Legislative Breakfast Toolkit
A suggested timeline for planning your breakfast

Click here for downloadable version of this timeline

August-October 

• Form a committee and choose a library to host the event.  Ideally, a host library is chosen one year before their event so they can learn from the current year’s host
• Contact the office of the Senator and/or Representative who represents your area to find a date for the breakfast that matches their availabilityBook breakfast date with host library facility
• We recommend considering Friday mornings in January or early February
• In addition, hosting a local event in December would align with the release of the Governor's budget and could be an effective way to draw attention to library funding issues
• Once breakfast is scheduled, inform MLA Legislative Committee (legislative@masslib.org).  The Committee will add your event to the statewide Legislative Breakfast Calendar; they will also inform the MBLC
• Join the mailing list for legislative event planners at https://groups.google.com/g/legeventplanners.

November

• Send a Save the Date to area legislators, colleagues from area libraries, and any other invitees (MLS, network folks) so that they can set aside the time in their calendars.
• Develop a menu, determine setup for the event and develop a budget.
• If host library needs help with funding, solicit donations from the Friends and/or Trustees of neighboring libraries in the Senatorial district as well as any regional or statewide groups.
• Develop an agenda and speaker list for the event. Leave plenty of time in the schedule for one-on-one face time between library advocates and legislators.
• Invite speakers.  Typical speaker list could include:
• Host librarian or local trustee
• Town/City official(s) (Mayor, Town Administrator, Select board Members, etc.)
• MBLC Commissioner or MBLC staff - introduce the Legislative Agenda
• Impact speakers (library patrons, members of community who have benefitted from library services)
• Area Senator and Representative(s)
• Host librarian to close
• Once speaker list is established, prepare invitations and programs
• Plan press releases and other PR

December-January

• Send out invitations to staff of neighboring libraries as well as Friends and Trustees of neighboring libraries, including links to online registrations
• Continue to raise funds if needed

January-March  (including events)

• Stay in contact with legislators and others who have agreed to speak; provide them with the day's agenda, including the amount of time they have to speak.
• Send out PR related to your audience
• Send reminder closer to event date
• Prepare sign in sheets for attendees.  Prepare other handouts. MBLC will bring agenda copies and other materials

Day of event

• Gather name tags, pens, and any other supplies
• Identify volunteers to work check-in
• Set out refreshments
• Check AV
• Put out signage
• Take photos of legislators with their constituents
• Welcome and/or closing speaker should acknowledge legislators and local officials attending the event

Post Breakfast

• Record: names, library, municipality, legislator/aide
• Fill out survey report for legistlative@masslib.org
• Reimburse host library
• Ask host library director to send thank you notes to legislators
• Send “thank yous” to host library
• Send photos with names to legislative@masslib.org to be shared on social media.

Helpful Resources