Lobbyblog.com is again happy to bring back Stephanie Vance with Advocacy Associates for a special two-part focus on common mistakes people make during fly-in days.
At Advocacy Associates we schedule thousands (yes, thousands) of Congressional meetings per year. From the American Association of Museums to the Heating Airconditioning and Refrigeration Distributors International (a good group to know in a heat wave) – if you’ve got people coming to town, we make sure they get to Capitol Hill.
Although we now get between 99 and 100% of the constituency-based meetings we request, we’ve made the occasional mistake over the years. The good news is that you don’t need to make those same mistakes – just don’t commit the seven deadly sins we’ll be covering in the next two blog posts and you’ll be just fine.
Here are one through three:
Sin #1 – Non-Constituency: When requesting a meeting, whether with the member or a staff person, the first question you will be asked is “are you from the district or state?” Elected officials and their staff are there to represent a discreet group of people. You absolutely MUST demonstrate your relevance to that discreet group of people or they won’t meet with you. Our meeting request letters always include the city of the constituent asking for the meeting – and some offices will ask for a full street address just to be sure!
Sin #2 – Non-Written Requests: OK, I lied. Actually the first thing you will be asked by the usually incredibly young person who answers the phone is “have you sent your request in writing?” Don’t even bother to call before you have either faxed in the request (look it up in the United States Congress Handbook or go to http://www.congress.org to look up fax numbers or e-mailed it through the Congressman’s website (accessible through www.house.gov and www.senate.gov).
Sin #3 – Assumption: As Robert Siegel once asked me when I worked at NPR “do you know the etymology of the word “assume?” My response was “who uses a word like ‘etymology’?” If you don’t want to make a donkey’s behind of yourself, never assume that your faxed or e-mailed request actually got to the office or that the scheduler will just magically get back to you. With hundreds of requests to go through a day, things get lost. Often. Be sure to follow-up (and be very polite – they don’t lose things on purpose, they’re just overwhelmed).
Stay tuned for four through seven — and you’ll be on your way to a fabulous event in no time!
Tags: Advocacy, advocacy associates, Communicating, communicating with Congress, Congress, congressional communications, Lobbying, Stephanie, stephanie vance, Vance