How to Make a Meeting With Your Congressman

Meeting with a congressman takes preparation.

Do your homework before trying to arrange a meeting with a congressman. Know the congressman's schedule to determine when he is in his home district, and then establish a relationship with his staff. Congressional members spend blocks of time throughout the year in their home district, but most have multiple offices and spend time in various locations. Members of the House and Senate have large staffs. Some travel with the congressman or congresswoman from Washington to the home district, and some are based there. Learn the names of the key staff people. Members of the House have roughly 15 staff members; a senator's staff numbers several dozen.

Instructions

1. Research the name of the person in the congressman's district office who does the scheduling. Find the information online through the congressman's website, the state website, or the Washington congressional website. Learn the name of the staff member who handles your area of discussion (for instance, appropriations, health issues or taxes).

2. Call the district office and ask to arrange a meeting when your congressional representative will be in the district. Explain the purpose of your visit. You will probably be asked to attend an initial meeting with a member of the congresswoman's staff. Bring supporting material so the congresswoman will be familiar with the issue you wish to discuss.

3. 

   You will meet with a staff member first.

   Prepare a request letter explaining the reason for your meeting. Be specific, and include supporting documentation. Include a list of dates and times you are available for a meeting. Fax or email the letter to the congressman's staff person in advance of your first meeting.

4. Familiarize yourself with the congresswoman's position on the subject you wish to discuss. Research previous votes, public speeches, and town hall meetings. Read campaign websites and the legislator's newsletter. If the congresswoman will be in your area prior to your meeting, attend any public meetings, speeches or town hall gatherings.

5. Follow up. It may take several calls to the congressman's local office to arrange a meeting. After speaking to the staff member initially, send an email confirming your conversation with the staff member and detailing your request. Follow up several days later by telephone.

6. 

   You may meet by video if the congressman is in Washington.

   Be prepared to meet by video rather than in person. If a meeting is scheduled when the congressman is not in the district, staff members may obtain background information on the topic and conduct a preliminary meeting by video before the congressman joins the discussion.

Tips & Warnings

• Be professional. Dress appropriately for a meeting.

• Bring multiple copies of your backup material for staff members.

• Be brief and concise. Most congressional meetings last for 10 minutes. Make your case quickly.

References

• The National Council; Preparing for Meetings
• NACDD; Arranging Meetings in Your Member's Home District or State
• Policy Link; A Guide to Setting Up District Meetings