Regional Associations

The following checklist will help you assemble a delegation and plan your visit to Washington, DC for Foundations on the Hill (FOTH). If you have any questions or need assistance, please contact Erin McCarty at the Forum or Chatrane Birbal at the Council.

1. Recruit your delegation. Use the following to recruit members for your delegation.
   • Send a recruitment letter to all of your members asking them to participate in FOTH.
   • [Recruitment Letter Example] - courtesy of the Council of Michigan Foundations
   • [Recruitment Letter Example] - courtesy of the Southeastern Council of Foundations
   • Insert a FOTH blurb in your December and January newsletters.
     • Short Newsletter Blurb
     • Long Newsletter Blurb
   • Post a FOTH banner ad on your website. Visit the FOTH banner page to download a banner ad.

2. Register for Foundations on the Hill - A regional association has two options for registering their delegations.
   • Send registration link to members of your delegation so that they can register individually, or
   • Register members of your delegation on your own - just select the option on the online registration form that allows you to register more than one person. Please provide accurate contact information (name, organization, address, city, state, e-mail) for each member of your delegation. If you have questions, contact Erin McCarty (202/467-1122).

   Go to the registration form.

3. Book Hotel Rooms, Make Travel Plans. Encourage your delegation to make travel plans and to book hotel rooms as early as possible. Visit the Hotel and Travel Information web page for a list of hotels and travel tips.

4. Plan a Regional Association Dinner. A number of regional associations plan dinners at local Washington, DC restaurants for Tuesday night. These dinners provide an opportunity for your delegation to get together prior to your Hill meetings. For more information and assistance, contact Erin McCarty (202/467-1122).

5. Schedule Meetings for your delegation. Regional associations usually schedule meetings for their delegations. We encourage you to fax a meeting request letter to the Washington, D.C. office of each of the Senators and Representatives you want to visit during Foundations on the Hill. Learn how to schedule meetings on Capitol Hill. If you need assistance, please contact Chatrane Birbal (703/879-0689).

6. Assemble Materials. Put together packets for your delegation and leave-behind folders for your members of Congress. Issue papers, talking points and sample packets will be available on this websit in late January. If you would like the Council and Forum to assemble leave-behind folders for your delegation, contact Chatrane Birbal (703/879-0689) at the Council.

7. Share Your Meeting Schedule. Send your delegation's meeting schedule to Chatrane Birbal . This will help us ensure that key members receive visits and to avoid multiple meetings with the same Senators and Representatives.

8. Finalize arrangements. Contact your airline and hotel to confirm your reservations.

9. Check the Weather Forecast. February weather in Washington, DC is very unpredictable. Make sure your delegation is prepared.