Roger Rickard, partner and chief advocate of Revent LLC, and the founder of Voices in Advocacy, shared these tips for meeting with elected officials.
Make a courtesy call:
Attempt to get to know your elected official first. It’s best to get acquainted with elected officials on an informational basis, before you really need
something. This may be the single most important aspect of dealing with elected officials. A must if you are to have major success.
You may still get the help you need, but you will be in a much better position if your elected official already knows you and your concerns.
Be prepared:
While an initial meeting with an elected official may be a “meet and greet," you also carry the responsibility of providing them with facts and positions on issues.
Educate yourself on the issue(s) to be addressed and develop an understanding of the legislative process. Your specific request for action should be predicated on the status of the issue(s).
When meeting with elected officials bring along information and materials supporting your position on issue(s). It is important to demonstrate clearly the impact or benefits associated with a particular issue.
Schedule appointments both by letter (e-mail) and telephone.
Study your elected officials. Collect and maintain detailed biographical profiles that include their personal likes and dislikes, as well as any historical data regarding the issues of concern to you. Staffers can also provide photographs and biographies. Current legislative directories are also key sources of information.
Develop a clear and concise statement regarding the specific action you want an elected official to take.
Practice your brief, oral presentation. Key arguments should be presented in the beginning of the meeting, as elected officials often leave meetings to attend hearings or cast votes. Expect interruptions.
Prepare a concise written statement, highlighting key points of our visit, to present to the elected official at the conclusion of the meeting.
Meeting With Staff:
Staffers are the individuals who know the most about your issue. They prepare the briefing information for their legislator and report on their meetings with constituents. It is important to become acquainted with your legislator’s staff members.
Often it’s the relationships you’ve developed with the staffers that can get you the appointment with the elected official.
The Meeting:
Be on time! Otherwise, you may miss the appointment.
Circumstances may prevent the elected official from attending the meeting. In this instance, speak with the appropriate legislative assistant or staffer.
As you previously practiced, state your position and specific request. Then focus on the problem, concern, bill or issue at hand, addressing how it affects you, your job or your industry.
Offer to provide additional information in the future. Remember – you can serve as a valuable resource to public officials about the subject.
Watch the time and stay on schedule. Do not overstay your welcome unless the elected official is engaged in the issue/subject matter.
Meeting Alternative:
Meet with US representatives when they are home in their districts. It may not be possible to meet when they're in Washington, D.C.
Host a meeting or event at your office or property, or even in their district office.
Meet with elected officials at one of your members' venues.
Personalize the event to provide a more casual atmosphere. This will assist you forming a relationship.
Follow-Up:
Follow up with a “thank you” letter to include a summary of the key points of your meeting and any commitments made by the elected official or by you.
Send along any additional information or materials discussed in the meeting.
Stay in touch. The first visit is the most challenging. Subsequent meetings should be easier.
