- High Impact Activity, High Time Requirement
There’s the saying, “it’s all about who you know.” When it comes to gaining support for your issue, meeting in person with your legislator can be one of the most effective ways to establish a relationship with them, and through your relationship you’ll be more likely to gain their support. Remember, constituents are the most important people to have present.
Before the meeting
- Plan your meeting, and expect it to last 15-20 minutes. Decide when and where you want to meet: in the district, at their office, at a program site, etc. Make the appointment. Call the legislator’s office to schedule the meeting, and be sure to state you’re a constituent or group of constituents. Their schedule may change, so be flexible if you have to reschedule.
- Decide who will be participating in the meeting, who will lead the meeting, and what stories and information everyone will share, and from what perspectives they will be speaking.
- Determine goals and key messages for the meeting. What do we want your legislator to understand after the meeting? Gather facts and evidence you will share to communicate your key messages.
- Be clear on the action you want the legislator to take. What will you ask them to commit to do? Be specific with your “ask.” You want to ask them to do something specific (for example, vote in favor of an increase in funding for early care and education programs or for implementing a statewide school readiness assessment) so that you can hold the legislator accountable for their votes.
- Gather information about the person with whom you are meeting: What do they care about? Who do you know who knows the legislator personally? Does the legislator have young children or grandchildren? Have they participated in particular programs in their own community or been involved in the system?
- Make or modify a fact sheet to leave behind with the legislator including information about your local community.
- Arrive on time and leave on time.
During the Meeting
- Introduce yourself, and be sure to state that you are a constituent.
- Begin by finding something personal that you have in common with the policy maker. Do they live on the street where your mother grew up? Are their kids in your child’s class at school? Does something in their office suggest an interest that you share? Engage in a little “small talk” to break the ice – but keep it brief.
- Thank them for meeting with you, and then explain why you wanted to visit with them. Share your stories about why you care about the issue, emphasizing the key messages that set the stage for your specific request of the legislator.
- Remember, stay focused on a few key messages that support your issue.
- Ask them to take specific action(s) to support your issue. If you are meeting about a specific bill, specifically ask them to support that bill.
- Ask your legislator for their comments and questions. Ask follow up questions of them to find out more. Offer to be a resource for them, so that they can learn more about the issue.
After the Meeting
Evaluate the meeting immediately following the visit.
- Did the legislator commit to anything?
- Identify what the legislator seemed to know or not know about the issue.
- Identify what information can you provide as a follow up – this will help establish the relationship.
Different Kinds of Meetings
There are different kinds of meetings to hold with legislators, depending on the time of year and where we are in the legislative process.
Session Send-off: The Session Send-off Meeting is held prior to the start of the legislative session in the home district. The purpose of this meeting is to focus the legislators’ attention on issues you think are important before they go to the Capitol.
In-District Meeting: An in-district meeting is a meeting with the legislator in your home district usually during the legislative session. The Legislature’s Spring Break (usually around Easter/Passover) is a good time to schedule a meeting. This could be a Site Visit to your program, a meeting at the legislator’s local office or a gathering at the local café.
Post-session Meeting: It is very useful to meet with legislators following the legislative session to review their actions and votes during the session. This is an opportunity to hold your elected representatives accountable for their actions. Find out whether they voted in favor of programs and policies you care about and whether they took leadership in looking out for our children. It is possible to be cordial yet still be clear what you want and expect from your legislator. If he/she voted in favor of children, thank them for that. If they did not, express your disappointment.
The Do’s and Dont's of Meeting a Legislator
Things To Do:
Do your homework: Know your district, the issues and at least something of the legislator’s voting record and perspective.
Be prepared: Have information to give the legislator that supports your position. Provide facts and figures adds creditability to your case. Outline your agenda or have a written summary of your key points.
Stay focused: State your case up front. Frame the issue in terms of your community and the policymaker’s constituency. Try to use real life examples.
Be ready to Answer Questions: Legislators often lack details about an issue. Share information that demonstrates your proposal’s benefit.
Stay Calm: Don’t assume everyone will see the issue in your way. Be friendly even if you disagree – remember today’s adversary may be tomorrow’s ally.
Be Appreciative: Thank the legislator for voting for previous legislation that has been important for you.
Follow Up: Afterwards, send a thank you note, including a summary of the substance of the meeting.
Establish a Relationship: Invite legislators to visit your facility, meet with your board, or attend district events. Consider inviting the media to these events.
Leave a Reminder: Have something in writing to leave behind with the legislator, preferably a one page fact sheet on your issue and position.
Things Not To Do:
Don’t be Argumentative: Nothing ends a meeting faster than someone who is being confrontational or insulting.
Don’t Waste Time: Don’t ramble through unrelated subjects or issues.
Don’t Complain: Be positive even if there is disagreement.
Don’t Just Describe Problems: Anybody can recognize when something is broken. Those who are truly innovative and helpful, know how to fix it. Offer solutions.
Don’t Assume: Not every legislator is an expert on every topic or bill before them, nor may they have read every material you have sent. Help them understand why this issue is important for you and their constituent.
Don’t Guess: If you don’t have an answer offer to follow-up instead of risking bad information.
Don’t Leave Without a Commitment: “I’ll keep that in mind.” isn’t good enough. Ask them to commit to an action. Be prepared to take no for an answer – graciously.
Don’t Underestimate the Staff: Staffers do research, draft bills, make recommendations, set calendars for the legislator. Be respectful of the legislator staff and they will do the same in return.
Don’t Get Frustrated: Victories rarely happen overnight. Moving the behemoth of public policy is often difficult time-consuming task. Celebrate even the little victories.
Don’t Waste Time: Policymakers are often very busy, especially during a legislative session. Get to the point, make the point and move on.
