Every afterschool program in Michigan is represented by at least one state representative and one state senator. You also have two U.S. senators and one or more U.S. representatives in Congress. If your program serves families from multiple districts, consider inviting policymakers from each area. You can look up your state legislators and members of Congress at legislature.mi.gov and congress.gov.

Policymakers are often in their home districts during scheduled breaks from Lansing or Washington, D.C. These “recess” periods are excellent opportunities to host a visit and show how your program supports youth, caregivers, and the community.

In general, state and federal policymakers are in session Tuesday through Thursday, which means Mondays and Fridays are often ideal days to request a visit.

You can check the Michigan House and Senate schedules at the links below:

• Michigan House of Representatives Session Schedule

• Michigan Senate Session Schedule

Reach out early, at least three to four weeks in advance of when you'd like them to visit. Make it personal by highlighting your program’s strengths, the youth you serve, and why you want to connect. Mention a specific time window and include your contact info. Use your program’s letterhead and have the invitation signed by your director or site lead. Email it to the policymaker’s scheduler.

Within a day or two of sending the invitation, call or email the policymaker’s scheduler to confirm it was received. They will work with you to set a date. If your invite doesn’t work with their calendar, offer flexibility and suggest another time.

Need help getting started? A sample invitation is included in the resources section below.

Ask the office if they’re open to press being involved. If yes, work with their communications staff to draft and approve:

• Media Advisory: A short alert (one page or less) that tells media when and where the visit is happening.

• Press Release: A full write-up with quotes and details to send on the day of the event.

• Photo Release: A photo of the visit with names, roles, and a caption, to be sent after the event.

Also plan to feature the visit on your program’s social media and website, include youth voices where appropriate, and get any needed media approvals from the policymaker’s office in advance.

Don’t forget to ensure you have photo releases on file for any youth that are photographed during the visit.

Put together a packet of materials to give the policymaker that summarizes the impact of your program and the broader landscape of afterschool in Michigan.

Create a simple, visually engaging handout that includes the number of youth you serve and how you serve them, your footprint in the district, the number of staff you employ, and stories or quotes from youth, caregivers, or community members. You can also include examples like your most recent annual report, youth-created artwork or writing, or photos from programming. Be sure to highlight your funding sources, key partnerships, and impact data.

It is best to contact the scheduler one to two days in advance of the visit to confirm the meeting and confirm who will be attending the visit with the member — make sure you have that person’s contact information. Items you should provide the member’s office for this conversation include:

• A schedule of the visit

• Names and bios of key participants

• Directions and parking info

• A contact person for the site visit

• Any media confirmed to attend

• Confirm whether the staff would like a walk-through the day before

Let your staff, youth, and families know about the visit. Share what to expect and how they can help tell your story. The more prepared everyone is, the smoother the visit will go.

The day before, walk through the route and schedule with your team. Make sure everyone knows their roles, the timing, and the key messages you want to share. This helps the visit feel organized and impactful.

Create a warm, visible welcome — a simple sign or banner that welcomes the policymaker, placed where they’ll see it right away sets the tone. When they arrive, greet them with your program leadership and a few youth development advocates or caregivers. If possible, include a community partner or local business leader who can speak to your program’s role in the broader community. After quick introductions, transition smoothly into the tour to keep things on schedule.

Lead a guided walk-through of your space to highlight your program in action. Focus on what young people are doing, learning, and creating. This is your moment to let your program speak for itself; show the joy, the leadership, and the connections that happen every day. Have someone ready to take a few photos (a cell phone camera will suffice) to help tell the story after the visit.

After the tour, give the policymaker time to talk with youth participants, staff, and caregivers. Let them hear directly from those who experience the program every day. This can be an informal Q&A or a few planned remarks followed by open conversation. Be sure to include youth voices in a way that’s authentic and empowering.

Thank the policymaker and their team for taking time to visit. Hand them the packet of materials you’ve prepared to help them remember what they saw and heard.

Send a short, heartfelt thank you email to the policymaker’s office, ideally to the staffer who attended the visit. Express your appreciation, highlight one or two meaningful moments from the day, and restate your commitment to supporting youth in your community. If youth or caregivers spoke during the visit, consider including a quote or message from them as well.

A sample thank you email is included in the resources below.

If you have photos or highlights from the visit (and approval to share them), post them on your social media. Feature youth voices, quotes, or artwork that captures the spirit of the day. Consider adding a recap on your program’s website or in a newsletter to caregivers and community partners. A site visit is a big deal, so take time to celebrate the effort and impact.

If the visit led to positive news coverage, send the article link to the policymaker’s communications staff as a follow-up. This helps reinforce the value of their visit and provides them with visibility in the community.