Face to Face
Nothing impresses Members of Congress as much as constituents who are willing to make a personal visit. Whether it's to discuss local issues or national topics, individuals or groups who make an effort to share their views in person are worth platoons of lobbyists in Washington.

But you don't have to travel to Washington to meet with your congressional representatives. Many members travel back to their district for weekends and for designated "work periods," which occur around national holidays such as the Fourth of July, Easter, Memorial Day or Labor Day. Members of Congress usually have several district or state offices, and many elected officials also hold town meetings to solicit constituent views. These are wonderful opportunities for you to express your opinion as an individual or as a representative of a group. For a timeline of the federal appropriations process and congressional calendar, click here.

Lobbying is a distinctly personal activity. There is no "right" way to do it. There are some guidelines that everyone follows, but trust your own personal style when meeting with elected officials. Your visit should accomplish both short and long-term goals. Short-term goals could include persuading your representative or senator to vote in favor of measures that protect refuges, or asking him/her to cosponsor a bill or introduce legislation that protects refuges. Long-term goals should include developing a relationship with your elected officials and their staff and educating them on larger issues. Never discount the importance of staff.

When you meet with elected officials as an individual or as a group, you take with you two messages. The first is substantive: "Please cosponsor HR 350, the wetlands protection bill; or, please vote for increased funding for wildlife refuges." The second is political and you deliver that message by simply walking through the door. That there are people in the district willing to take the time to present their views in person is a very powerful political message - one that lobbyists inside the Beltway cannot hope to match no matter how knowledgeable they are on the technical minutiae of an issue. While it helps to know the substance of an issue, particularly when talking about local or state causes, constituents are not expected to know every detail of a national piece of legislation. When delivering the substance of your message, it's always okay to say, "I don't know, but I'll find out and get back to you." In the meantime, the other message - the political message - gets delivered, and that's very important. Below are a few tips on how to set up a meeting in your district:

Getting an Appointment
If you are unable to travel to Washington, D.C., call the district or state office and request a meeting during the next recess break when your Member is at home. Many Members of Congress are in the district Friday, Saturday, Sunday and Monday.

When calling for a neeting ask to speak with the "scheduler." He or she will want to know what the meeting is about. Limit your agenda to only a couple of things, or better yet, to one topic. Polite but firm persistence, pursued through regular contact with the district office, is essential. If you can't get an appointment during the upcoming recess, express your disappointment - and immediately request a commitment for the next time the Member of Congress is back home.

You can telephone your senators or representatives through the Washington, D.C., U.S. Capitol switchboard: 202-224-3121. If you don't know where your district offices are located, look in the white pages under U.S. Government, call your public library, your representative's Washington, D.C., office or call the National Wildlife Refuge Association at 202-333-9075. You can also visit Members' websites at www.house.gov or www.senate.gov.

Planning an Effective Meeting
Small groups are generally best. You may want to have at least one spokesperson represent several organizations to strengthen the impression that you represent a number of constituents. Consider putting together a coalition with representatives from other local groups in the area.

Before the meeting, get together and decide who will say what. Don't expect a lot of time with you representative or senator. Ask the staff in advance how much time you'll have and be sure to cover your key points early on. Ask for specific action: "Senator, we'd like you to cosponsor S. 350, the Wetlands Reform Act;" or, "Congresswoman, we'd like you to offer an amendment to increase funding levels for our refuge."

Try to find a local angle on national or regional issues. How does this issue affect your community? Divide up your agenda so everyone in your group has an opportunity to speak. Remind everyone to begin and end by focusing on the specific action you'd like your representative or senator to take: "Senator, we hope you'll support efforts to increase funding for refuges;" or "What is your position on amendments we've discussed which could harm wildlife refuges?" Hold a pre-meeting meeting. This helps get everyone there on time - and prepare for the most effective discussion. If possible, prepare a brief fact sheet to leave with the representative. List the names, addresses and phone numbers of each person in your group. Then summarize the agenda items, highlighting the your specific action requests.

Meeting Etiquette
Be on time, dress formally and be polite. Never threaten your Member of Congress and never insult other elected officials. Be sure to introduce yourselves at the outset of the meeting. Have your leader then give a brief introduction about your organization or coalition. State your reasons for seeking the meeting.
Don't overstay your welcome. Cover your key points thoroughly and early. If the official is enjoying the meeting and lets it run over, fine. But be prepared to complete your agenda in the time allotted. Beware, also, of Members who try to waste your time talking about the weather, common acquaintances, or the last basketball game. Politely, but firmly get him or her back on track.

Follow Up
After the meeting, follow up with a thank-you letter and provide any information you promised during the meeting. Use these opportunities to continue to build a relationship with your elected official and his or her staff. Don't be discouraged if you don't see eye-to-eye with your representative on every issue because there could be another piece of legislation down the road on which they may be helpful. If you don't get the answer you want, keep trying. Persistence is the key.

Grassroots power has prevailed over special interests to save many wild places; it has helped pass important laws and ensured adequate resources for the protection of wildlife refuges. You have what special interest groups can never match. You have real grassroots clout. So, if you really care about an issue, don't let your representative leave home without hearing from you.

Do's and Don'ts of Meeting with Members of Congress

BEFORE THE MEETING

DO:

• Your homework! Look at the lawmaker's voting records, issue statements, favorite or local issues, etc.
• NEVER MISLEAD; trust is vital.
• Prepare with your team. Approach the meeting with three goals in mind: 1) to learn more about the legislator; 2) to convey your position on an issue; and 3) to find out the legislator's position on an issue.
• Plan your strategy based on the legislator's positions on various related issues and the information you obtained through your homework.
• Make a list of talking points you want to cover. Bullet the 3 to 5 most important points; speak about examples. Be sure to bring the points back to your basic message. Include questions you want to ask.
• Be political. Members of Congress want to represent their constituents, so draw a clear connection between what you are requesting and the interests of the state/district.
• Decide who is going to say what and in what order. Pick a leader to direct the visit. If possible, assign a particular area of knowledge to each team member who can answer questions on that topic.
• Be organized and concise. Dress and act like you take the meeting seriously.
• Optional: Make a one-page agenda and copies to distribute at the meeting. An agenda will keep you on track and let the lawmaker know that you are prepared.
  

DURING THE MEETING

If you meet with staff instead of the Member, that's fine. Congressional staff tend to be very influential. Although Members of Congress vote and make the final decisions on policy issues, never underestimate the importance of their advisors.

DO:

• Arrive on time for your meeting and be polite and friendly.
• Introduce yourself to the receptionist when you enter the office and say with whom you have an appointment. Be prepared to wait or be sent to another location.
• Make sure to get the name of any staff person who sits in on the meeting: this information will help you if you need to follow up with a phone call to provide additional information.
• Be sensitive to the time and ask how much time you have; if you get 15-20 minutes with a Member of Congress of staff, that's great.
• State your issue and ask if they'd like to tell you anything about their position.
• State your message and your position, using facts and anecdotes.
• Ask for what you want, as clearly as possible.
• Consider compromise proposals offered and political realities.
• Listen to their position; find out who and what influences them. Don't get discouraged if they refuse to support your position.
• Invite them out to your refuge for a special field trip.
• Ask the Member if there is anything you can do to help him/her.
• When you have finished making your key points and there are no more questions, thank them for the meeting, give them your handouts and leave.
• Leave your card so that they can get back to you for more material.

DON'T:

• Fail to show up for your scheduled meeting. Call if you expect to be late.
• Confuse your message by asking for too many things at once.
• Be afraid to say 'I don't know." If you're asked a question to which you don't know the answer, simply say you don't know and tell the person you will be happy to provide the information as soon as you can. Make a note of the issue and ask the appropriate sources for help with the follow up.
• Underestimate your importance. As a voter, you have power. Your power is your vote, and your ability to influence the votes of your friends, family, neighbors, business associates and others in your community.

AFTER THE MEETING

DO:

• Write a thank-you note when you return home that outlines the different points covered during the meeting, and send along any additional information and materials requested.
• Send your newsletters to your Members and their staff.
• Follow through on promises you made.
• Report your findings back to the National Wildlife Refuge Association. The information you can provide is invaluable to us.
• Write them whenever they do or say something you like.
• Invite them to refuge functions.
• Support them with donations and /or other help.
• Get a reputation for good sense, integrity.

Date

The Honorable___________ (or) The Honorable___________
U.S. House of Representatives U.S. Senate
Washington, D.C. 20515 Washington, D.C. 20510

Dear Representative/Senator___________:

Thank you for meeting with me on February 25 to discuss the National Wildlife Refuge System and <local refuge name and location>. As a constituent, I appreciate your taking a few minutes to discuss my concerns about the Refuge System's funding crisis. If you have further questions about this issue, please do not hesitate to call me.

Again, thank you for taking time from your busy schedule. Our meeting made my visit to Washington for the National Refuge Friends Conference so much more fruitful. I hope that you are (or, if you met with staff, the Senator or Representative is) able to visit us for a tour at <local refuge>. I look forward to working with you in the future.

Sincerely,

Name
Title or Affiliation

Note: If you met with a staff member, simply add the staff person's name before the Representative or Senator's name in the address block.

Mr. John Doe (or) Ms. Jane Doe
Office of Representative______ Office of Senator______
U.S. House of Representatives U.S. Senate
Washington, D.C. 20515 Washington, D.C. 20510

Other Helpful Tips: In general, when writing letters to your lawmakers, your purpose should be stated in the first paragraph of the letter. If the letter pertains to a specific piece of legislation, identify it accordingly, e.g., House Bill: H.R.____, Senate Bill: S. ____. Be courteous, to the point, and include key information, using examples to support your position. Address only one issue in each letter, and, if possible, keep the letter to one page.

Sending E-Mail to Congress: When addressing an email to a Member of Congress, the body of your message should use the following format:

Your name
Address
City, State, Zip
Dear (title) (last name),

Start your message here.

Click here for online resources to help you become an effective advocate.