How to make an effective congressional visit

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How to make an effective congressional visit

• DIGESTIVE DISEASE NATIONAL COALITION
• 2009 Public Policy Forum

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What to do Before the meeting

• Make an appointment in advance with either the
  legislator or their health care LA.
• Research the legislators background and stance
  on the issue that you wish to discuss with them.

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What to do Before the meeting cont.

• Limit the group to no more than five people (if
  possible).
• Learn about the background of each group member.
  This will help determine which group member
  should discuss a particular aspect of the issue
  during the visit.

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What to do Before the meeting cont.

• Select a facilitator for the group who will open
  the meeting.
• The facilitator should be a constituent of the
  legislators district (if possible) or state.
• Decide with your group the main objectives of the
  meeting and set an agenda accordingly.

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What to do Before the meeting cont.

• Prepare a written summary or package of materials
  for the member of Congress and his/her staff.
• Should include facts, brochures, and/or issue
  briefs.
• Try to limit the package to three pieces.
• Make sure to include the source of information in
  the packet and any contact information that may
  be necessary for follow-up discussion.

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What to do during the meeting

• Make sure that you arrive to your meeting on
  time.
• Tell the receptionist your name, what
  organization you represent, and who you have a
  meeting with.
• Be patient. A number of factors may make it
  hard for the legislator or staff member to meet
  exactly at the time of the appointment.

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What to do during the Meeting cont.

• Be conscious of the time members and staff are
  extremely busy.
• Allow the team leader to begin the meeting.
• The team leader should introduce him/herself and
  the other group members as well as explain the
  general purpose of the meeting.
• DO NOT GET SIDE-TRACKED, stick to the agenda.

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What to do during the meeting cont.

• Once the team leader has introduced the issue,
  other group members should contribute to the
  conversation when it is appropriate to do so.
• Provide updates or background information to a
  particular aspect of the issue.
• Use statistics or other types of hard evidence
  when possible.
• Use your package of materials to really emphasize
  your case.

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What to do during the meeting cont.

• Demonstrate public support for your position by
  discussing the impact of the issue on the
  legislators constituents.
• Citing the members district or state whenever
  possible makes the argument more effective.
• Explain how your recommendations will have a
  positive impact for the constituents.

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What to do during the meeting cont.

• Once everyone in the group has had an opportunity
  to speak, the team leader should end the
  conversation by asking the Congress member of
  staffer to take a specific action.
• Summarize your main points and any further action
  that the member/staff can make.
• Ask the member/staff if there is anything else
  that you can do to help facilitate your request.

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What to do during the meeting cont.

• Thank the Congress member/staffer for taking the
  time to meet with you.

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what to do after the meeting

• Reconvene with the other members of your group
  and fill out the Congressional Visit Evaluations.
• Follow-up your meeting with a personal thank you
  letter to each individual that you met with.
• If materials are revised or updated, include them
  with your thank you letter.