How To Host Your Own Letter Writing Party
Contacting your representatives is empowering, but can also leave you feeling like a drop in the ocean with their ever-growing inbox. Hosting your own letter writing party gives you a sense of community, strengthens your advocacy skills, and amplifies your message. Follow these simple steps to make a difference in your community.
Find Your Passion
Whether it is a bill, local infrastructure project, or a new proposal for your local government, there are a variety of causes you can advocate for to protect your coast and the ocean as a whole. Subscribing to local nonprofit newsletters and reading local news is a great way to stay informed and find opportunities for letter writing parties.
Research The Proposal/Policy
Once you find a topic that is meaningful to you and your community, it is time to become an expert. Be careful to choose reliable sources. Possible reading material should include articles from trusted news outlets or studies from peer- reviewed academic journals.
Create Your Letter Template
To support your guests who may not be as familiar with the topic as you, it is helpful to provide a letter template. The template should include an introduction of the issue and some carefully selected facts that set up your argument in favor of or in opposition of the proposed act you are writing about. This should be about 3-6 sentences. Following the overview of the issue, you need to clearly state your ask. To conclude, you should share why this cause it important to your community. Your guests can then complete the letter by writing about why this cause matters to them.
Helpful Tip: Prepare a resource for your guests so they can get the mailing address or email for the appropriate representative if the recipient will change based on the writer’s address.
Develop Additional Guides for Your Guests
Your template will be a great resource for your guests, giving them an overview of the issue; however, they may need additional guidance to complete their additions to the template. Curating a list quotes, facts and stats you come across in your research could help guest relate the cause to their own lives and add a personal perspective to their argument.
As referenced above, it is helpful to create a contact and mailing information sheet for your guests. This can include a government search tool for finding their representative’s contact information or a compilation of government officials who will be receiving their letters.
Curate the Perfect Guest List
Now that all of your research is done and your resources are prepared, it is time to ask members of your community to take a stand. Think of friends, family, and acquaintances who are passionate about your cause or who are curious to learn. You can also broaden your reach by posting on public forums including:
LinkedIn Groups
Posterboards in your local library, apartment building, school, etc
Social Media (Instagram, Facebook, Twitter, etc)
Get it on Your Calendar
Select a time that works for your schedule, but be sure that is aligns with the timeline for the proposed action or bill. Keep in mind that your event must be prior to a vote or closing of public comment to allow the recipient a proper amount of time to read your letter. Representative and government official inboxes are very full, so schedule the event at least a week prior to any formal deadlines.
Reserve a Venue
Determine the ideal venue for your event. Do you want a big space or a more intimate one? Will you choose a public space and allow passers by to join in? What is your budget or what public spaces will be available for your group free of charge?
Selecting a public space will open your event up and spread your message, but might require you to arrive early and reserve space for your guests. A private venue will be costlier, but reduces day-of stressors.
Be sure that your venue has all of the necessary features including tables for laptops of notepads and wifi if that is a necessary component of your event. If you plan to serve refreshments or do a presentation, make sure your venue permits such things and has the furniture and technology needed to effectively carry out your programming.
Send Out Invites
Design an informative invite that concisely explains the cause and activity, along with the usual invitation information:
When the event will be held
Where the event will be held
Any supplies necessary for the event
Gather Your Supplies
You may consider bringing the following to your event:
Paper
Pens
Stamps
Envelopes
Contact Information and Fact Sheets
Clipboards (if your venue does not have enough tables for your guests)
Laptop chargers (if you plan to have guests sending their messages virtually)
Copies of your letter template (physical or virtual)
If you are hosting your event in a public space such as a park you may also want to bring:
Outdoor blankets
Portable outdoor chairs
Cups, napkins, and plates
Beverages
Snacks
Trash bag