CONGRESSIONAL OR LEGISLATIVE VISITS: SUGGESTIONS FOR SUCCESS

Meeting with a member of Congress (or state legislator) or congressional or committee staff (e.g., Appropriations Committee), is a very effective way to convey a message about a specific issue or legislative matter (e.g., congressional “earmark” or appropriations, authorization language, regulatory assistance, casework). Below are some helpful suggestions to consider when planning a visit to a congressional (or state legislative) office, whether in their Washington, DC or district/state offices:

Plan your visits carefully and strategically. Be clear about what it is you and/or your company or organization want to accomplish. Determine in advance which member of Congress or committee staff you need to meet with to achieve your legislative purpose and objectives;

Make an appointment in advance. When attempting to meet or invite a member of Congress to a function (e.g., reception, speaking engagement, “ribbon cutting” event), contact the Appointment Secretary or Scheduler. If it is a local event, you may want to provide a copy of the request to the State Director. Explain your purpose and who you represent. It is easier for congressional staff (i.e., Legislative Director and Legislative Assistant/Counsel) to arrange a meeting if they know what you wish to discuss, and your relationship to the area or interests represented by the member of Congress;

Be prompt and patient. When it is time to meet with a member of Congress and/or staff, be punctual and be patient. It is not uncommon for a Congressman or Senator to be late, or to have a meeting interrupted due to the member’s crowded schedule. If interruptions do occur, be flexible. When the opportunity presents itself, continue your meeting with a member’s legislative staff;

Be prepared and articulate. Whenever possible, bring to the meeting information and collateral materials supporting your position, including a brief computer generated presentations. Members of Congress are required to take positions on many different issues. In some instances, a member and congressional staff may lack important details about the pros and cons of a particular matter. It is therefore helpful to share with the member/staff information and examples that clearly demonstrate the impact or benefits (e.g., job creation, revenue to state or locality) associated with a particular issue or piece of legislation. Identify the problem(s) facing their district or state, and offer a set of solutions;

Be proactive and political. Members of Congress want to represent the best interests of their district or state, and their constituents. Whenever possible, demonstrate the connection between what you are requesting and the interests of the member’s constituency. If possible, describe for the member and/or congressional staff how you and your company or organization can be of assistance to him or her. When it is appropriate, remember to ask for a firm commitment or assistance with your issue or legislative request. Provide a draft of your earmark request, legislative or committee report language, or public policy paper; and

Be responsive and honest. Be prepared to honestly answer questions or provide additional information in the event the member of Congress and/or congressional staff express interests or ask questions. Follow up the meeting with a thank you letter or note – e-mail is acceptable too for congressional staff -- that outlines the different points covered during the meeting, and immediately send along any additional information and materials requested by them.