances, exhibits, special events, and receptions. If they attend, acknowledge their presence publicly and thank them for their support.

Do get to know elected officials' staff members and keep them informed on an ongoing basis. Invite staff members to events and cultural programs as well as the elected officials.

Do participate in building strong statewide coalitions with other cultural, civic, educational and business institutions in the public and private sector.

Do enlist legislators you know are supportive to lobby their colleagues to come over to your position.

Advocacy Dont's

Don't preach or lecture.

Don't use a negative or intimidating tone.

Don't expect your meeting with your legislator to be long, especially when the General Assembly is in session. Maximize your time by whittling down your presentation to include an opening statement, a few supporting details, a closing summary and request.

Don't bluff. If you don't know an answer, say so, and call back with the correct information at the next opportunity.

Don't accept a general answer to your request. In a positive manner, request the official's specific views on the issue in question.

Don't wait until the last minute to contact your elected official about an issue before the legislature.

Don't forget to enjoy your visit! Use your enthusiasm, smiles and eye contact to keep your legislators engaged.

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Meeting with your Legislator

1. Call to make an appointment and be punctual.
2. Come prepared. Have written material to leave with elected officials and their staff. Make sure to include appropriate contact information.
3. Introduce yourself as a representative or supporter of ____organization, in ___ (City).
4. Be brief and use specific examples that relate to your organization, community, school, etc., e.g., state funds made this program possible and it reached thousands of children; this program assisted in the redevelopment of a downtown area; etc.
5. Try to bring legislators into the conversation yourself by asking for their comments and concerns; this will give you a chance to offer your experience and assistance regarding arts-related issues and the opportunity to re-frame your request based on their concerns.
6. Be sure to restate your request, asking specifically for their support.
7. Whatever the outcome, be sure to thank the official and his/her assistant/s for their time.
8. Send a thank you note as a follow-up to your visit.

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Writing your Legislator- Letters, Faxes, and Emails

As a general rule, the substance of the communication is more important then the form.

Mail vs. Fax/Email
If timeliness is your key concern, use email or fax to send your message. Although handling and tracking of electronic and regular mail is usually identical, email is logged sooner. If time permits, mailing your letter is preferable.

Personal Letters vs. Form Letters
Using your own words has more impact than simply forwarding a form letter. Form letters can serve as models for composing your own personal response.

Letter Checklist

1. Make sure your return address is on the letter.
2. If you are writing to an official in your district, include your voter registration number to let them know you're a registered voter in his/her district.
3. Address the envelope and the letter "The Honorable______." Use Dear Senator, Delegate, Congressman or Congresswoman _____ in the salutation.
4. If you are writing in regards to a specific piece of legislation, identify the bill number and title.
5. Focus on one issue per letter.
6. Indicate the action you want the official to take, the need for the action, and how it will benefit your cause.
7. Be sure to thank the official, even if they don't support your position.

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Phoning your Legislator

If you don't have time to write your legislator, call him/her.

Write down the key points you want to make before you call.
If the official isn't available, ask to speak to the official's assistant. Make sure to get their name.
Introduce yourself, state your position and the name of your organization if applicable.
Keep the conversation to the point.
Make sure to leave your name, address and telephone number so someone can call you back with the official's position on the issue.
Thank the official/assistant for their time.

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