American Associations Day: How to Run a Congressional Meeting March 13, 2013

Speakers Danielle Staudt Executive Director American League of Lobbyists Mary Kate Cunningham Public Policy Manager ASAE: The Center for Association Leadership

Purpose of a Hill Visit Make a personal connection between your association and the Power of A message Advance legislative issues of the association community Ensure your voice heard- Members of Congress represent their constituents

What is the PWRA Campaign? The Power of A campaign is designed to show how associations are social and economic drivers Associations are moving society forward in many ways Learn more at the American Associations Day panel “Hill Meetings: Using the Power of A Message” with panelists: – Matthew R. D’Uva, CAE, President and CEO Society of Consumer Affairs Professionals International – Jim Thompson, CAE, IOM, Executive Director Association Executives of North Carolina

Poll What are you most concerned about regarding your meetings on the Hill? – Scheduling and confirming meetings – Locating the office – Mastering the legislative issues – Making the final “ask” – Other: fill in

Planning Your Hill Visit Allow at least 15 minutes between meetings on the House side and at least 30 between meetings on the Senate side Numbering system on the House Building + Floor + Room Number Example: Rayburn 2 nd floor is 2243 Example: Longworth 2 nd floor is 1243 Example: Cannon 2 nd floor is 243 (no number) Allow enough time for traffic (on Metro and the roads)

Map of Congress

Planning Your Hill Visit Expect to walk- the Congressional campus is large Prohibited items: – liquid, including water – Aerosol containers/ non-aerosol spray – Any bag larger than 18" wide x 14" high x 8.5" deep Cafeterias and snack shops can be found in almost all Congressional buildings. Check a map for the closest to you.

Before Your Meeting Confirm each meeting a day in advance Be prepared with the background of the Member of Congress and his/her district Know potential connections between your organization and the district or member Take a moment to consider the special angle that makes your talking points special Dress for a business meeting

Arrival Arrive 5 minutes early and check in at the Front Desk Greet the front office Staff Assistant and tell them: – your name and organization – who you are meeting with and what time Congressional staffers may look very young, yet they report to the member, so treat them with respect Don’t be shocked if the meeting space is less than ideal (i.e. a cafeteria, hallway, or “cage” Prepare for a short meeting, usually not longer than 15 minutes

Start the Meeting The staffer you are meeting with will likely run late. Do not let this fluster you. Stick to the planned talking points. Introduce each member of your group and what organization they are representing Present material and business cards at the start of the meeting

Make the Connection Emphasize if you are a constituent If you have a connection to the member, share that with the person you are meeting with (i.e. attended same college or university, shared former coworker)

Meeting Logistics Address how your association helps the district or state through services/education/ and jobs. Use personal stories in addition to facts Leave time for questions Avoid acronyms and industry jargon Thank the staffer or member if they have supported a position in the past that is related to your issue Make your “ask” clearly Offer to be a resource to the office

Mistakes to Avoid Never mention campaign contributions- this destroys your credibility and may be illegal Do not threaten not to vote for a member If the member is present or stops by your meeting, avoid becoming “star struck” Make sure not to guess at answers to questions: offer to check and then follow through with the staffer. Never lie or stretch the truth on your issue Do not convey negative feelings about politicians and Congress. Be respectful.

Breakdown of the Office Staff Assistant Legislative Correspondent (LC) Legislative Assistant (LA) Legislative Director (LD) District/State Director Scheduler Chief of Staff

After Your Meeting Send a follow up note to the staffer thanking them for the meeting and for their time Provide any additional information you may have offered to send Keep in touch with the office, either on this issue or a future issue. Make the connection into a relationship.

Poll What are you still concerned about heading towards American Associations Day? – Mastering the issues – Confirming appointments with Congressional Offices – Making the “ask” to the staffer or Member – Other: fill in

Mary Kate Cunningham Public Policy Manager Robert Hay Jr. Associate Director, Public Policy Questions?