09/24/2021
Host a Successful Legislative Reception with Ohio LawmakersÂ
12 proven event planning tips to bookmark now
Is hosting an impactful meet-and-greet with members of the Ohio General Assembly key to your advocacy strategy? Ohio legislators attend a number of receptions every evening on session days. Here’s how to ensure your event stands out as a memorable success:
HOW TO SELECT THE BEST DATE
>> Check the House and Senate calendars to choose a date the legislature is in session. There are periods of the year when the General Assembly doesn’t meet, so you’ll want to make sure your guests will be in Columbus.
>> Consider a Tuesday or Wednesday evening only. Legislators convene in Columbus on Tuesdays, Wednesdays, and Thursdays before heading back to their districts on Thursday evening.
WHAT TO LOOK FOR IN A VENUE
>> Choose a venue within walking distance of the Ohio Statehouse. Convenience sparks higher attendance. Make it as easy for legislators and staff to swing by your event during their busy evening event schedule.
INVITATION 101
>> Send email AND hard copy invitations to ensure more guests attend. Avoid postage costs or lost items by hand-delivering paper invitations to the front desk of member offices in the statehouse.
>> Follow proper procedures with the Joint Legislative Ethics Committee (JLEC). For example, you’ll want to include verbiage on your invitation that your event is “all-invited” to avoid scrutiny or ethics violations. Not familiar with all the rules and regulations? Give the office a call and they’ll share above-board practices to serve as safe guidelines. They can be reached at 614-728-5100.
>> Follow-up your paper and email invitations with a friendly phone call. Understandably, this requires time and energy. If you don’t have a support team or volunteers to call every member, prioritize Committee chairs, members of the leadership, and lawmakers with a direct impact on your organization. Bonus tip: don’t call more than once unless you want to overwhelm (or possibly annoy!) busy staff members.
SMOOTH MOVES
>> Avoid embarrassment with name tags. Beyond providing name tags for those who RSVP’d, be sure to include every legislator currently in office. You might be surprised who winds up with time to attend. Make it easy for guests to connect by including full names and organizations along with city locations. Legislators want to connect with constituents. When in doubt, size up the font size so folks can spot names from across the room. Good to know: if hosting your event at the Ohio Statehouse Atrium, no adhesive name tags are permitted.
>> Offer easy to enjoy refreshments that don’t require two hands. We all know how difficult it is to hold a drink plus a plate of food while trying to shake hands or lead conversation. Opt for bite-sized finger foods instead.
SPEAKER & PROGRAM TIPS
>> Think short and sweet. If your speaker or program goes on for over 30-45 minutes, people likely lose attention. Keep it insightful and concise so your guests can get back to sparking meaningful connections.
>> Secure an effective sound system. Every guest needs to be able to hear what’s happening across your event presentation. Be sure to test your equipment, consider a back-up plan, and designate a point person to handle any unexpected AV issues.
AFTER THE EVENT
>> Gratitude goes a long way—be sure to thank legislators and their staff members for attending your event. Their time and attention are in high demand. Reflect your appreciation with a handwritten note and include where they can continue to learn more about your organization.
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Contact Sheila Fox today at (614) 547-2160 or sfox@eventinsite.com.