01 Time Your Visit

Timing is key when advocating for a policy. Different times of the year may be more conducive to different legislative activities. Here’s how to optimize your visit:

• Understand the Legislative Calendar: Research when your state legislature is most active in drafting bills, gathering input, or considering new policy.
• Know Key Dates: Legislative priorities shift throughout the year. Be aware of important dates such as the start and end of the session, date by which bills must crossover from one chamber to the other, budget hearings, committee sessions, and election cycles for legislators to time your outreach effectively.

02 Do Your Background Research

Before your meeting, make sure you understand the issues the office is focused on and who you’ll be meeting with:

• Know the Issues: Research the key policy areas and previously proposed bills relating to your topic through your state’s legislation database.. This will help you contextualize the topic and tailor your message.
• Research the Legislator or Staffer: Look at the legislative directory or the official websites of the elected officials to see what bills they have introduced or supported.
• Know the Person: Research the background of the staffer or legislator you will meet with. Understanding their role and areas of interest will help you build rapport and effectively initiate a relationship.

03 Plan Your Meeting

Preparation is key to a successful meeting. Here’s how to ensure you’re ready:

• Schedule the Meeting: Send an email to introduce yourself and set up the meeting.On meeting day, leave time for travel between offices if scheduling multiple meetings.
• Create Your One-Pager: Summarize your key points in an easy-to-read format, ideally with graphics. Include your contact information for follow-up.
• Prepare a Clear “Ask”: Outline concrete actions you would like the legislator to take, such as voting a certain way on a bill, making a public statement, or proposing a new bill.

04 Hold an Effective Meeting

Meetings with legislators or staffers may not always go as planned. Be prepared for timing and location changes and have a flexible approach:

• Be Ready for the Unexpected: Your meeting may start late, be cut short, or you might meet with a different person than expected. Adapt and stay focused on your message.
• Leave Materials Behind: Provide your one-pager and business card to make it easy for the legislator or staffer to reference your issue later.
• Follow Up: If you meet with a legislator directly, ask for the contact information of their staff to continue the conversation afterward. Establishing next steps during the meeting helps keep momentum going.

05 Follow Up After the Meeting

Follow-up is essential to maintaining a relationship and ensuring that your message stays top of mind:

• Send a Thank-You Message: A quick follow-up email thanking them for their time and reminding them of your key points and next steps shows you’re serious about the issue.
• Stay Engaged: Legislators and their staff meet with many people each week. By staying engaged and showing that you’re committed to resolving the issue, you increase the likelihood that they will act on your request.

• Timing is crucial: Research the legislative calendar and schedule your meetings when your message will have the most impact.
• Do your homework: The more you know about the legislator or staffer and the issues they’re working on, the more effectively you can advocate for your cause.
• Be clear and concise: In your meeting, focus on your core message, leave behind helpful materials, and make a clear request.
• Follow-up is vital: Maintaining engagement after the meeting helps keep your issue on the radar and builds long-term relationships with legislative offices.
  

Ready to advocate for change? Download the full guide below to start preparing for your meeting with state legislators or their staff today.