“All politics is local.”
Tip O‘Neill former Speaker of the US House of Representatives
Why should your bar association host a reception for local legislators?
The New Jersey State Bar Association’s advocacy efforts are bolstered by the grassroots advocacy of local, county and specialty bar associations. Special events sponsored by these groups provide exposure to these organizations and give lawmakers opportunities to get to know the local legal community and develop closer ties with local legal organizations, which is a critical first step in becoming an effective advocate. These events also provide opportunities to get to know key legislative staffers, who are an important part of successful lobbying. Further, hosting a successful event for legislators enables the association to be viewed as a key player in helping to shape public policy for the benefit of the association’s members and the public. Finally, these events encourage a more active and committed membership, the lifeblood of any organization.
New Jersey State Bar Association
One Constitution Square New Brunswick, NJ 08901-1520 732-249-5000 www.njsba.com
How to Organize a Successful Breakfast or Dinner Event for Legislators
Your voice. Your vision. The State Bar.
A Step-by-Step Guide to Hosting an Event for Legislators
1. Define your goals The bar association should determine what it seeks to achieve by hosting this event. What are your goals? • Enhancing visibility • Promoting a specific legislative objective(s) • Introducing your organization to new and returning lawmakers • Maintaining strong ties with long-time legislators Commitment from top leadership within your association Get the governing body of your association to enthusiastically support this event and commit to participate. This sends a strong message about its importance for the entire organization. Planning committee to handle details There are numerous details that will need attention, including selecting a site for this event, refreshments, program, budget, sponsorships and speakers. A small committee of one to three people should work closely with the Executive Director (if your organization has one) to ensure nothing falls through the cracks and make ongoing decisions. Select date, time and location While most bar organizations will opt to host events at their bar offices (if they have one), consider, too, hosting the event at an off-site location, such as a local college, university or library. Be sure to check the State Legislature’s calendar to ensure that the date of your event does not conflict with a legislative session day. Legislators are very busy people and often have multiple and conflicting appointments on any given day. Be sure to choose a time either at the very beginning or end of the date to minimize the chances that a legislator will decline due to conflicts. Be sensitive to the legislator’s time constraints. 5. Select a program format Legislators are more apt to attend events if they are invited to present remarks and or will be presented with an award or recognition. Be sure to give legislators an opportunity to speak to your group and build time in your program for members to ask questions. Be prepared with ‘canned’ questions about specific legislation/issues to get the ball rolling during the Q&A session. Save-the-date notices Send these 4–6 weeks in advance of the event by email and repeat sending these notices at least twice. Prepare a letter of invitation to legislators giving them details of the event. RSVP is essential. Don’t be surprised. Have everyone—legislators and members alike—RSVP to plan for refreshments and to plan your program speakers. It is important to have good attendance. If registration is low two weeks before your event, call legislators, staff and local bar members to encourage them to attend. Contact local legislators and/or staff Brief them in writing or verbally on what issues are of importance to your organization. This provides a level of comfort for both the legislator and for your organization that important Bar issues will be addressed. 9. Memorialize the event with photos This is a good way to generate interest among those who could not attend. Send photos to legislators.
10. Follow-up Follow up the event by publicizing it in your organization’s newsletter, on your website and with your local newspaper. Send thank you notes to lawmakers. 11. Recognition never hurts Consider presenting key legislators and/or legislative staff with a “thank-you” award to acknowledge their contributions to your local bar association and the local legal community. 12. Make this an annual or biennial event This helps to solidify your contacts with legislators and staff, and/or get to know any new legislators in your local district.
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