Setting up a site visit: Insights from an afterschool STEM program leader

Photo courtesy of Scientific Adventures for Girls

By Amy Miller, Executive Director, Scientific Adventures for Girls.

Scientific Adventures for Girls is an afterschool and summer STEM enrichment program that provides hands-on, project-based learning. Our programs encourage dialogue, interdisciplinary thinking, and playful discovery, and 83 percent of girls who participate report getting excited about STEM.

Having served more than14,000 children and families in the San Francisco East Bay area through afterschool and summer programs, we realized we must connect with our elected leaders not only to share about our programs but to invite them in so they can see for themselves.

Interacting with state and federal government officials can seem daunting at first. These are the people you see on the news speaking about the issues that shape our communities. What I've learned, however, is that while elected officials themselves are busy, their teams are eager to engage — and surprisingly easy to connect with. I hope the following example empowers you to reach out to your own representatives. After all, it is literally their job to know you and your community.

The organization I lead serves western Contra Costa and Alameda counties in the San Francisco East Bay. Given our region's population, we are represented by several federal and state officials. I began with federal offices, then circled back to state and county representatives. At the federal level, I contacted the offices of California's senators and our House representative — Padilla, Schiff, and Simon. My goals were threefold: build awareness of our program, create opportunities for representatives to meet the children and families they serve, and underscore the importance of afterschool and STEM programs — and the federal funding that makes them possible.

Step 1: Make contact

Contact information for every government official is available on their website. When reaching out to a local field office via email, I introduce our program, include a link to our website and a short video, and invite them to join us for an afternoon. I have never had an email go unanswered. Every office was willing to send at least one staff member to a program visit. The only logistics required: a calendar invite with the address, parking instructions, and check-in details. I greeted each visitor out front and walked them to the classroom — using that time to set the scene for what they were about to experience.

Step 2: Let the program speak for itself

The only internal preparation needed was a heads-up to program staff. They did what they do best — engaging students, running activities, and building a sense of belonging in the classroom. When the moment felt right, staff introduced themselves to the visitor and invited them to join in: making slime, building with LEGOs, or launching rockets. Students' natural curiosity did the rest, sparking genuine questions about who the visitor was and why they were there. Photos were taken with permission, and the representative headed out energized.

Step 3: Share the impact

Use the visit to highlight what makes your program matter — the outcomes, the community need, and how continued support ensures it thrives. A few clear, compelling statistics go a long way. Representatives often ask great questions that guide the conversation naturally. Many share their own backgrounds and may mention relevant opportunities like earmarks or upcoming events.

Step 4: Follow up

Send a thank-you email within a day or two. Reinforce your appreciation, recap key points from the visit, and extend any additional invitations in writing.

There is no perfect formula here. Representatives genuinely enjoy meeting the people they serve — and they welcome good news about programs making a difference.

I hope this serves as inspiration, and you will also reach out to your local, state, and federal representatives to invite them into your program, sharing with them how their decisions can make a lasting impact for youth, educators, and the communities they serve.