General Guidelines and Tips for Meetings with Legislators in Washington

Before the meeting
During the meeting
After the meeting

Before the Meeting

	Make appointments to meet with your legislators or the staff persons (legislative assistants - LA) responsible for VA research issues. Click here for guidance on how to make appointments. Unless you have a personal relationship with your legislators, it is likely that you will meet with the legislative assistant. Sometimes the member him/herself will drop in for a quick handshake and a few words of welcome.
	Check to see whether the member of Congress with whom you will meet is on any of the committees listed near the back of this booklet. Click here for committee information. You will have a better understanding of the member’s or staff’s perspective and level of familiarity with VA issues. Click here for tips on what to say to members of committees important to VA research. Review these prior to your meeting so you can make the relevant points during your meeting.
	If your meeting is in Washington, DC, use a map of Capitol Hill to plan your route from one appointment to another. (Click here and click here for other assistance when planning your Capitol Hill visit.) Due to security concerns, many of the underground tunnels that connect congressional buildings are now closed to the general public. Bring an umbrella and suitable coat. Wear comfortable shoes.
	If a group is meeting with the legislator or staff member, before you go in the office, identify one person who will get the discussion started.
	Try to be on time for your appointment, but don't expect the member or staff to be. Bells announcing a floor vote can disrupt meetings and the most carefully planned schedule. If you are running late, call the legislator’s office. Say you are on your way and take a cab from the office buildings on one side of the Capitol to the other. Taxis are readily available, particularly on Independence and Constitution Avenues.

During the Meeting

	Start by introducing yourself and the members of your group, being sure to mention that you are constituents. If you brought a token gift from your VAMC -- a mug, a pen, something with your VA's name -- use it as an icebreaker. Then move promptly into your talking points. Don’t waste time talking about the weather back home! In a Washington visit, assume you'll have 5-15 minutes with the member of Congress, 15-30 minutes with a staff person. Stay on message!
	Although the VA research program is extremely important to everyone associated with it, VA research is a tiny blip in the greater scheme of federal programs and appropriations. Don't assume that a member of Congress or a congressional staff assistant is familiar with VA research. Ask a few questions to assess their familiarity with the program. If necessary, educate them about the basic program or refresh their memory if you have met with them in previous years.
	Refer back to your state or city as often as possible. Explain why VA research is important locally.
	Don't overstate your case -- let the facts speak for themselves. Be prepared to demonstrate knowledge of your subject and persuasive arguments, but don't be afraid to say, "I don't know, but I'll find out." And do so!
	Avoid using medical terms or jargon; i.e., choose "heart attack" instead of "myocardial infarction."
	If you meet with a member, legislative assistants often will be present. Take advantage of this meeting to form an ongoing relationship with the staff as well.
	Don't be surprised by the youthful appearance of many legislative assistants (or LAs). They will be advising the member on your issues -- don't waste this opportunity to educate them about VA research.
	Ask staff members what their preferred method of communication is for timely communications: phone calls, emails or faxes. If they indicate email, ask if they would be willing to give you their personal email addresses. Otherwise your emails will go to the legislator’s general inbox along with hundreds of other daily emails. LAs may ask you not to publicize their email addresses.
	Always conclude a meeting with a specific request. State FOVA’s recommended funding levels for the coming year and ask for his or her support.

After the Meeting

	Follow up your visit with a thank you letter or email and an offer to provide additional information upon request.
	Let the legislator or staff person know that you will be following up as the  appropriations process moves forward.
	If the legislator agreed to send the chairman of the Appropriations Subcommittee responsible for VA funding a letter in support of this funding level, request a copy.