in-district meetings

overview

want to influence your member of congress? show up in person!! when asked to rate the effectiveness of advocacy techniques, congressional staff rate personal visits to washington, d.c., (83%) or district offices (81%), at the top of the list.

legislators are more likely to support positions that their constituents feel strongly about, and there is no better way to communicate your issue than by having a face-to-face meeting.

although the most common way to meet with a legislator is to conduct a meeting at their district office, if you are unable to conduct a meeting, there are several other ways you can connect with your representatives!

alternative approaches to meet with your representatives include:

• inviting the legislator to your chapter event;
• inviting the legislator to take a tour of one of your properties; and
• attending one of the legislators town halls or other scheduled events;
• to find out when a legislator is conducting a town hall or other event, you can either call their office or they may have a list of monthly events on their website

any questions? please contact us at iremlegislation@irem.org

how to schedule a meeting

here are a few tips to help you identify & contact your members of congress:

who am i meeting with?
you will be meeting with federal legislators. our initiative is focused on engaging with your federal legislators in their district offices. your federal legislators work on capitol hill in washington, d.c. and are either in the u.s. senate or the u.s. house of representatives. we refer to both groups as “members of congress.”

find your member of congress

check the calendar
before contacting your legislator’s office, be sure to check the session calendars to make sure they will be in the district and able to meet with you during your appointment.

u.s. house of representatives 2019 calendar
u.s. senate 2019 calendar

contact the legislator's office
introduce yourself as a constituent, let them know you would like to meet with the legislator, and ask for the scheduler’s email address.

send the scheduler a formal meeting request. you can use our sample letter or draft your own letter. if a meeting with a staffer is offered, we highly recommend accepting it. staffers are the “eyes and ears” of their bosses and establishing rapport with them is extremely impactful.

let the scheduler know you would like to introduce the legislator to irem, our industry, and also talk about the national flood insurance program and assistance animals. providing more information in advance will help ensure you meet with the most appropriate staff and they will be able to better prepare, so be sure to include the leave behind materials in your request.

follow up
members of congress get thousands of requests each year, so call the office a week after submitting the request to confirm it was received. once you have confirmed the meeting details, provide the scheduler a full list of attendees.

let irem know about your meeting
once your meeting is confirmed, please email us at iremlegislation@irem.org with your meeting details.

how to prepare

here are a few tips to help you prepare for your meeting

practice before the meeting
schedule a meeting or conference call with the irem members who will be attending the in-district meeting. review the issues and decide who will present on each issue. the meeting or call can be brief, but it’s always wise to touch base with other attendees before your meeting.

the meetings generally follow this format:

• introductions and exchanging of business cards;
• informing the legislator/staff about irem;
• discussing the issues and ask for their support;
• give the legislator/staff a “leave behind”;
• thank them for their time and offer irem as a resource in the future;
• you’re done!

day of the meeting
arrive 15 minutes early. dress nicely. business attire is appropriate. don’t let your appearance detract from your message or impair your credibility.

turn off your cell phone before you go into the meeting.

do not be upset if the legislator cancels at the last minute – congressional staffers are great resources and are knowledgeable on many issues. they also brief their bosses on the issue and can relay important information that you shared.

remember to inform them briefly about irem, your involvement, and that you are a constituent! (i have been a member for x amount of years, i manage/own x number of properties in your district, etc.)

discuss the issues

• explain the issue (the legislator and/or staff may be unfamiliar) briefly.
• phrase the argument in your own words. don’t be surprised if it appears you are more knowledgeable than the individual you are lobbying. no legislator can be expected to know everything!
• explain that you are proponent/opponent of the issue (include bill numbers if necessary).
• very important: give a personal example of how the issue/bill has or would impact you and your business.
• respectfully ask for their support.

questions

• if the legislator/staffer has questions, try to answer to the best of your ability.
• however, it is okay for you to not know all the answers! if you don’t know an answer, admit it. communicate that you will look into the issue and report back. this will also provide you the opportunity for follow-up and to provide any additional information.

conclusion

• ask if they would like to take a tour of your property/business.
• thank your member of congress and promise to follow up.
• ask for a photo with the member of congress and/or staff!

after the meeting
send a thank you email the following day (send to any staffers you met with and they’ll relay the message to the legislator). use this opportunity to reiterate your main points, answer any unanswered questions, and most importantly thank them for their time.

also attach the leave behind so they can put it in their online files.

dos and don’ts
do…

• address your senator or representative properly: “hello, representative smith” or “thank you, senator miller”
• introduce yourself to everyone you meet
• hand everyone you meet a business card.
• know important details about the bills you’re discussing such as its status and bill number.
• use our issues brief for information on each issue.
• use your own words and experiences (personal experiences are key!)
• be concise and courteous – especially if they do not agree with you!
• do meet with staff. they know a lot about the issues and keep the legislators updated.
• establish yourself as an expert on the subject.
• give legislators the leave behind. this helps them remember what was discussed.
• familiarize yourself with staff, they are often the gatekeepers to the legislator.
• always keep off-the-record comments confidential.
• keep the door open for further discussion despite differences of opinion.

don’t…

• don’t remind them that you pay taxes or “pay their salary.”
• don’t be arrogant, condescending, or threatening toward legislators or their staff.
• don’t argue, be aggressive, or force an answer.
• don’t take notes while talking to a legislator, wait until you leave the office.
• don’t send copies or form letters unless you have taken the time to include a personal note.

make sure you know the issues

it is important to anticipate some opposition on any issue. be sure to do your homework and read the irem issue brief and be prepared to discuss any opposing views.

provide the irem facts sheets on the national flood insurance program and assistance animals to each legislator you are meeting with. if possible, email them to the scheduler in advance. this will help ensure you meet with the most appropriate staff, and that they are prepared.