Tour Toolkit - Hosting a VIP at Your Facility - At Your Facility 1-2-3-4 Tips

Sep 26, 2026

Upload by Jacob

Hosting a VIP tour at a facility is positioned as an effective way to engage legislators and their district staff, giving elected officials firsthand insight into day-to-day operations and the real economic and community impacts of fresh fruit and vegetable businesses. The toolkit outlines step-by-step guidance covering invitations, selecting dates and staff support, submitting tour requests, preparing logistics, briefing roles and tour guides, planning the run of show, and supporting communications and follow-up for a memorable, mutually beneficial visit.

LanguageEnglish

CategoryForms

FormatPDF

Pages12

Reading Time4 min

AccessFree to download

Invite

Choose Timeframe

IFPA staff

Submit Tour Request

Before The Tour

Devil is in the Details

Do’s and Don’ts

Create a Run of Show

Determine Roles

Choose the Tour Guide with Care

Map Out the Tour

Arrange for Photos

Notify all Company Team Members

Day of Tour

Tour Time

Welcome the Legislator

Begin With the Legislator’s Remarks

Tour Toolkit: Hosting a VIPAt Your Facility [freshproduce.com](freshproduce.com) Hosting aTour of Your Operation Hometown“in district” engagement is a vital way to provide a first-hand account and illustrate how you work, day in and day out, to provide healthy, safe and affordable food to all Americans. Tours allow your elected officials to see the direct impact on the economy, local community and how federal policies are impacting the growth and success of your business. Members of Congress are precisely interested in the thoughts and opinions of their constituents back home. Showcasing your business firsthand is a great way to build working relationships for your company and increase support for the fruit and vegetable industry. Likewise, these relationships enable IFPA to reinforce and personalize the power of fresh on Capitol Hill. Staying engaged with your elected officials and regular follow-up can make for a mutually beneficial relationship between you and your member of Congress! Legislators enjoy getting the opportunity to visit constituents at their place of work. Hosting is a great way to educate them about issues. During recess periods, members of Congress are in their home states to hold events, meet with constituents and work out of their local offices. It is during this time that IFPA members have an extraordinary opportunity to reach out to their legislators and educate them about issues that affect our industry. Below are some tips on how to orchestrate a memorable visit. It’s as easy as 1-2-3-4: This template can also be used for local and state legislators. Website: [https://www.freshproduce.com/resources/advocacy/legislative-tour-toolkit-for](https://www.freshproduce.com/resources/advocacy/legislative-tour-toolkit-for)members/ \#1 Invite: 􀂉 Choose Timeframe: Pick a range of dates to accommodate busy legislative schedules, location and topic for your event. The length of a recess can vary from a week to over a month. Consult the current recess calendar for exact dates. Don’t host the tour in your off season or when everyone is on lunch break and there is no action happening. 􀂉 IFPA staff: Reach out, IFPA staff have great resources and will help support your efforts. 􀂉 Submit Tour Request: to the Washington, DC office of your legislator. (See “Sample Meeting Request Note.”) Effective scheduling is the most important aspect of your event. We suggest emailing the invitation to the office scheduler they may have the district staff finalize details. If you have previously met with a relevant member of the legislative team, we also recommend sending the same invitation to them, letting them know that you have already made a request with the scheduler. Be sure to call to follow up. \#2 Before The Tour: 􀂉 Devil is in the Details: Share clear logistic information with the Congressional office, including what to wear and not wear (close-toed shoes, rubber sole bottom shoes, etc), an address a GPS understands, where to park, and a name and cell phone number of who will be greeting them. 􀂉 “Do’s and Don’ts for hosting an elected official (See ““Do’s and Don’ts”) 􀂉 Create a Run of Show: (See “Run of Show Template”) Ask the scheduler how long the Member will be onsite, times may range from 30 minutes to 2 hours, which significantly changes the flow. 􀂉 Determine Roles: Who in your organization will be involved with planning and executing the meeting and tour? Hold prep meetings to assign duties and touch base on status. 􀂉 Choose the Tour Guide with Care: The guide should be articulate, knowledgeable about the operation as well as issues that concern the company and know by name everyone the legislator is likely to meet. We recommend having 1 Rockstar and 2-3 staff members to help make things run smoothly and answer questions. 􀂉 Map Out the Tour: Develop a tour route and schedule that illustrates the objectives you set for the visit. Allow for extra time if the legislator wants to rem

FAQs

How should you choose the tour timeframe for a legislator visit?

Pick a range of dates that fit legislative schedules and the event location and topic. Avoid hosting during your off season or when there is no activity.

What key logistics details must be shared before the tour?

Provide clear details such as what to wear, the correct address for GPS, parking instructions, and contact information for who will greet the legislator.

What should be done on the day of the tour?

Implement the run of show and tour map, assemble the team to greet the legislator on arrival, confirm departure timing, and begin with the legislator’s remarks and questions.

Sep 26, 2026

Upload by Jacob