Tips for a Successful Meeting

Basic Rules

  • They want to hear from you. The squeaky wheel gets the grease.
  • You are the expert! Don’t be afraid to talk. However, don’t be condescending.
  • This is all about relationship development. Remember that trust is hard to gain and easy to destroy.

The Meeting

Be Prepared.

  • Familiarize yourself with the Background Information.
  • Prepare materials to leave in each office you visit (Leave-Behinds). Do not give gifts or anything of value to the office, member, or staff. Congressional rules strictly prohibit this. A folder with information is all you will need.
  • Know your members of Congress. Read their bios, know their committees & interests, and tailor your pitch accordingly. (Find links to this in the ‘info’ link by each meeting. Or check out Project Vote Smart directly.)
  • Know your talking points.
  • Identify your “Ask” or “Desired Take Away.”
  • Remember that ACS staff can help you with all of this!

Be Flexible.

Time:

  • While you should always arrive early, the meeting may not start on time.
  • If you are going to be late (even 2 minutes), call the office and let them know.

Place:

  • The meeting can be held anywhere: hallway, cafeteria, elevator, outer office, member’s inner sanctum

Person:

  • The meeting may be with a staff member instead of a Congressperson and may change on short notice.
  • This shouldn’t be a problem, because staff members are young and smart, even though they may not have a background in their issue areas.

Be Succinct.

  • You will have 15 quality minutes: Organize accordingly.
  • Limit your message, and stay on point.
  • Describe the importance of the issue to your work, employer, or state. Use anecdotes or narratives.
  • Let them ask questions.
  • Conclude and reiterate top points, making sure to capture follow-ups or commitments.

After the Meeting

  • Thank them for the meeting – verbally and via email.
    Reiterate key points and a unique meeting experience.
    (Conventional mail is impractical for legislative offices due to security concerns.)
  • Touch base with office contacts every three months to help build the relationship.
  • Report the visit in your local section newsletter or website.
  • Let the Office of Public Affairs know how the visit went using the Report Form for lawmaker visits .
  • For examples of write-ups, check out our Local Section Success Stories.

For more information, contact:

Kathryn Verona


American Chemical Society
1155 16th Street, N.W.
Washington, DC 20036
Ph: 1-800-227-5558 ext. 4384