Here are some helpful hints that will help you organize and execute a successful meeting.
Plan ahead (if possible!) when trying to schedule a meeting. The first step is a call to the Member's appointments secretary to find out how to request a meeting. The next step is usually a letter outlining the purpose of your visit and when you would like to meet with the Member. Remember that legislative staff handle most day-to-day business on behalf of Members. Therefore, do not be surprised if you end up meeting with a legislative aide. These are bright, knowledgeable people, and Members rely on their advice in staking out positions on issues.
It may take a follow-up phone call or two to schedule the appointment so be persistent. Also, it is a good idea to confirm the date, time, and purpose of your appointment with another letter or phone call a few days ahead of time.
A successful congressional meeting is one that is organized and succinct. Before your meeting:
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Find out the current status of the issue, the Member’s position on it, and his or her relevant committee assignments and caucus affiliations. |
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Prepare a few bullet points about your issue that can be left behind as a reminder of your concerns. |
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Find out basic information about the Members you will meet. The APS has prepared an online guide to finding and recording this important information. Click here for the APS E-sheet |
During your meeting:
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Be sure that your message is easy to understand and free of scientific jargon. Make your points in about 5-10 minutes, leaving time to answer questions; |
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Point out links between the NIH and the Member’s district. How many research facilities are doing NIH funded research? What important findings that have been made locally? |
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Keep your message positive and never attack anyone who disagrees. |
Follow-up your meeting with a thank you letter expressing your appreciation for the Member or staff member’s time. Let the APS public affairs office know about any important issues that were discussed.
Back To Communicating With Congress
2/28/02