SITTING DOWN WITH POLICYMAKERS
Personal meetings are one of the most effective ways to ensure that a policymaker hears and understands your message. By sitting down and talking with him or her about your school’s involvement in the campaign, you can establish a lasting and fruitful relationship. You should consider asking the president of your school or the head of a community group to attend the meeting with you. Some important tips to remember about face-to-face meetings:
• Schedule the visits as far in advance as possible.
Identify the correct person to whom a letter requesting a meeting should be sent. If dealing with a local official, you may be able to send the letter directly to the official. Because of time constraints, the official may rely heavily on his or her staff. Remember, if you can’t see them personally, it is almost as important to build good relations with the staff as it is to build good relations with the official.
You may meet with a legislative aide instead of your representative. Aides are usually well-informed and offer critical advice that will help shape the congressperson's position on a range of issues.
When calling, be prepared to briefly explain the purpose of the meeting, the estimated amount of time you will need, and the names and affiliations of the attendees.
• Proper preparation is essential.
Do your research. If you have not yet established a rapport with the official or are uninformed about his or her views, you will need to learn about the official’s position on issues important to your school. Understand the policymaker’s background, policy positions, and his or her activities on education. Most officials may have their own Web sites – this is an excellent place to start.
You may only have a few minutes with the member of Congress or aide, so keep it short and stick to your talking points. If you have more time, you can discuss additional points about the issue and hear his/her views and opinions.
After your visit, stay in touch with the office by sending a thank-you note. This is your opportunity to build a relationship with your member of Congress. Follow-up in a timely manner with any requested materials and information. If the member of Congress commits to take a specific action, keep an eye on it.
• Know your message.
Time is extremely valuable for policymakers because of the many demands on them, so be prepared to summarize your messages in one minute or less. Reference this resource guide to familiarize yourself with the key messages you will want to focus on during the meeting. It is a good idea to bring along materials on the campaign to leave behind with the official and his or her staff. You should never bring documents to the meeting you are not prepared to leave behind.
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• Be brief, and don’t waste time on idle “chit chat.”
Always be the one to conclude the meeting. Try not to go past the appointed time, even if the official does not appear to be rushed.
• Follow up the meeting with a thank-you letter.
Your thank-you letter should underscore the key messages you stressed in your meeting, so that you leave him or her with a clear understanding of what was discussed. Include any additional information that was requested and a brief summary of your understanding of the outcome of the meeting. The letter should also express an interest in maintaining an ongoing conversation with the policymaker and keep the door open for future opportunities to work together and communicate.
• Invite policymakers to participate in campaign events.
Invite policymakers to participate in campaign events. Policymakers need to understand the various parts of the districts they represent, and know that their decisions affect the lives and needs of those in the entire community.
Sample outreach materials that will help you communicate and develop relationships with policymakers can be found on the following pages.
