Hosting Lawmakers on Site: How to Plan a Successful Legislative Visit
Inviting your elected officials to visit your business offers a unique opportunity to demonstrate how policy decisions affect your operations, workforce, and future success.
It is also among the most effective advocacy tools available to help lawmakers connect the dots between policy and impact, while also building rapport that supports ongoing conversations to make your voice heard now and in the future.
Here are some ways to make your visit impactful — from planning to follow-up — and why it’s worth the effort.
Why Site Visits Matter
A site visit lets lawmakers and their staff see your business in action and hear directly from you and your team. These first-hand experiences help educate them about real-world issues that affect your business, your employees, and your community.
“Site visits are incredibly important and offer such a different perspective. It’s where the ‘suits meet the boots.’ By inviting elected officials to your operation, you can highlight the key issues affecting your business,” says Rachel Pick, Senior Manager of Advocacy & Government Affairs at AmericanHort. “This is an opportunity to focus on topics such as workforce challenges, pesticide regulations, automation costs, supply chain concerns, sustainability efforts, tax and financial impacts, and other operational concerns.”
These aren’t isolated issues. They are interconnected challenges that collectively shape your business environment.
Initial Planning Steps
Begin by connecting with the AmericanHort Advocacy & Government Affairs team and your state trade association via email to initiate planning. An initial planning meeting will determine the best timing based on the Congressional calendar, identify priority policy issues, and discuss which Members of Congress and staff to invite.
Once these details are established, contact the appropriate Congressional offices with a formal invitation that includes essential information about your operations, such as your business type, size, workforce, and key concerns. Clear and complete information makes it easier for legislative staff, who typically handle scheduling, to advocate for the visit internally.
If you don’t receive an immediate response, don’t worry — that’s common. It’s appropriate to follow up about once a month. Be prepared for some visits to be confirmed on short notice, depending on the lawmaker’s availability.
Preparing for the Visit
Advance preparation is key to a successful visit. It is important to draft a detailed agenda that outlines who the lawmaker will meet, what topics will be discussed, and what areas of your operation will be toured. You might consider inviting other industry partners to join the meeting to provide broader context on shared concerns.
“If your representative is new to Congress, consider including an overview of the horticulture industry’s economic importance. This helps frame your message and emphasizes that their decisions impact not just your business, but the wider community,” says Matt Mika, Vice President of Advocacy and Government Affairs for AmericanHort.
It is critical to brief your team ahead of time. You should identify who will speak on which topics, provide talking points, and rehearse the flow of the visit. The more prepared everyone is, the smoother the visit will go and the more meaningful the experience will be for your guests.
Best Practices During and After the Event
During the visit, focus on interactive, hands-on experiences rather than sitting in a meeting room. Provide a walking tour, encourage questions, and have legislators engage with your employees and customers if possible.
Use visuals and storytelling to personalize key issues. Share specific examples from your business that illustrate the effects of current laws or regulations. This brings policy to life and helps lawmakers remember what they learned.
Be authentic and open as you tell your story. Site visits are about building relationships, not delivering rehearsed speeches. Create space for real conversations that can continue beyond the event.
Timely follow-up is essential as it builds trust. Send personalized thank-you notes to the lawmaker and their staff members. Include key points from your discussion and any promised follow-up materials. If the media covers the event, share links or details. If photos were taken, share those as well.
After a visit, keep the conversation going. A legislative site visit is more than a one-time event — it’s the beginning of an important relationship. Check in periodically to provide updates and offer your perspective when relevant issues arise. It’s your chance to educate, advocate, and connect with those who shape the policies impacting your business, industry, and community. Staying engaged keeps your concerns top of mind and helps lawmakers make informed decisions.
The AmericanHort advocacy team is here to assist with planning and executing a successful visit. For support or guidance, contact Rachel Pick, Senior Manager of Advocacy & Government Affairs at AmericanHort, at [email protected].
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