Organizing a Reception for Your Congressional Delegation Toolkit May 2009
Organizing a Reception for Your Congressional Delegation - Page 2 Overview of Congressional Delegation Receptions What is a Congressional Delegation Reception? A Congressional Delegation Reception is a reception for the Members of Congress (Senators and Representatives) who represent your State. Many have found it successful to organize a reception in conjunction with the Annual Conference of the National Alliance to End Homelessness. This is a time when a large number or a larger than usual number of people from your state are in Washington, DC, at the same time. A Congressional Delegation Reception is effective because: It demonstrates to Members of Congress and their staff that there is widespread support for Congressional action on federal policy to prevent and end homelessness due to the number and diversity of people present at the reception, It offers conference participants from your State an easy way to participate in lobbying, advocacy or educational events with Members of Congress - more people can attend a reception than can attend a Congressional meeting, and It gives you the opportunity to publicly thank Members of Congress for their past action on federal policy to prevent and end homelessness and educate them on local accomplishments and challenges and additional action needed on federal policy. When should I have a Congressional Delegation Reception? The 2008 Annual Conference of the National Alliance to End Homelessness is scheduled for Wednesday, July 29 Friday, July 31. The best time for a Congressional Delegation Reception is either Thursday, July 30 after 5:00 pm or Friday, July 31 after 1:30 pm. Receptions can be held for one, one and a half or two hours. When should I organize a Reception versus regular Hill Visits? Capitol Hill Day is held on the Friday afternoon of the conference; this is a time when one to six people from a State or Congressional district have meetings with Members of Congress and Congressional staff in their Congressional offices. If you have more than six people who want to participate in Hill Visits OR if you want more than six people to participate in Hill Visits, you might want to consider organizing a Congressional Delegation Reception. The key to a successful reception is the attendance of a critical number of people from your state the Senator s or Representative s constituents. The general rule is to have at least 25 people from your state (constituents) at the reception, though if you are from a small state that is far from Washington, a critical number could be 10 people! The more constituents who agree to attend the reception, the more likely a Senator or Representative will attend. The more people the better! In 2007, our New Jersey contingent brought several buses of people to Washington, and over 100 people attended. As a result, both Senators themselves, half of the Representatives, and Congressional staff from every office attended the event. How do I organize a Congressional Delegation Reception? This toolkit provides concrete steps - complete with a checklist, a timeline, and sample invitations - for organizing a Reception for your Congressional Delegation. It does take some work, and Alliance staff is more than willing to help you in this endeavor.
Checklist by Task Logistics Location, Food, Etc. Pick a date and time for your Reception. If you are scheduling your Congressional Reception in conjunction with the Annual Conference of the National Alliance to End Homelessness, the best date and time for your reception is Thursday, July 30 after 5:00 pm or Friday, July 31 after 1:30 pm. You might choose to host a reception for one hour, an hour and a half, or two hours. You should identify a date and time that will not conflict with other conference activities to ensure maximum participation by as many conference participants from your state as possible. While we believe that your reception is THE most important event at the conference, many conference participants will not want to miss out on workshops, speeches, and other conference activities. Before you choose a date and time, check the availability of the Members of Congress you hope will attend to identify a date and time that is mutually convenient. Ask one of your Congressional offices to reserve a room for your event on Capitol Hill. In order to reserve a room on the Hill, you need a Congressional office to reserve a room for you. Simply call one of your Congressional offices and ask if they will reserve a room. You want to hold your event on Capitol Hill to make it as easy as possible for Members of Congress and Congressional staff to attend. Reserving a room on the Hill does NOT mean that the Congressional office is officially sponsoring or hosting the event. If you would like a particular Senator (s) or House Member(s) to officially sponsor the event, you need to ask permission. You do not necessarily need a host or sponsor but may choose to have one.
Organizing a Reception for Your Congressional Delegation - Page 4 Catering You can get the phone number for the Senate and House caterer through the Congressional office that is finding a room for your event. You must go through the Congressional office to speak with the caterer. Note that the Senate and House caterer is quite expensive but it is easier to go through the in-house caterer for logistical reasons. In addition, you are often required to use the in-house caterer. But check with your sponsoring Congressional office for all the details. Ethics Rules New Congressional ethics rules have made what Congressional staff can accept from private and non-profit organizations confusing, including attending receptions and briefings. Because it is confusing, Congressional staff are sometimes nervous about attending these types of events and might decide that it is best not to risk it. Your safest bet is to talk to the Congressional office / staff with whom you are working to organize the event and ask if you or he / she should talk to the Ethics Committee. You might need to add language to your event invitation to let Congressional staff know your event follows the ethics rules. Inviting Members of Congress and Staff Fax an invitation to your entire Congressional Delegation. Sample Invitation Available (See Appendix)! For the most part, it will be Congressional staff attending your event. However, it is important for your relationship building advocacy strategies to convince one or more Members of Congress to attend the event; it is also very exciting to your conference participants for a Member of Congress to attend. Before you choose a date and time, check the availability of the Members of Congress you hope will attend to identify a date and time that is mutually convenient. Follow up with the Scheduler to get Members themselves to the event. The Scheduler is the staff person who is responsible for the Senator s or Representative s schedule. It is likely that you will not get a definitive answer immediately; just keep calling.
Organizing a Reception for Your Congressional Delegation - Page 5 While the Scheduler is the staff person that keeps the Senator s / Representative s schedule, it is helpful if you also call the staff person in the office whom you know and / or who handles housing and homelessness issues. Let the staff person know that you have invited the Senator / Representative to the event and ask if they can help ensure this event gets on the Member s schedule. Ask your fellow conference participants (and also colleagues not attending the conference) to fax and email letters asking that the Senator/Representative and Congressional staff attend the reception. Sample Letter Available (See Appendix)! The main reason that Congressional Delegation Receptions work is due to the number of constituents who attend the event and communicate to the Congressional office. The more people who communicate their desire to see the Senator / Representative in person at the event, the more likely a Senator or Representative her or himself will attend the event. Personally follow up with Congressional staff. Congressional staff are incredibly busy and get many requests coming across their desk every day. Be different make a personal contact. You re more likely to convince someone to attend if you take the time to make a phone call. A personal call lets someone know that their attendance is important to you. Make follow up calls to those Congressional staff who did RSVP to remind them of the event. Even if people have already committed to attending, you should remind people of the event. This also tells them that their attendance is important to you!
Organizing a Reception for Your Congressional Delegation - Page 6 Inviting Your Colleagues (Fellow Conference Participants) Email an invitation or flyer to your colleagues so they can save the date for the reception. Sample Invite Available (See Appendix)! You need to make sure that you have a good number of your fellow conference participants at the event to make it work. Ask Alliance staff for updated lists of conference participants from your state so you can send them the reception invitation. Personally follow up with your colleagues attending the Alliance conference to make sure they received the invitation and to collect RSVPs. People do not always see emails. Make sure they make note of the event by calling them. A personal call lets someone know that their attendance is important to you. Make follow up calls to those conference participants who did RSVP to remind them of the event. Even if people have already committed to attending, you should remind people of the event which also tells them that their attendance is important to you! Convene a meeting with conference participants to prepare for the reception. The Alliance has set aside blocks of time and rooms for you to meet with your state on the Tuesday evening of the conference to prepare for receptions. (If you are holding your reception on Thursday evening, inquire about another time to get together to prepare.)
Organizing a Reception for Your Congressional Delegation - Page 7 It is a good idea to set aside a time to prepare for several reasons. First, a meeting about the reception may encourage more people to join the actual reception when they understand the purpose. Second, it is important for reception attendees to know that there is an agenda and the event is scripted. You want to stay on message; you do not want people taking up time during the event with items on which the group has not agreed. The Agenda Identify speakers and create an agenda. Sample AGenda Available (See Appendix)! Consider Members of Congress, those who have experienced homelessness, service providers, local or state government officials, advocates and people whom the Senator (s) and Representative (s) already know as speakers at the event. You want to make sure to have time for all Members of Congress to speak at the event, even if they are not on the agenda as official speakers. You can do this by designating a time on the agenda or by making sure the emcee of the event asks Members of Congress who are present to speak. Note: It is unusual for Congressional staff to speak at this type of event although it can be done. Just remember that if you have not asked Congressional staff to speak ahead of the time, they will not expect to speak and do not need to speak. Speakers need to be brief! If your reception is an hour long, you might select 4 speakers to each speak for 5-7 minutes with time for questions and discussion at the end. This is a reception and you certainly want to leave time for mingling, eating and drinking! Prioritize those with the experience of homelessness as speakers. How To Tell Your Story Available (See Appendix)! This point is so important that it has its very own bullet! Those with the experience of homelessness - supportive or permanent housing tenants and residents, homeless services clients and consumers have the most powerful stories to tell during your Reception. Elected officials and others say, time and time again, that it is the story of a person who has experienced homelessness that is the most effective part of an event or a Hill Visit.
Organizing a Reception for Your Congressional Delegation - Page 8 Ideally, the person will tell a story of success and talk about a program that has helped end his or her episode of homelessness and how. Preparation is important just as it is for all of the speakers at your event. See How to Tell Your Story for helpful hints on how to make this part of the reception most effective. Prepare schedule a conference call or in person meeting prior to the event to do a run through. Preparation is important. You want to make sure that everyone is on message, each presentation adds to the other, and everyone knows to be brief! It is wise to script out the event as much as possible. Assist Members of Congress with their remarks. You may be asked to assist a Member of Congress with his or her remarks at the event. This is a common request. If not asked, you could call the Congressional staff with whom you are working and ask if you can be of assistance with any information to prepare the Member for her / his speech at the reception. Bring materials that illustrate the points you are making at the reception. Bring any brochures, reports and data from your local community and local programs. Distribute any federal policy information (the Alliance can help you as needed), particularly on the issues on which you will be speaking. During Your Reception Request that speakers arrive at least 15 minutes prior to the start time. You want to make sure that everyone is at the event on time so you can start on time.
Organizing a Reception for Your Congressional Delegation - Page 9 Ask conference participants to arrive at least 15 minutes prior to the start time. You do not want an empty room when a Senator or Representative arrives. Have a sign in sheet and materials available at the door. Sample Sign In Sheet Available (See Appendix)! You want to know who attended particularly so you can follow up with those who did and did not attend. Stick to the agenda and stay on time. Members of Congress have very busy schedules; they may not have much time to spare when they attend your reception and / or they may be late. It is critical to understand from the Member him or herself or their staff how much time they have. And if a Member is late, be flexible! If the Member was supposed to do the welcome, start the event on time and then allow the Member time to speak when s/he arrives. After the Event Drop by Congressional offices of those who did not attend. Leave the packet of materials at the front desk or inquire whether the person is available. Send a thank you letter to those Members of Congress and Congressional staff who attended and follow up on any policy requests in this letter and with a personal call after the event. Do not let this event be the end of your relationship with Members of Congress and their staff. Follow up and additional planned activities (letter writing, in person meetings, etc) are critical.
Organizing a Reception for Your Congressional Delegation - Page 10 Report the results of the event to your fellow conference participants. One of your goals for this event should be the inclusion and engagement of your colleagues in Congressional educational and advocacy activities. You should let them know how their attendance at the event helped move federal policy to prevent and end homelessness!
Organizing a Reception for Your Congressional Delegation - Page 11 Checklist by Due Date (The Timeline) When 5 or 6 Weeks Prior to your Event What Call Congressional office of Member (s) of Congress you want to attend the event and inquire about their availability 5 or 6 weeks Prior Call Congressional office and request a room to be reserved for your Reception 4 Weeks Prior Finalize the date, time and location for the event 4 Weeks Prior Draft agenda for the event and recruit speakers 4 Weeks Prior Call the caterer Sample Available (See Appendix)! 4 Weeks Prior Send an invitation to those people in your state who you know or you expect will attend the National Alliance Conference Sample Available (See Appendix)! 3 Weeks Prior Fax or email invitation to Members of Congress and Congressional staff Sample Available (See Appendix)! 3 Weeks Prior Follow up with the Scheduler two days after sending the invite to the Members that you want to attend and speak at the event 3 Weeks Prior Identify materials to distribute at the event and begin creating them 2 Weeks Prior Ask fellow conference participants to fax and / or email letters to the Congressional offices urging the Members of Congress and Congressional staff to attend the event Sample Available (See Appendix)! 2 Weeks Prior Personally call Congressional staff to ensure that they received the faxed or emailed invitation and to make sure they are considering attending 2 Weeks Prior RSVP deadline for conference participants attending the event you want to make sure you have at least 25 people who agree to attend, hopefully many more! 1 Week Prior RSVP deadline for Congressional staff
Organizing a Reception for Your Congressional Delegation - Page 12 When What 1 Week Prior Call Congressional staff who have not RSVP ed 1 Week Prior Conference call to finalize agenda and discuss message and comments of each speaker 1 Week Prior Finalize materials 1 Week Prior Finalize catering 2 Days Prior Copy materials for the Reception 2 Days Prior Send a reminder email or make reminder calls to those conference participants who already RSVP ed to remind them to attend 2 Days Prior Make reminder calls to those Congressional staff who have already RSVP ed to make sure they do attend! While in Washington During your Event Schedule your prep session with the conference participants. The Alliance has set aside time the Tuesday evening of the conference for states to get together and prepare for Receptions and Hill Visits. Ask for a room and let your conference participants know. Arrive early to make sure the room is set up correctly. Ask speakers and reception attendees (your fellow conference participants) to arrive at least 15 minutes prior to the event. Set up materials and a sign in sheet outside the door, if possible. Stick to the agenda and stay on time. Have fun! After Your Event Drop materials off at the Congressional offices that did not send representatives to the event. Send thank you notes and follow up on policy requests to Members of Congress and staff who attended. Report the results of the event to your fellow conference participants so they understand the impact of their attendance at the event.
Organizing a Reception for Your Congressional Delegation - Page 13 Appendix A Sample Invite I for Members of Congress and Congressional Staff PUT ON YOUR LETTERHEAD The Honorable U.S. Senate / U.S. House of Representatives Washington, DC (Senate Zip Code is 20510; House Zip Code is 20515) Attn: Scheduler and (Staff person who works on homelessness issues) FAX: DO NOT MAIL THIS LETTER. FAX IS BEST. Dear Representative / Senator, On behalf of (ORGANIZATION (S)), I would like to invite you to a reception with (ESTIMATED NUMBER OF PARTICIPANTS) of your constituents who will be in Washington, DC, for a national conference on ending homelessness, preferably (DATE/TIME) but we can be flexible depending on your schedule. We would like to honor your leadership on federal initiatives which allow communities to move closer towards their goal of ending homelessness. We would especially like to thank you for (THANK HIM/HER FOR SOMETHING SPECIFIC THEY HAVE DONE, EX: CO-SPONSORED LEGISLATION OR VISITING YOUR PROGRAM). We would also like to take this opportunity to brief you on the progress being made in (CITY/STATE) to implement solution-focused strategies for ending homelessness. (INCLUDE LOCAL INFORMATION ABOUT HOW YOUR COMMUNITY IS MAKING PROGRESS. EXAMPLES INCLUDE: YOUR COMMUNITY S TEN YEAR PLAN TO END HOMELESSNESS YOUR PROGRAM S ACCOMPLISHMENTS, HOW MANY PEOPLE YOU HAVE SERVED, HOW MANY PEOPLE HAVE BEEN RE-HOUSED A STORY ABOUT A FAMILY THAT IS NO LONGER HOMELESS INTERESTING PARTNERSHIPS) The group would like to discuss the impact of specific federal policies on our community and ask for your continued support of policies and programs that enable homeless people to make positive changes in their lives. We truly hope you are able to attend the reception on (DATE/TIME). I will follow up with your scheduler in the next few days. Sincerely,
Organizing a Reception for Your Congressional Delegation - Page 14 Sample Invite II for Members of Congress and Congressional Staff June 14, 2009 The Honorable John Larson U.S. House of Representatives 1419 Longworth House Office Building Washington, DC 20515 Attn: Jackie Primeau and Caroline Rose FAX: 202-225-1031 Dear Representative Larson, On behalf of the Partnership for Strong Communities, the CT Coalition to End Homelessness, and the Corporation for Supportive Housing, we would like to invite you to a roundtable and reception with 40 tenants, providers and advocates from Connecticut, including many from the 1st Congressional district, who will be in Washington, DC, for the National Alliance to End Homelessness annual conference. The event will be held in Room B369, Rayburn House Office Building on Thursday, July 30, 2009, and is tentatively scheduled for 5:00 p.m. to 6:00 p.m., but we will confirm the date next week. We would like to honor your support of federal initiatives which allow communities to move closer towards their goal of ending homelessness and take this opportunity to brief you on the progress being made in Connecticut, both in creating successful supportive housing and in building the political will for more and the difficult challenges we will continue to face without critical federal help. The Reaching Home campaign has transformed the conversation about homelessness in Connecticut and has raised supportive housing as a priority for the Governor and other public officials, as well as a widening number of constituencies. Reaching Home is a state-wide campaign that is staffed by the Partnership for Strong Communities which is a policy arm of The Melville Charitable Trust. The event agenda will include powerful testimonials by formerly homeless people who have had their lives restored by supportive housing. The meeting will also feature representatives of the Reaching Home Campaign who will describe the progress we have made in Connecticut to date. And we hope that, if you are able to attend, you will make some brief remarks as well. The group would like to ask for your continued support of policies and programs that enable homeless people to make positive changes in their lives. We truly hope you are able to attend the reception on Thursday, July 30. Natalie Matthews, CT Coalition to End Homelessness, follow up with your scheduler in the next few days. Sincerely, Diane Randall Director Partnership for Strong Communities Kate Kelly Campaign Manager Reaching Home Campaign cc: Natalie Matthews, HMIS Statewide Director, CT Coalition to End Homelessness
Organizing a Reception for Your Congressional Delegation - Page 15 Appendix B Sample Letter for Conference Participants to send to Congressional Offices Encouraging Attendance at the Event Purpose: Ask your fellow conference participants who plan to attend the reception AND your colleagues in the state (even if they are not attending the Alliance Conference and Congressional Delegation Reception) to send letters to the Congressional offices encouraging both Members of Congress and Congressional staff to attend the event. The more people who send letters, the more likely a Senator or Representative him or herself will attend the reception! ON YOUR LETTERHEAD The Honorable U.S. Senate / U.S. House of Representatives Washington, DC (Senate Zip Code is 20510; House Zip Code is 20515) Attn: Scheduler and (Staff person who handles homelessness issues) FAX: DO NOT MAIL THIS LETTER. FAX IS BEST. Dear Senator / Representative, I would like to follow up on an invitation sent by (LIST NAME OF ORGANIZATION (S) WHO SENT THE FORMAL INVITE) and ask you to attend a reception for your constituents who will be in Washington, DC, for a national conference on ending homelessness. (IF YOU ARE ATTENDING THE CONFERENCE, SAY SO HERE.) I hope you will attend the reception so we can thank you for your support of ending homelessness in (CITY / STATE) and ask you for your help. *INCLUDE A PERSONAL STATEMENT FOR WHY THE MEMBER S ACTIONS ON PREVENTING AND ENDING HOMELESSNESS ARE IMPORTANT TO YOU. *IF YOU HAVE THE EXPERIENCE OF HOMELESSNESS, TALK ABOUT IT HERE. * TALK ABOUT ANY PERSONAL OR PROFESSIONAL ACCOMPLISHMENTS IN THE AREA OF ENDING HOMELESSNESS. * TALK ABOUT ANY FEDERAL POLICY INITIATIVES THAT ARE IMPORTANT TO YOU AND YOUR WORK TO END HOMELESSNESS Thanks again for your leadership on the issue of ending homelessness. Sincerely,
Organizing a Reception for Your Congressional Delegation - Page 16 Appendix C Sample Invitation and Flyer for Your Colleagues I Please join a Reception for our Pennsylvania Congressional Delegation When: Thursday July 30,, 2008, 5:00 7:00 pm Where: Rayburn House Office Building, Rm 2109 Who: The Pennsylvania Congressional Delegation and You - National Alliance to End Homelessness Conference Participants from Pennsylvania Why: So many of us are in Washington, DC, at the same time for the national conference on ending homelessness. Our greater numbers increases the likelihood of getting to meet Senators and Representatives in person. We have a lot of work to do to educate our Congressional Delegation on what is happening throughout the state of Pennsylvania to encourage them to become leaders on the issue of preventing and ending homelessness. Your participation is critical. We need as many constituents from f Pennsylvania as possible to convince Members of our Congressional Delegation to attend the reception. RSVP by DATE to: Email Joyce at joyce@pahomeless.org
Organizing a Reception for Your Congressional Delegation - Page 17 Sample Invitation and Flyer for Your Colleagues II Please Join Us for the Connecticut Congressional Roundtable on Ending Homelessness Rayburn House Building, Room B369 (1 st floor of the building) Enter through the Independence Avenue Entrance Thursday, July 30, 2009, 5:00 p.m. 6:00 p.m.* Reception to Follow *Please plan to arrive by 4:45 p.m. so we are ready to greet our Congressional delegation when they arrive at 5:00 p.m. The Rayburn Building is about a 30 minute walk or 10 minute cab ride from The Hyatt Regency Washington on Capitol Hill. Please allow for a few extra minutes to go through security at the entrance to the Rayburn Building. When you arrive at the Hyatt for the conference, maps of the Capitol Hill area, including the Rayburn Building, will be available at the National Alliance to End Homelessness Advocacy table in their Lobby Day Packets. Questions? Call Kate Kelly, XXX (cell) or Natalie Matthews XXX (cell)
Organizing a Reception for Your Congressional Delegation - Page 18 Appendix D Sample Reception Agenda I Connecticut Congressional Roundtable on Ending Homelessness July 30, 2009, 5:00 6:00 p.m. Rayburn House Building, Room B369 Welcome, Introductions & Recognition of Congressional Delegation Connecticut Perspective The Impact of Supportive Housing Carol Walter Executive Director CT Coalition to End Homelessness Janice Elliott Managing Director, Program Support Corporation for Supportive Housing Introduced by Margaret Peabody Board Member CT Coalition to End Homelessness Sue Ellen Justice Resident The Connection, Inc. Rick Lewis Resident Windham House Beverly Valdes Resident Crescent Apartments Ending Long-Term Homelessness Remarks from Members of Congress Natalie Matthews HMIS Statewide Director CT Coalition to End Homelessness Kate Kelly Reaching Home Campaign Manager Partnership for Strong Communities Closing
Organizing a Reception for Your Congressional Delegation - Page 19 Sample Reception Agenda II 1. Welcome and Introductions Event emcee welcomes everyone, makes note of the presence of Members of Congress themselves, states purpose of event and gets the event going. 2. Member (s) of Congress Remarks You can choose to have Members of Congress speak towards the beginning, the end or both. If there is a Member of Congress who has been a particular champion, you might ask that Member to speak early in the agenda. 3. State and Local Accomplishments in Preventing and Ending Homelessness Personal Stories of Accomplishment (Tenants and Consumers Share) Program and Community Accomplishments (Service Providers, Advocates, Local and State Government Representatives or Other Community Leaders Share) 4. What s Still Needed Local Data on the Need Federal Policy Ask (pick 1-3 requests) 5. Member (s) of Congress Respond You can choose to have Members of Congress speak towards the beginning, the end or both. You may decide that you want Members of Congress to hear the program before speaking. 6. Questions and Discussion * You may want to leave extra time at the end of the event for mingling and eating!
Organizing a Reception for Your Congressional Delegation - Page 20 Appendix E How To Tell Your Story For Those with the Experience of Homelessness Story telling is a powerful advocacy tool! Telling Your Story Advocate in your own words Whether you are homeless or have been homeless, you are a service provider or represent local government, telling your story makes homelessness and solutions to homelessness real. Stories leave lasting impressions and provide a perspective frequently not heard by elected officials. Policy makers are impressed by real-life examples of how federal policy impacts real people and individual and organizational successes. Tips for Effective Storytelling: o Who should tell stories? Homeless or formerly homeless people, homeless service providers and local government officials should all tell stories of success in ending homelessness. o Keep it personal! You do not need to be a policy expert to impact public policy. Tell your own story of success and how a specific program or policy can help more people like you or people in your community. o Match the story with the policy issue. For example, if your policy issue involves supportive housing, tell a story about how permanent supportive housing works and why supportive housing resources should be expanded. o Know your audience. Stories should emphasize different things depending on what the person you are talking to cares about. For example, if they have a history of supporting children s issues then tell a story about how the policy impacted a family or a child. o Focus on success! People are attracted to people and programs that succeed. Describe how you or a client moved beyond homelessness with the help of a local program. If you focus on difficulties or what you are unable to do this often sounds like whining. o Describe your emotions. Describe the impact this program or policy issue has had on your life. o Keep it Local. Relate your story to how the issue impacts your city and what your program would specifically do with additional resources (e.g. create 50 new units of permanent supportive housing). o Keep it short!
Organizing a Reception for Your Congressional Delegation - Page 21 Appendix F Sample Sign-In Sheet Make sure you make the boxes large enough so people can easily and clearly write their contact information. Please print clearly! NAME OFFICE OF PHONE EMAIL