How To Make An Appointment With Your Congressman Or Senator

HOW TO MAKE AN APPOINTMENT WITH YOUR CONGRESSMAN OR SENATOR

Making your views known to your Member of Congress is an important part of our Democracy. Indeed, the privilege is protected in our Constitution. Members of Congress expect that when constituents visit Washington DC., they will seek to meet with them and discuss a variety of issues, and most Members welcome these visits. However, Members of Congress are busy with Committee hearings and legislative activity, as well as meetings with their party officials and caucuses. Therefore, in order to secure a spot on the Member’s schedule, there are few steps you can take to increase your chances for getting a meeting, and making that meeting successful.

Included in the conference packet is a chart listing the delegations of AASCIF states. While all Members are important, focus your appointment efforts on those Members who are on the Ways and Means, Financial Services, Banking, and Finance Committees which are bolded.

FIRST: START EARLY. Most Members’ schedules fill quickly and are often booked in advance. This is especially true of Members who are more senior or have key committee assignments. Therefore as soon as you know when you will be in D.C.; request your appointment.

SECOND: BE FLEXIBLE ON TIME. Give your Member options for your meeting time to increase you chances of getting on the schedule. Many Members are not in town on days when Congress is not in session or they often leave to return to their District on Friday when business is concluded and return Monday evening. In addition, hearings are normally held in the morning, and the House conducts business on the floor of the House in the afternoon. You may be offered a meeting off the House floor between votes, with a staff person guiding you to the meeting area. Finally, you may be asked to move your time as the Member’s schedule changes.

THIRD: WORK THROUGH THE SCHEDULER OR APPOINTMENTS SECRETARY. Unless you have a personal contact in a particular office, you will need to work with the Member’s appointment secretary. As part of this conference packet is a chart which lists the Congressional Delegations of each AASCIF state with the office number and scheduler name. Call the office and speak with the scheduler. Each office is different, but expect to be asked to either e-mail or fax your request for an appointment to the scheduler, including where you are from,

4949678 the names of who will attend, the issues you want to discuss, and the length of time you require for the meeting. These meetings are fundamentally a courtesy call with a limited agenda, so 30 minutes is sufficient, and is considered a long meeting by most Members.

Alternatively you may go to either www.house.org or www.senate.gov which will have links to the website of each Member or Senator, which should have an appointment contact. Or call 202-224-3121, or 202-225-3121, the Capitol Operator, and ask for the office of the Member you wish to see. Once connected there, ask for the appointment secretary or scheduler.

FOURTH: DON’T REBUFF A STAFF MEETING. You may be offered a meeting with a Staff member, either because the Member is away or otherwise scheduled. Take the meeting. As constituents you should see a top staff person, and that person will convey your views to the Member. Most Members rely on staff and you should brief the staff as you would a Member. In addition, this gives you a contact in the office for the future. Even if you meet with the Member, a staff person will very likely be in the meeting.

OTHER MEETING TIPS: Follow what I call the Four P’s of a Congressional meeting: Be Prompt; Be Polite, Be Prepared, and Be Political. The first two are obvious but many forget them to their detriment. As for preparation, you will have materials describing AASCIF issues generally which should be left behind. However, be prepared to add your own company’s perspective on these matters, and how they specifically impact your company. Discuss your points briefly but completely, and if you can’t answer a question, say so and get back with the answer. Being political is important, but it doesn’t mean campaign contributions. In fact, do not even bring up that subject. In this context, being political means informing your Member about your company, how many employees you have, what you do to serve the employees and employers of your State, and the nature of your mission. In other words, let the Member know that you are an important factor in the life of workers and employers, particularly small business, in the State.

MOVING BETWEEN THE HOUSE AND SENATE: Because of security and the distance involved, try not to schedule appointments which require moving between the House to Senate.

4949678 FOLLOW UP: If there were any items left open or further information was requested, be sure to provide the necessary follow up. A thanks you letter re- emphasizing the major points of the meeting is also helpful.

QUESTIONS: If you have any difficulties or seek any additional information please feel free to call Jim Christian at Patton Boggs 202-457-6484 or Terry Frakes.

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