WHO:

Everyone--parents, grandparents, caretakers of children, community members, civic groups, teachers, youth workers, afterschool program staff and volunteers.

WHAT:

A letter-writing party to help your community's voice be heard by policy makers.

WHEN:

When scheduling a letter-writing party, think about who you are inviting and pick a time that will be most convenient for them. Maybe the best time for parents would be after their work day. Perhaps people who work with youth can add a letter-writing party to a weekly staff or advisory group meeting. Community members can invite their friends and others interested to gather after a Saturday community event. NOW is the time to organize given the education debates on Capitol Hill.

WHERE:

Choose a convenient place for the letter-writing party. Perhaps it can take place on-site at an afterschool program at a time when most parents come to pick up their kids. Or maybe community members can gather at a community center, library or someone's home. Or use the meeting space where parent groups, advisory boards or civic groups usually gather.

WHY:

Everyone has a vested interest in afterschool programs. Afterschool has direct benefits for the youth involved, the families that depend on programs to provide safe and constructive places for their children while they work, and the community at large with reductions in juvenile crime and increased educational opportunities for youth. A letter-writing party presents an opportunity to let the voices of your community be heard by policy makers. Policy makers don't know how worthwhile afterschool programs are unless people tell them. Remember, they work for you and represent your interests. Let them know afterschool is important.

HOW:

The most efficient way to involve people in a letter-writing party is to present information about afterschool in your community and get letters written in one sitting. Here are some tips for organizing a letter-writing party:

• Invite people you know are interested in helping kids. Call your friends, relatives, colleagues and community members. Or write up an invitational handout letting people know how important their letters are in determining future funding and support for afterschool. Their voices count! They are the ones who have experienced first-hand the benefits of afterschool. This is their chance to tell their story and know that it will be heard.
• Provide refreshments if possible (maybe there's a local grocery store, deli or café willing to donate). If you are able to provide refreshments, be sure to tell people when you invite them.
• Have a sign-up sheet so you can contact participants in the future. Also urge those interested in learning more about the national afterschool movement and/or the Afterschool Alliance to visit our website for up-to-date policy news, afterschool research and upcoming events. On our website they can also pledge their support for afterschool and be added to our mailing list.
• Before the meeting, print up enough Sample Letters for everyone who will attend so people can use them to structure their letters. They can handwrite their letters or use computers (if available). It is essential that they include their name, address and phone number on the letters.
• Be sure to provide contact information for the policy makers representing your community. Use www.house.gov/writerep/ or www.senate.gov to look up the policy makers and make several copies for people to use when writing letters. You may also want to share some of the information from our Policy News page so that people can find information about what they want to say to their policy makers.
• Provide pens, paper, envelopes and stamps, if possible. Perhaps these materials can be donated from an office-supply store or local company willing to make a donation to help support afterschool programs. After attendees address and stamp the envelopes, collect them and put them in the mail. Try to urge attendees to complete the letters before they leave the meeting - it may be difficult for them to find time once they leave.