A point-by-point plan to contact and engage with your representatives and senators

By Ryan Fonseca-Vega, ELCA Advocacy Intern

August presents unique opportunities to bring our deep concerns as Christians about many things related to our planet and the beings that inhabit it to U.S. Congress in our own backyards. In-person and virtual meetings, as well as Town Halls, can be scheduled in this month as the U.S. Congress usually takes a recess. Representatives and senators often visit their congressional districts and/or home states in August to reconnect with their constituents – like you.

TIPS FOR ARRANGING A MEETING

Whether in-person or virtual, a social ministry or faith-based group you are part of may want to connect to highlight your experience and priorities with your federal elected official directly on an issue about which they have influence.

Who and Where

First and foremost, learn who your elected official is and where they are located. To locate your member of the U.S. House of Representatives, house.gov/representatives/find-your-representative is a great tool. Also available is govtrack.us, using your location to find your senators and representatives .

Follow links to get a photo of the elected official and their website, which will include office locations and other resources.

From the elected official’s website is often a link to make a scheduling request (but an old-fashioned phone call can also help you learn how to accomplish this).

Scheduling a Virtual District Meeting

This may be the easiest way to arrange a meeting, and the online tool from the lawmaker’s website should guide the process. For you and those who may take part with you, there is a minimal need to consider travel time, and it can take place anywhere.

• Make sure to inform the official’s office that you are a constituent.
• Clearly prepare the reason for the meeting or what the meeting will be focused on. For example, you may want to share your priorities on the Farm Bill or other legislation in federal discussion.
• TIP: You may be providing the virtual platform for the meeting. If so, clearly determine the correct link. For example, will you use Skype/Teams/Zoom?
• TIP: Assure there is no time limit for the platform you have chosen so that there is no pressure to rush the meeting.

In my experience, these meetings usually go well and smoothly. Most likely, it will be a staffer of the elected official on the virtual call. Get to know the staffer and get their contact information. They are a person consistently speaking with the elected official.

Scheduling an In-Person District Meeting

It is a bit more difficult to schedule such a meeting, especially since the plan may need to account for travel to and from the location. You may try to meet in the elected official’s local office or at your venue. You may want to offer a tour of your facility or even a more hands-on approach such as allowing the policy maker to volunteer some of their time in a pantry or experience daily life in your facility/space.

• Here too – make sure to inform the official’s office that you are a constituent.
• Here too – clearly prepare the reason for the meeting or what the meeting will be focused on, such as an issue or legislation focus.
• TIP: Be ready with options for times and days that the elected official may meet with you. By having a more flexible schedule, and being open, the likelihood of your elected official attending is increased.

Always Confirm

In my experience, there have been times when a request for a meeting has gotten lost between the website and the assigning staff member or other glitches. It is important to follow-up with the scheduler to assure that a meeting, virtual or in-person, is documented on the elected official’s calendar.

• TIP: I always follow up with them a few days (4-6) after the initial request to confirm it is on their radar.

PARTICIPATING IN A TOWN HALL

Traditionally, elected officials host two town hall meetings in their respective districts in the month. Your legislators will respond to inquiries during the town hall. By raising your important issue, you can publicly hold your legislator accountable to constituents and start or advance a meaningful conversation.

By checking the legislator’s webpage, you can see if and when they are hosting town halls along with the important details of location and other specifics.

My experience… has been nerve-racking. I recommend that it is important that you have a longer list of questions to avoid asking similar questions that someone else has already asked. If there is a link for you to enter your questions ahead of time, ensure that you do it as early as possible to have the best possibility of it being answered during the town hall. Also, remember to breathe if you are not familiar with public speaking!

GENERAL PREPARATION

As already shared, be very clear on why you want to have this encounter with a lawmaker. Other considerations include deciding who will be part of the meeting (4-5 people in a group is a good number) and developing talking points on your issue/concern that are based on your priorities and experiences.

Not sure how to start? Take a look at the “2024 Federal Policy Priorities” developed by the ELCA advocacy team on the ELCA Advocacy Resources page (under “Tools” tab). In 2023, a blog post example of key issues and possible questions could also inform your approach, available from the ELCA Advocacy Blog. Connecting with your local ELCA-affiliated state public policy office, if available, or synod leaders can also help you shape your approach.

Although a town hall is different, other meetings can benefit by assigning roles to people participating in the encounter. Following is one way to assign roles.

Introducer/Framer – This person introduces your group at the beginning of the meeting. They also keep an eye on time, wrap-up the meeting, and get the business card or contact information of the staff person that is with the elected official.

• TIP: As part of the wrap-up, this person should be sure to express thanks! Something like: “Thank you for meeting with us. We are members of the ELCA and appreciate talking with you about [whatever the vote or concern/issue is]” will reinforce your purpose and end the meeting on a high note.

Storyteller – This most effectively is someone who is impacted by what the bill you are raising is trying to fix or an aspect of the issue/concern. Sharing (as comfortable) personal experience or the experience of the people you are organizing with is valuable.

• TIP: I’ve found it is helpful to give a little personal background to allow others to “get you.” Help them understand where you are coming from and how you have been impacted – and how a bill or initiative can change that.

Point Person – This person is more familiar with facts of the bill or issue and can speak to technical questions if they come up – for example: where a bill is in the process or something missing from current discussion.

Closer (may be same as Introducer/Framer) – Near the end of the meeting, this person expresses thanks and asks for further support or highlights district needs overall.

• I’ve found it is important to keep a sense of URGENCY for the bill or issue/concern about which you are advocating.

FOLLOWING UP

Great job showing up in this August Recess opportunity! But just because the meeting or town hall is over, the opportunity is not.

Every participant, if possible, should email your contact or the elected official’s office to thank them for their time, and/or tag them in a social media post.

• Build on the experience before a vote or key action on your issue/concern by following up.
• And keep the relationship going.

Once the relationship starts, phone calls and other contacts will establish familiarity by name and can make it easier for you to schedule future events and opportunities to bring the concerns shaped through your faith convictions and experiences into the policy process.

This post was shared with permission from the Evangelical Lutheran Church In America. To access more advocacy resources and tips from the ELCA, visit its advocacy page.