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How to Request a Proclamation from a Public Official to Recognize Falls Prevention Awareness Month and Day
Information provided by the National Council on Aging (NCOA). Further information can be found at http://www.healthyagingprograms.org/.
Why
When a public official recognizes Falls Prevention Month, it’s a great way to create awareness in your community and further publicize the events you are hosting. In a proclamation, an official proclaims the entire month or a day as Falls Prevention Month (Day) to honor the purpose of the event.
Who to contact
Contact officials in your local area who have jurisdiction over the area where you will be holding Falls Prevention Month events. These officials are most likely to be interested in the activities of their constituents. For example:
- Mayor
- Councilperson
- County Supervisor or Executive
- Local Board of Health
Telephone or e-mail the official’s office (WI Government Contacts) and ask about the steps for requesting a proclamation or letter. You may immediately be speaking with the proper person or be referred to an office of protocols or public affairs.
Once you are at the proper office, the person can provide you with specific guidelines of what to include in your request, the turnaround time and the presentation options.
When to request a document
Generally 6 weeks* notice is required by a public official. Officials with a large population of constituents may need more time because they are likely to receive many requests. Requests for proclamations are likely to take a longer period of time because they will receive more scrutiny.
*Communities in the past have highlighted that receiving a proclamation can take a long time, so we recommend starting this process as soon as possible.
Submitting your request
This type of document requires different background. Be thoughtful and complete in your statements. The official’s staff will use this information to determine if they will issue a proclamation. Make sure you show how Falls Prevention Month (Day) will have a direct impact on the city or area the official oversees.
Public recognition as a stepping stone
Public recognition is an honor for you participants and reinforces the value of their actions. This is a complement to your planning efforts as well as a stepping stone for more publicity about the events you plan during Falls Prevention Month.
Spend the time to decide on which public official to contact, then be sure to telephone in advance to find out what documents are available from that official, and what information and formant the office requires.
Example of a proclamation
What’s needed:
- Name of event
- Event date(s)
- Due date
- Contact information (including mailing address, telephone, and email)
- Five to eight short paragraphs on why Falls Prevention Month (Day) is significant and should be proclaimed as a special event
2011 State of Wisconsin Proclamation
Write a letter of request for a proclamation to accompany your draft of the proclamation. Look at the State of Wisconsin or city of Manitowoc proclamations for examples. In your request letter, make the case by outlining:
- How Falls Prevention Month (Day) is recognized by the State of Wisconsin and Governor Scott Walker.
- Facts, such as the number of older adults in the service area, and the rates of falls in Wisconsin. It would also be beneficial to highlight the effects of falls on the individual and costs to the healthcare system.
- How the month’s activities support the (city, county, or state) mission to keep older citizens healthy and independent. Encouraging older adults to be healthy, independent and live at home (thus reducing healthcare costs and usage) is a goal of federal and state governments.
- The positive effects of your programs activities. Important to highlight that exercise programs, vision screenings, medication checks, and home safety screenings are evidence-based and effective ways to prevent falls in the elderly.
- Why your organization is hosting Falls Prevention Month events.
Include the website of the State Department of Health Services and of your organization in the letter so the person receiving the request can immediately find more information if required.
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