Personal Visit: How To Communicate In Person
- Plan your visit carefully. Be clear what it is you want to achieve. It is recommended that you only discuss ONE issue. Many times your Member of Congress will not be able to make your meeting, so determine in advance which staff member you need to meet with to achieve your purpose.
- Make an appointment. When calling to arrange your appointment with a Member, contact their Scheduler/Appointment Secretary. Introduce yourself and who you represent, note that you are a constituent, and explain your purpose for the meeting. It is easier for the congressional staff to arrange a meeting, if they know what you wish to discuss and your relationship to the district or state.
- Confirm appointment. Always call the day before to confirm your appointment because Members and staffers schedules are always changing.
- Be prompt and patient. When it is time to meet with a Member, be punctual and patient. It is not uncommon for a Member of Congress to be late, or have to be interrupted, due to the members crowded and forever changing schedule. If interruptions do occur, be flexible. When opportunity presents himself, continue your meeting with the Member's staffer.
- Always begin the meeting on a positive note. If the legislator is supportive on your issue of concern or has been active on another issue of concern "thank" him for his support and hard work. If the legislator is not supportive "thank" him for meeting with you.
- Be prepared. Know your Member of Congress and what he/she stands for. Try to find out what their current position is on the issue you are going to discuss. This will help you define your angle of approach to the meeting. It will also prepare you for possible questions the Member might ask of you. Bring paper so you can take notes during the meeting. These will assist you in writing your thank you notes, future meetings, talking to your colleagues and so on.
- Bring informational packets. Whenever possible, bring to the meeting information and other materials supporting your position (In addition, bring organizational brochures, posters, T-shirts, etc...). Members are required to take positions on many issues. In some cases, Members may lack important details about the pros and cons of a particular matter and its impact on their constituents. Therefore, it is important to share your informational materials and facts sheets.
- Be political. Members want to represent the best interest of their district or state. Therefore, always demonstrate the connection between what you are requesting and the interests of the rest of the Member's constituency by giving solid examples. In addition, give a few personal experiences and how it will effect you personally.
- Be responsive. Be prepared to answer any additional questions or provide additional information to support your position, in the event the member expresses interest. The information and materials you provide may prove to your benefit in the decision making process of your legislator.
- Follow up with a "Thank You" note to your Member. It is important to recognize the time that the Member had taken to meet with you to discuss your concerns. In addition, if the Member does what you have requested, it is important to write another "thank you" note to let him/her know their hard work is appreciated. It is also a reminder to the Member that you are paying attention to what he/she is doing.
If you would like additional information, please contact our Government Affairs staff by phone at 202.207.3842, fax 202.833.1543, or email: government@artspresenters.org.
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