 |
 |
 |
 |
 |
 |
 |
 |
 |
Government Relations, September 2003
When members of Congress are headed home for a recess (or, as some call it, a district work week), participants in your grassroots network have an opportunity to use their most effective education tool: the site visit.
To understand the value of site visits in your district or state, consider the environment on Capitol Hill. Today, members of Congress must keep track of hundreds of issues--many more than their predecessors from just a decade ago. This phenomenon is further complicated by budget cuts that have reduced each member’s number of staffers.
What’s more, there are more constituents visiting Washington, as well as district and state offices, these days. With this competition for time and attention, how can you help your representative or senator understand--and remember--your issues?
To cut through the clutter and be remembered, you need more face time with the congressperson in an environment where the pace is less hectic than in a House or Senate office building. You get that when you meet with a legislator locally.
A local site visit is effective because you can vividly demonstrate what your association members’ working lives are really like--a valuable experience for any member of Congress, but especially for young legislators and staffers who may never have been exposed to your type of industry, organization, or government agency.
You also give them the opportunity to see real people at work. Legislators find it much harder to criticize your industry if they have seen the difficulty, complexity, and value of your work.
The invitation
The best time to invite a member of Congress to tour your site is when you are in his office for a personal visit, such as during your annual Washington lobby day. After explaining your issues, the next step is to ask him to see firsthand the nature of the business your association represents or the situation that would be influenced by pending legislation. If you are unable to extend an invitation in person, then do so in writing, suggesting a date and location for a site visit.
Whether you deliver your invitation in person or in writing, remember that few invitations for a site visit are accepted the first time they’re offered. Don’t get discouraged if the invitation is not immediately accepted; you may need to extend the invitation several times. A positive response usually requires persistent and professional follow-up work with the staffer or legislative assistant assigned to handle your issue.
Whether inviting a congressperson in writing, by phone, or in person, confirm her acceptance in writing, indicating the date, time, and precise location. Be sure to request a contact person with whom you can discuss additional details and confirm the visit.
Be prepared for changes. It’s common for visits to be cancelled and rescheduled several times, especially if the site visit occurs during a busy time in the legislative calendar.
The preparation
While a site visit provides an excellent opportunity to impress members and staffers, without advance planning, you could just as easily make a bad impression. The key to success is attention to detail in your planning and preparation.
When planning a site visit, remember that your visitor will have limited time. It’s important to establish up front how much time he can spend on site--and to stick to that schedule. Avoid confusion by confirming details in writing and mailing or faxing the information. Don’t be surprised or disappointed, however, if the member insists on last-minute changes. Be prepared for the legislator to arrive, then announce the visit will have to be cut short.
Although several members of your grassroots network may be available to participate in the visit, avoid overwhelming your visitor. Decide who should be involved, and select a principal spokesperson. Discuss each person’s role, and remember that not everyone has to speak. Review plans at a pre-tour meeting, an excellent opportunity to review small details such as appropriate attire for tour guides.
Before the visit, provide appropriate briefing materials for the congressional staffer who accompanies the congressperson. The staffer will brief the member while she is traveling to your site, so prepare concise, easy-to-understand materials. Provide a general overview using a simple, uncomplicated format. Again, avoid overwhelming the staffer and congressperson, as they may have only a few minutes to read your materials.
Make sure the accompanying staffer has your cell phone number. Last-minute delays or schedule changes are common.
At the dress rehearsal, review the precise path of the visit and expose any unanticipated problems, considering every possible factor.
- How do you want the congressperson and staffers to enter and exit the facility? Is security or safety a concern?
- What departments should they see? (Remember time constraints.)
- Who might the member meet along the way, and how much time could such conversations take?
- Who will take pictures during the visit? When and where?
The visit
Always be early for a visit with a senator or representative in case he’s running ahead of schedule. Use the extra time to review your plan for the site visit and each person’s role. Review the key issues you plan to discuss. And don’t forget to “ask for the order”: Ask the congressperson to support or oppose any pending legislation of concern or to introduce a specific bill.
After a facility tour, propose a brief meeting with the legislator in a quiet setting, where you can answer follow-up questions. Ideally, your conversation can take place over lunch or dinner or at a small reception.
Changes in the “gifts” that members may accept have made some legislators reluctant to accept offers of seated dinners. Ask in advance what your guest considers acceptable. Some are happy to join you for a bite to eat, but, unless you have a long-standing relationship with the congressperson, it has become increasingly rare.
The follow-up
To extend value, send a formal letter of appreciation to the congressperson immediately after the visit. If you took pictures, enclose copies. Were questions asked that required information not available during the visit? Include these answers in your letter. Then call the member’s office to ensure the materials were received and all questions were answered.
A visit with a member of Congress or staffer during a Washington lobby day is but one small part of a good grassroots program. A site visit is the best possible opportunity to develop a closer, more significant relationship with a legislator and educate him on your business and issues.
After the visit, take advantage of your new relationship by staying in touch and extending invitations to other events. You may be surprised when a legislator who has a few extra minutes to spare drops in at your next meeting, picnic, or holiday get-together.
Robert E. McLean, CAE, is president, REM Association Services, Arlington, Virginia.
