Communicating With Congress: Personal Visits
Swarming around the House and Senate office buildings every weekday are citizens who have come to Capitol Hill to present their views to Members of Congress and their staffs. Although they come to Washington for a variety of reasons, they all have one thing in common: they have discovered that the best way to communicate with a Member of Congress is by meeting him or her in person.
It is a common request to ask for an appointment with a member and/or staff. On many days there is a constant stream of visitors to a congressional office. Visiting with a member provides a personal touch, an opportunity for questions, and immediate feedback. Here is how to plan a visit:
A general rule of thumb is that it is easier to get an appointment with a representative than with a senator. Arranging a meeting with your own members will be much easier than with a representative or senator who does not represent you. If a member is not available, ask for an appointment with the relevant legislative assistant.
Plan far ahead. Members of Congress and their staffs are working under crushing work loads this year. Call the Capitol’s switchboard at 202-224-3121 and request a specific office. Ask to speak to the appointments scheduler, and briefly introduce yourself (noting if you are a constituent), and describe the purpose of your visit. Call at least three or four weeks in advance.
Follow the correspondence guidelines in FYI #62 in planning your presentation, citing relevant legislation (including bill number.) Be ready to provide a brief nontechnical explanation of your topic as appropriate, avoiding all abbreviations and jargon. Allow time for dialogue and questions. Request (not demand) a specific action. Know the member’s position on the issue; contact us for assistance if needed. Most appointments last around fifteen minutes; less if they are a courtesy call.
If you are coming as a member of a group, decide on a spokesperson. Agree on your presentation and strategy before you arrive.
Anticipate schedule changes! An appointment planned months in advance with a member can be changed or canceled because of unanticipated committee or floor action. Committee members can no longer vote by proxy, which means they must be present when bills are being marked-up. A string of back-to-back votes on the floor can keep a member away from his or her office. In this case, a staff assistant will handle the appointment. These dedicated assistants are often the most knowledgeable about legislation, and can be very influential.
If appropriate, bring a “hands-on” visual aid. If you have been working on a new product and if it is easily handled, bring it along. A few well selected hand-outs may be useful, but resist the temptation to bring along stacks of materials. In all probability they will never be read. A one-page summary of your position with an attached business card to present at the end of your appointment will be welcomed.
End your appointment on time. Follow-up your visit with a thank you letter in which you reiterate your main points, and offer your assistance as needed.
If a legislative assistant is present during your appointment, ask for their business card. This individual can serve as your primary source of contact for subsequent telephone calls and informal correspondence.
Arrange, if possible, your appointment with the member while they are at their home office. Your meeting will occur in a far more relaxed environment away from committee and floor deliberations and other distractions. Offer to arrange a visit to your facility or institution where the member can get a much clearer impression of what federal taxpayers are helping to support!
Although meeting with a Member of Congress may at first glance seem to be an anxiety-producing event -- relax! Most members participate in hundreds of these appointments every year, and they are typically very good at making people feel welcomed and comfortable. After all, if you are their constituent, they are interested in gaining your future support.
