You can arrange a meeting with your member of Congress or their staff when s/he returns to his/her home district/state or you can visit his/her Capitol Hill office in Washington, DC. The most important thing to remember is that anyone can request a meeting. Meeting a member of congress or an aide is part of relationship building. We must view it as a continuous process, and make sure to stay in contact after the meeting despite the initial outcome.

A few suggested steps to follow before, during, and after your meeting with your member of Congress to make it more fruitful:

Before the Meeting

Make an appointment.

Simply call your Congressional office and tell the staff member that you are a constituent and that you'd like to arrange a meeting with your member of Congress. If the member is unavailable, ask to meet with a staff member working on the issue you are concerned about. It is important to note that the aides do have influence power and do communicate with the members Remember that these aides advise and make recommendations to their bosses about legislation and hence they are crucial to our efforts.

You can call the US Capitol Switchboard to get his/her number at (202) 224-3121. You can find local district office phone numbers in your local phone book in the government section or by the following link.

Be flexible. Expect interruptions and changes in schedules or staff availability.

Prepare for the meeting:

Establish your agenda and goals.
Determine exactly which issues you want to address. It is best to focus on one or two issues. Decide what kind of a commitment you are asking for. For example, decide whether you want your member to vote for a specific bill, ratify a treaty, take a leadership role on an issue, or cosponsor legislation.

Research your member’s stance prior to meeting.

It is key that you know his/her arguments so that you can present your stance more effectively and have an intelligent discussion. Frame the issue in ways that make it more attractive to the specific member of congress.

Set up a pre-meeting with the entire group.

It is important to have a good idea of what each person plans to say during the meeting. Select someone to serve as the group leader and make a list of points to be made and questions to be asked by each person. Acting out a few role-plays would be useful prior to your visit.

Prepare materials.

You may want to bring a packet of materials to your member. It is important to at least prepare a 1 page factsheet with key information about the issue. Also include your contact information at the bottom of the factsheet. Make sure you make copies and bring a file for the member to keep and refer to in future as well.

Be professional. Be professional in both dress and manner. Don’t say negative things about other legislators or public figures.

During the Meeting

Be on time for your meeting. Members of Congress and their staff are very busy. You probably won't have much time for your meeting, so you don't want to waste it.

Be gracious. Always begin by thanking your member of Congress for providing you the time and the opportunity to hear your ideas and opinions.

Show your concern and passion politely, because the person you are speaking to will be more likely to pay attention to a passionate speaker who cares for the issue.

Be concise and diplomatic. Keep your presentation short and to the point. Make clear exactly what action you wish your member to take.

Be a good listener. Look for indications of your member's views and find opportunities to provide good information. If you are meeting with a "silent type," draw him/her out with questions. If you are confronted with a "long-winded type," look for openings to bring her/him back to the point. It is important to listen to your member of Congress even if his/her view differs from your own. Don't be argumentative or confrontational.

Put a personal angle on the issue. Stress why this issue concerns you and others in your district or state. Clarify how your member's actions affect the people s/he represents. Be specific.

Press for a commitment. Don't let your member of Congress evade the issue or change the subject. Ask specifically what his/her position is on the issue and phrase it in such a way that the answer you seek will be a positive response.

Don't be intimidated. Your member of Congress is in office to serve you. It is important that you have a general knowledge of the issue, but you don't need to know every little detail. If s/he asks a question that you do not know the answer to, simply say that you don't know, but that you will find out. However, be sure to get back to your member as soon as possible with the information.

Be sure to get a contact number or email and stay in contact with the member or his key staff member. Keep your member in touch with your concerns and thank him/her for any key positions, votes or statements s/he made on issues of concern to you.

After the Meeting

• Write a follow-up letter. After your visit, write a letter thanking your member of Congress for his/her time and support for your issue.

• Summarize the key points you made during your visit and include any information that you promised to provide.

• Consider writing to any staff members that were present.

• Be sure to get a contact number or email and stay in contact. Keep your member in touch with your concerns and thank him/her for any key positions, votes or statements s/he made on issues of concern to you.

What to do if the legislator:

A) Strongly agrees with your position:

• Thank them.
• Ask them to take a leadership role in the legislature, the media, and/or the community.
• Ask their advice about who else to talk to, what arguments best make the case for the bill, what media strategy will be most effective.
• Ask them to lobby undecided legislators and give them a list of these legislators and move your cause to the next level.
• Ask them how you can help them move the issue towards the formation of a bill.

B) Agrees with your position:

• Thank them.
• Assure them of your continued interest in the issue and your continued support for their position.
• Ask if they would be willing to help in any way beyond their vote. Suggest possibilities of becoming a sponsor and supporter for your cause.

C) Is undecided or noncommittal:

• Inform them of your interest in the issue or legislation.
• Present the case as clearly and concisely as possible.
• Identify what information will be able to help make the representative agree.
• Ask about their viewpoint to see if their position stems from political or personal factors, lack of information, or a combination.
• Keep in touch and continue to educate.
• Thank them.

D) Is opposed to your position:

• Thank the legislator for the opportunity to discuss your views.
• Determine how strong their opposition is. It may be worth trying to change their position. Please understand the factors and arguments which have made the member make his decision.
• If the legislator appears moveable, present information that addresses his or her concerns.
• Stay in touch with the legislator and continue to educate him/her.
• If the legislator is not moveable, ask them not to lobby their colleagues on the issue.
• If the legislator’s opposition is strong, write and express your disappointment in their position.
• If the position and views do not change, use the power of vote and funds to improve leadership in your area.

How to deal with opposition:

• Be prepared for opposition. Know in advance that there will be objections to your proposal. Know who the opposition is and what objections will be raised.

• Defend your program and ideas. Prepare to answer criticism with data, statistics, anecdotes and other information if you can. Responding to opposition can be accomplished by writing letters, or op-eds for newspapers, calling talk radio shows, etc. Please visit our affiliate for more information.