Hello Case-makers! at artsvest

Hilary Martin is a creative strategic leader who prioritizes consent, community consultation, and user-focused design.

She develops and delivers programs to build strategic clarity and capacity to move from planning to results, and conducts research and thematic analysis to measure participant outcomes and long-term effects using a whole-systems approach. She does this work through Hilary Martin Projects.

Hilary brings 20 years of experience in governance, management, and strategic consulting with nonprofit arts and cultural organizations in Ontario, and a decade developing university-based strategic initiatives across sectors. She is currently the Project Lead for Make the Case, a partnership between Culture Days and Business / Arts, and Evaluation Framework Lead for SCALE/Le-SAUT’s Catalyzing Climate Action project, both funded by the Canada Council for the Arts.

This 1.5 hour long event will take 25-30 artsvest participants through a five step letter-writing process from start to finish. 

Participants represent mainly small arts and culture organizations with 1-10 staff, from across the country.

Our goal is for each participant to exit the session having emailed a draft of their MP letter to their own email, to review and officially send the next day.

Part One: Get Ready!

1. Watch / listen to a short presentation on how Make the Case moves people from awareness and analysis to action.

2. Receive links to materials including:

• Letter Template with prompts and options (password: artsvest)
• Five Steps Guide to Write a Letter to your Local MP (password: artsvest)

3. Get oriented on

• What to do
• Who is here to help, and
• How to move around in our shared digital space

We will be working together, interdependently.

Part Two: Write!

1. Enter the Writing Room and use the Letter Template and Five Steps Guide to write your customized letter.

Follow the prompts and write a ready-to-send, customized letter that introduces your organization, succinctly advocates for its mission and relevance to your MP, and includes one call to action.

2. Visit supportive breakout rooms of your choice, hosted by artsvest staff and Make the Case assistants:

• Fact Check Room
• Coaching Room
• Read it Out Room

This is like moving from room to room at a conference.

3. Complete your session at the Check Out Room with artsvest staff to email your letter (to yourself for review the next day!) and plan your followup actions.

Part One: Main Room Orientation

For the first part of the session, we will be in the Main Room, the common meeting space in a Zoom meeting.

Then we will transition into the second part of the session by moving ourselves independently into breakout rooms.

For the second part of the session, Hilary will stay in the Main Room. artsvest staff and Make the Case assistants will meet you in the Writing and Support Breakout Rooms.

If you need any help navigating our shared space, click ‘Return to Main Room‘ and Hilary will be there to help.

Part Two: Writing Room + Support Rooms

For the second part of the session, we will be in breakout rooms in our shared digital space.

Again, this is like moving from room to room at a conference.

Here’s the detailed layout with room descriptions and hosts:

Here’s a birds-eye-view map of all the pieces above.

Here’s how it works:

Structure

The template structure includes eight sections:

1. The Basics	Address information
2. Congratulations!	Standard text
3. Intro to your organization	Prompts with fill-in-the-blanks
4. Why your MP should care about the work you do with constituents in their riding	Specific text that only you can write (STEP ONE in the Guide)
5. Highlights from the MP platform that overlap with your organizational priorities	Specific text that only you can write (STEP TWO in the Guide)
6. Setting the intention to work together in the future	Standard text
7. Call to Action	Call-to-Action options: A. Set up a meeting B. Join an event
8. Closing	Standard text

Click here for The Five Steps Guide to write your letter.

Click here for a text only version of the Letter Template.

The Template!

The Basics

Subject: My letter to my newly elected MP

[Your Name]
[Your Title/Role]
[Organization Name]
[City, Province]
[Email address]
[Phone number]

[Date]

The Honourable [MP’s Full Name]
Member of Parliament for [Riding Name]
House of Commons
Ottawa, ON K1A 0A6

Dear [Mr./Ms./Mx.] [Last Name],

Congratulations

Congratulations on your recent election as Member of Parliament for [Riding Name], and thank you for your service. We are grateful for your dedication to our community and look forward to seeing your leadership in action.

Introducing Your Organization (Fill-in-the-Blanks)

I’m writing on behalf of [Organization Name], a [short descriptor] based in your riding. We have been serving [community/region name] since [year], working to [mission or impact].

Each year, we [statistic or impact statement], contributing to the cultural, social, and economic vitality of our community.

Why Our Work Matters to Your Constituents (Specific Text That Only You Can Write)

STEP ONE: START WITH YOUR COMMUNITY Use the Five Steps Guide to fill out this section of your letter.

Your constituents are directly impacted by our programs, whether through participation, employment, or community benefit. For example:

[Example of local impact]

[Another impact, testimonial or success story]

These initiatives foster inclusion and creativity. They also contribute to the local economy and social cohesion.

Where Our Priorities Align (Specific Text That Only You Can Write)

STEP TWO: IDENTIFY RELEVANT MP COMMITMENTS Identify the stated commitments of your MP in their role as elected official.

We were encouraged to see that you support [reference to a platform commitment, campaign etc.]. These values strongly align with our work and vision for a more vibrant, inclusive Canada.

We believe that by working together, we can help advance our shared priorities right here in [Riding Name].

Let’s Work Together (Standard Text)

We would like the opportunity to connect with you and your team further. Our hope is to establish an ongoing dialogue so that you are well-informed about the needs and contributions of the arts and nonprofit sector in your riding.

Call to Action – Select Option A or B

Option A – Request a Meeting:

We are hoping you are available to meet with us in the coming weeks. We’d love to introduce ourselves, share our recent work, and hear about your priorities for the riding. As indicated on [your website/office] we are underway in setting up this meeting. [Alt: we have contacted your office to set up a meeting time.]

Option B – Invite to Public Event:

We’re also preparing for an upcoming event in [Month] [explain community initiative and where it will be]. We’d be honoured if you could attend and introduce yourself directly with our community. 

Closing (Standard Text)

Thank you again for your service, and for taking the time to consider this letter. We hope to work alongside you during your term to build a stronger, more creative, and connected [Town/City/Canada].

Warm regards,

[Your Full Name]

[Title]
[Organization Name]
[contact information]

This letter was developed through training support from artsvest, Business / Arts, and Make the Case.