A Guide for Grassroots Advocacy: Meeting Your Legislators
Meeting with a member of Congress or congressional staff is a very effective way to convey a message concerning a particular issue. It is important to note that visiting with staff is often more productive than meeting with your elected official. On health related matters, you most often would want to speak to the Health Legislative Assistant (LA).
Meeting in the district
Members of Congress spend a significant amount of time in their home states throughout the legislative calendar year. These times are ideal for scheduling appointments and represent the most convenient time to meet with your member of Congress.
TCAA encourages all group practice administrators to invite their elected officials and staff to visit the medical facility when members are in the congressional district. Remember, representatives want to hear your opinion, and they return home frequently to meet face to face with their constituents. Use the opportunity to initiate a successful relationship.
Meeting in Washington
Legislators also appreciate when constituents take time to visit the nation's capital. A visit to Capitol Hill is an effective tool when Congress is considering an important piece of legislation. Take these visits seriously and follow the suggestions below for a successful meeting.
1. Plan your visit
Be clear about your goals and determine which member or staff person you need to meet with in advance. Contact TCAA for assistance in targeting specific staff.
2. Make an appointment
When attempting to meet with a member, contact the Appointment Secretary or Scheduler. Explain your purpose and who you represent. It is easier for congressional staff to arrange a meeting if they know what you wish to discuss and your relationship to the area.
3. Be prompt and patient
When it is time to meet with your member, be punctual and patient. It is quite common for a representative to arrive quite late, or to be interrupted during the course of your meeting. If interruptions occur, be flexible and offer to meet with a relevant staff person. If you present your case well, staff will convey your position on an important issue to the member.
4. Be prepared
Whenever possible, bring information and materials supporting your position. In some instances, a member may lack important details concerning a particular issue. Know the bill number, sponsor and co-sponsors of the bill. It is also helpful to gather background information on your member such as committee assignments, political party, leadership position(s) and length of elected service.
5. Tell your story
It is helpful to share information and examples from everyday life that clearly demonstrate the impact or benefits associated with a piece of legislation. Inform the member of how an issue affects constituents locally. Instead of reciting talking points explain the issue using your personal experience. In addition, be prepared to answer questions from the legislator. If you do not know the answer to a question, tell them you will follow back up with the information.
6. Make an ask
Outline your agenda prior to visiting with your member of Congress. You need to establish early in the meeting that you have a specific issue to discuss. Close the meeting with a direct request. I am here today encouraging you (the congressperson) to vote for/against bill #123, or I hope you will consider supporting the further funding of XYZ program. As always, offer to serve as a local resource, and extend an invitation to tour the facility in the near future.
7. Follow up
Collect business cards from staff that you interact with on your visit. Within a reasonable time email each staff member individually with a personal note complimenting them and thanking them for their time and professionalism. Include in the email a quick summary of the talking points as a refresher for the meeting. Write a hand written Thank You Note to the elected official.
8. Report back
Give the staff at TCAA a recap of the meeting including attendees, questions asked, any indication of how the member felt on the issue and any request for follow-up information. If there were any specific questions or genuine interests in doing site visits, share that information with TCAA staff. Also share any pictures that you took on your visit.