Congressional Tour Guide for Industrial Hemp Operations Showcase Your Operation and Build Relationships
NIHC’s Guide to Successful Congressional Tours of Industrial Hemp Operations Conducting tours of industrial hemp operations for members of Congress and their staff is a great way to build relationships for your company and increase support for policies that support and promote growth of industrial hemp. These visits also provide excellent opportunities for legislators to meet with their constituents, hear the success stories and struggles that operations face, and see firsthand how their policies work in real life. Facility tours educate legislators on the importance of industrial hemp’s role in the
economy. These visits can also provide excellent press opportunities for your company. Better yet, the member of Congress will remember your role in the community and your hospitality. This guide will help you plan, prepare for, and conduct a successful tour to ensure your experience is as effective as possible. You’ll find a simple yet thorough checklist to follow to ensure your tour runs smoothly. Tours paint the perfect picture of the industrial hemp industry at work.
CHECKLIST FOR TOURS ............................................................................................................................................................................. 1 Set Up the Tour
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Plan for the Media ............................................................................................................................................................................ 4 Organize the Tour ............................................................................................................................................................................. 6 Assemble Education Displays and Literature ................................................................................................................ 7 Prepare for Arrival ............................................................................................................................................................................. 8 Conduct the Tour .............................................................................................................................................................................. 9 Follow Up After the Tour ............................................................................................................................................................ 10 SAMPLE INVITATION LETTER TO MEMBER OF CONGRESS ............................................................................................. 3 SAMPLE MEDIA ADVISORY ....................................................................................................................................................................... 5
National Industrial Hemp Council 1575 Eye Street, NW, Suite 300 Washington, DC 20005 USA +1.202.919.3750 info@hempindustrial.com www.nihcoa.com
Checklist for Tours SET UP THE TOUR
PREPARE FOR ARRIVAL
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Decide who to invite. Send the invitation (see page 3).
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Track and confirm RSVPs and follow up as necessary.
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Coordinate length of event with congressional staff. Distribute memo of visit to employees.
PLAN FOR THE MEDIA ▢ ▢
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Clear media participation/attendance with congressional offices. Draft a media advisory (see page 5). Prepare area for news media.
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Put together internal planning group, if necessary. Decide who will meet with the legislator. Craft legislator introduction.
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Provide directions to the location.. Welcome guests on arrival.
Provide safety equipment to tour guests, if applicable. Show legislator how your production line works. Let your visitors be active participants. Mention any prepared talking points during the tour.
FOLLOW UP AFTER THE TOUR ▢ ▢ ▢ ▢
Establish look and feel of welcome area.
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Reserve a room for the guests to address your staff.
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Create name badges for guests and staff.
Determine what machinery will be in operation.
CONDUCT THE TOUR
Prepare a message from the CEO.
ORGANIZE THE TOUR ▢
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Designate a note taker.
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Send thank-you note to guests. Thank your own staff. Send photos to members of Congress. Tell the NIHC about the tour. Provide press coverage. Use social media to recap the tour. Continue to communicate with the legislator post-event.
Determine required safety equipment. Brief tour guide(s). Craft tour script. Hire/designate photographer. Prepare an information package. Research legislator’s background. Research talking points, your company story, current events, legislative tasks, etc. Prepare a map of the tour route. Write out questions for the legislator.
ASSEMBLE EDUCATION DISPLAYS & LITERATURE ▢ ▢ ▢ ▢
Determine product display, if applicable. Gather company literature and background materials. Display NIHC materials, if appropriate. Provide list of attendees’ names and companies.
CHECKLIST FOR TOURS
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Set Up the Tour DECIDE WHO TO INVITE Is this a visit for candidates, other members of Congress, or congressional staff? Consider starting with a local or state staff person and working up to a visit from an elected official. A staff-level visit can be just as important as a member visit. SEND THE INVITATION Send a letter to the candidate and staff explaining who you are and what you would like to showcase. Include directions to the location, as well as a requested amount of time. When inviting a legislator for a tour, be flexible and allow for several options. Once a date is set, be prepared for last-minute schedule changes. See page 3 for a sample invitation letter. The ideal time to schedule a tour is during a recess period. They generally occur during the following holiday periods:
TRACK AND CONFIRM RSVPS AND FOLLOW UP AS NECESSARY Call the scheduler to make sure the invitation has been received. Make follow-up phone calls if the scheduler has not gotten back to you to confirm the legislator’s visit. Don’t be discouraged if a visit is not scheduled immediately. Be flexible and persistent. Invite him or her to drop by for a tour and cup of coffee the next time he or she passes through town. Most candidates will occasionally have a few minutes of free time during a busy campaign schedule. Leave the date openended, and the candidate may take you up on your invitation.
COORDINATE LENGTH OF EVENT WITH CONGRESSIONAL STAFF Once the scheduler confirms the legislator is able to attend, work out a length of time for the tour. Determine how much time the lawmaker has for the visit. The tour itself should last approximately 30–60 minutes.
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Martin Luther King, Jr. Day (mid-January)
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Presidents’ Day (mid-February)
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Easter/Passover (March or April)
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Memorial Day (late May)
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Independence Day (July 4)
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Summer (August through the week
DISTRIBUTE MEMO OF VISIT TO EMPLOYEES
after Labor Day)
Share the news with employees of the legislator’s planned visit and encourage them to attend.
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Rosh Hashanah (late September or early October)
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Yom Kippur (10 days after Rosh Hashanah)
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Columbus Day (early October)
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Veterans Day (early November)
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Thanksgiving
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Late December through early January
Arrange the tour around the legislator’s schedule. In addition to formal recesses, members of Congress are most likely to be in their home districts on Mondays and Fridays.
SET UP THE TOUR
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Sample Invitation Letter to Member of Congress SENT VIA [EMAIL/FAX] The Honorable John/Jane Doe United States House of Representatives/United States Senate Washington, DC 20515/20510 Dear Representative/Senator Doe: I am writing to invite you to participate in a tour of industrial hemp production here at [company name]. As a member of the National Industrial Hemp Council (NIHC), we encourage every member of Congress to visit the operations of their local manufacturers for the opportunity to see why “Manufacturing Means Jobs!” [Insert information describing your company in two to three sentences. Include the number of employees.] This tour is an informal opportunity for you to see our operation and speak candidly with our employees. The format usually calls for the tour, brief refreshments, open discussion with our employees (including a question and comment period) and a photo opportunity. We expect the entire event to take no more than 60 minutes. Here are some suggested dates and times: [Insert Day, Month, Date—suggested time frame] [Insert Day, Month, Date—suggested time frame] [Insert Day, Month, Date—suggested time frame] We sincerely hope you will accept our invitation to participate. Please let me know at your earliest convenience if one of these dates is convenient. If not, please feel free to suggest alternative dates or call or e-mail me directly at (PHONE) or (E-MAIL). Thank you and I look forward to welcoming you in the near future. Sincerely, [Your Name] [Your Title]
SAMPLE INVITATION LETTER TO MEMBER OF CONGRESS
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Plan for the Media CLEAR MEDIA PARTICIPATION/ATTENDANCE WITH CONGRESSIONAL OFFICE Once the congressional office approves media attendance, contact your local media outlets, including large daily newspapers, as well as local weeklies. Offer to send your own report and photos to the paper.
PREPARE AREA FOR NEWS MEDIA Arrange for an area outside of your facility for presentations, ribbon-cutting (if appropriate), and informal discussions with the news media. This area should be in front of your company’s signage or logo. PREPARE A MESSAGE FROM THE CEO
Prepare an “op-ed” or letter to the editor from CONTENT FOR NIHC MEMBERS ONLYon an issue your CEO to your local newspapers
DRAFT A MEDIA ADVISORY, IF DESIRED
Once the date is set, draft a media advisory containing the date, time, specific location, parking accommodations and lighting requirements, if any (see page 5 for a sample media advisory). Note whether the tour itself is open for press coverage and if the legislator will take questions after the tour. Give the location.
related to the legislator’s visit. Better yet, arrange
[MEMBERS, CLICK HERE] a meeting with the newspapers’ editorial boards seeking support for your position. Reach out to local radio stations for an interview.
E-mail the draft to the legislator’s local press officer for approval. When approved, fax or email the advisory along with a press kit and company information to everyone on your press list.
PLAN FOR THE MEDIA
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Sample Media Advisory MEDIA ADVISORY [Date]
WHAT:
[COMPANY NAME] TO HOST [LEGISLATOR’S NAME] FOR EDUCATIONAL TOUR OF LEADING INDUSTRY HEMP ORGANIZATION
[Company Name] will host [Legislator’s Full Name, Title] for a tour of its [farm/facility/processing operation]. The visit will highlight the opportunities and challenges facing today’s industrial hemp industry. Media will have the opportunity to see [insert 2–3 specific tour highlights, e.g., fiber crop harvesting, seed cleaning, processing equipment, product demonstrations]. This is an open press event for registered credentialed media.
CONTENT FOR NIHC MEMBERS ONLY [MEMBERS, CLICK HERE]
WHO:
The tour will include [Legislator’s Full Name, Title], [Company Executive(s) and Title(s)], and [Name all other attendees that will be available to the press]. WHERE: The event will take place at [Facility or Farm Name], located at [Street Address, City, State, ZIP]. WHEN: [Day of the week, Month, Date, Year] from [Start time – End time, include time zone]. WHY: The tour is an opportunity to demonstrate how industrial hemp supports local job creation, rural economies, and innovations. It will also give [Legislator’s Last Name] a firsthand look at how hemp operations contribute to [state/region] and the broader U.S. economy. ADDITIONAL INFORMATION: [Company Name] in [City, State] is proud to host this visit as one of the state’s leading hemp [farms/ facilities/processors]. The company looks forward to showing [Legislator’s Last Name] its operations and sharing perspectives from the ground level. For more information and to register, contact: [Include local contact name, title, phone, email and website, if applicable.] [Company Name] is a member of the National Industrial Hemp Council (NIHC), the nation’s largest trade association uniting growers, processors, manufacturers, and policymakers to create a marketplace built on consistency, transparency, reliability, and consumer trust. [Include social media handles for the company]
SAMPLE MEDIA ADVISORY
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Organize the Tour PUT TOGETHER INTERNAL PLANNING GROUP, IF NECESSARY The planning group should be responsible for organizing the logistics of the tour.
DECIDE WHO WILL MEET WITH THE LEGISLATOR Don’t be concerned with party affiliation. After all, your intent is to develop a good rapport with public officials who may influence the future of your company and your industry.
HIRE/DESIGNATE PHOTOGRAPHER Have a photographer on hand to take pictures of your legislator’s visit. These photos are excellent opportunities to publicize the event and for the lawmaker to remember the visit.
Share your photos and visit report with NIHC so we can help you promote your event. Post your preand post-event news on LinkedIn so we can share it with industry followers.
CRAFT LEGISLATOR INTRODUCTION Decide who will provide remarks and the topics you want to cover in welcoming the legislator.
ESTABLISH LOOK AND FEEL OF WELCOME AREA Determine how you want the entrance to your operation to appear when your guest arrives. Think about the type of signage you want to use and whether any displays will be set up here or somewhere else.
RESERVE A ROOM FOR THE GUEST TO ADDRESS YOUR STAFF Determine the best room for the legislator to talk with your staff. Set up a podium and microphone if necessary and arrange seating. Determine if refreshments will be served.
CREATE NAME BADGES FOR GUEST AND STAFF Name badges are a must for your tour. Create name badges for your guest and any staff who accompanies him or her, as well as employees at your tour location.
DETERMINE REQUIRED SAFETY EQUIPMENT If your operation tour requires it, determine what safety equipment will be needed. These include construction helmets, goggles, gloves, etc.
BRIEF TOUR GUIDES Inform your tour guide(s) of what the tour will entail (what machinery, if any, will be shown on the tour, who the guest will meet with and where, the length of the tour, etc.).
PRECRAFT TOUR SCRIPT Write out an outline of what you hope to cover during the operations tour.
ORGANIZE THE TOUR
PREPARE AN INFORMATION PACKAGE Prepare materials for the legislator that emphasizes the benefits that industrial hemp operations bring to workers, suppliers and your area’s economy. Put together a onepager that highlights your company’s characteristics and accomplishments.
RESEARCH LEGISLATOR’S BACKGROUND Research your guest’s biographical, political, business, social, educational and legislative background and voting record to identify areas of common interest. Find out what committees and subcommittees your legislator is on and try to match your legislative agenda with his or hers. Visit nihcoa.com/advocacy to see NIHC recommendations to Congress.
RESEARCH TALKING POINTS, YOUR COMPANY STORY, CURRENT EVENTS, LEGISLATIVE ASKS, ETC. Educate the legislator on the great things manufacturing does. Share your personal stories and examples of how government regulations and policies, as well as partisan politics and red tape, all impact manufacturing and your workers. Don’t just talk economic data or statistics.
PREPARE A MAP OF THE TOUR SITE Consult with employees to determine a route for the tour, noting which areas contain top-secret information or any safety hazards. These areas should be off-limits to the legislator, staff and press.
WRITE OUT QUESTIONS FOR THE LEGISLATOR Include any questions that you want to ask your legislator. These can be questions on regulations and policies that are currently in effect, proposed legislation, manufacturing in general, etc.
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Assemble Education Displays and Literature DISPLAY YOUR PRODUCT
DISPLAY NIHC MATERIALS
Proudly display your product for your visitor to see. A special exhibit, promotional materials, and company literature will enhance their visit.
Displaying NIHC policy materials, literature, or posters serves as a reminder of your commitment to the shared future of industrial hemp.
GATHER COMPANY LITERATURE AND BACKGROUND MATERIALS This information helps tell the story of your business. Include details on your company’s history, philanthropic efforts, and employee news.
PROVIDE A LIST OF ATTENDEES’ NAMES AND COMPANIES This is great for networking and helps people match names with faces.
ASSEMBLE EDUCATION DISPLAYS AND LITERATURE
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Prepare for Arrival DESIGNATE A NOTE TAKER
WELCOME GUESTS ON ARRIVAL
Assign a team member to take notes on any discussions, if possible.
Greet officials at the designated area. In the event of rain, provide umbrellas if possible. Hand out name badges and prepare guests for the possibility of going through security before entering the location.
PROVIDE DIRECTIONS TO THE LOCATION Ensure your guests know what entrance to use; reserve a parking space for them. DETERMINE WHAT MACHINERY WILL BE IN OPERATION This is important, especially if you plan to highlight or show a particular piece of machinery during the tour.
PREPARE FOR ARRIVAL
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Conduct the Tour PROVIDE SAFETY EQUIPMENT TO TOUR GUESTS, IF APPLICABLE
MENTION ANY PREPARED TALKING POINTS DURING THE TOUR
Provide your guests with any items necessary for a tour, such as a construction helmets, safety goggles, or gloves.
You have an important story to tell, so prepare specific answers to expected questions, particularly about your company’s impact on your legislator’s district.
DEMONSTRATE YOUR PRODUCTION LINE Show your guests how your machinery works, how different items are put together, what new technologies are being used, and your workers’ overall productivity. LET YOUR VISITORS BE ACTIVE PARTICIPANTS If feasible without shutting down production lines, offer your visitors the chance to tour your entire workforce. Have the member of Congress do something “physical,” such as shake hands, participate in a ribbon-cutting, run a machine, examine your product, or look at a computer screen. These are prime photo opportunities.
CONDUCT THE TOUR
When developing your presentation, include success stories by discussing how the operation has improved and contributed to the community. Inform visitors about your company’s history, including total investment in facilities and equipment. Discuss the impact that legislation (both positive and negative) has on your company.
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Follow Up After the Tour A tour enhances mutual understanding between you and your elected official. To ensure they remember your company, follow-up efforts are crucial. SEND THANK-YOU NOTES TO YOUR GUESTS
SHARE PRESS COVERAGE
Write notes reiterating key issues discussed during the tour. Invite the legislators to return anytime. Consider inviting them to your company’s annual picnic or other outing.
Provide the legislator’s office with your company newsletter and other publicity the visit generated.
THANK YOUR OWN STAFF
Publish photos and details on your company’s social media platforms. Coordinate with the NIHC’s Communications team so we can help share your posts.
Recognize employees who contributed their time and expertise to make the tour a success. SEND PHOTOS TO MEMBERS OF CONGRESS Photos you send to members of Congress will often appear in a constituent newsletter and may end up on the legislator’s office wall or website. TELL THE NIHC ABOUT THE TOUR To help the NIHC assist other companies, let them know how the tour went. Send us press releases, photos, after-event report, and media coverage. Email your information to comms@hempindustrial.com and tag us on LinkedIn posts so we can share your success.
FOLLOW UP AFTER THE TOUR
USE SOCIAL MEDIA TO RECAP THE TOUR
CONTINUE TO COMMUNICATE WITH LEGISLATORS AFTER YOUR EVENT Offer the member substantive policy advice. Track how they vote on future legislation and express your thanks when they vote in favor of your positions.
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