Deadline

Tasks

Person Responsible

4-5 Weeks Prior to Ideal Time for Meeting

v     Identify which elected representatives we want to meet with and when.

v     Create work plan and timeline.

v     Identify other key stakeholders we want to invite, and ask them if they would attend.

3-4 Weeks Prior to Meeting

v     Fax AND email the DC (or local, if appropriate) office a formal letter requesting a constituent meeting with the Member. Copy the staff person who works on the policy issue that we are highlighting.

v     A few days later, follow up on our request with a phone call to ensure receipt and progress.

2-3 Weeks Prior to Meeting

v     Continue to follow up with our point of contact in the congressional office until date/time is confirmed.

2 Weeks Prior to Meeting

v     Set an agenda for the meeting (see sample agenda).

v     Begin research and preparation of local materials.

1-2 Weeks Prior to Meeting

v     Prepare one-pagers and leave behinds on our programs and the policy request.

v     Do a practice run-through of the agenda.

1 Week Prior to Meeting

v     Confirm date and time again with congressional office.

v     Confirm number of attendees and give to scheduler.

During the Meeting

v     Make sure attendees arrive early.

v     Remember to tie the conversation to the community.

v     Explain what specific action we want the Member to take.

v     Ask when and with whom we can follow up.

Within 1 Week Following the Meeting

v     Send a thank you letter restating commitments made during the meeting (see sample thank you letter).

v     Follow up at the appropriate time with the relevant staff member on the policy issue, and answer any remaining questions.