• To set up an in-person meeting with your U.S. Senators’ or U.S. Representative’s local offices or invite them to your practice site, go to the leaders’ official website (Google search) to locate the phone number of their nearest local Congressional office. Call the office, introduce yourself and ask for an in-person or virtual meeting or issue an invitation to your practice. If leaving a voice message, ask for a callback and provide the preferred times for the call. If you do not get an answer or call back after 3- 4 days, please follow up with another phone call to the office.
• You can also ask if there are any town halls or other public events in the next few weeks where you could personally meet with the elected leader. You may be able to search for these events on the elected leader’s social media page or website.
• Once a meeting time has been set, please start to research information about the Member and become familiar with the topics and talking points of the items planned to be discussed. Finding something that you might have in common or a connection with the Member can provide a personal touch when speaking during the meeting.

• Introduce yourself and your role(s) – include your city or zip code
  • As a constituent
  • Health care provider/pediatric health expert
  • Parent, etc.
• State the issue you are contacting them about
  • Give specifics – name the specific bills or policies
  • Make it personal; give them specific facts and stories or examples local to their district
  • State your ask; see our Policies Priorities and Asks section above

• Be concise and specific!
  • Keep phone calls to 2-3 minutes
  • Emails 3-4 paragraphs with specific, concise, but non-technical information
  • Offer your help/assistance/guidance on any pediatric or advanced practice nursing issues that arise
• Follow up and build relationships; see below section
  • They will remember you and may reach out to hear about your experiences and expertise.
• Thank them for their work! Even when your opinions differ on the issues, your expertise and professionalism are important to maintain.

Check back for pro tips!

Logistics

• Arrive approximately 5-10 minutes early to prevent delays and keep your meeting on time.
  • Some office buildings may have a security line, limited elevators during busy times and/or challenging layout that you need to navigate to make it to the correct office. 
• You will have approximately 20 minutes with the member/staffer. Small-talk is appropriate to establish rapport, but focus on the purpose of the meeting. Remind them of your voting constituent status because that is a highly valuable asset.
• The structure of your conversation should be about 5-7 minutes and include:
  • Background around the subject matter/bill
  • Personal story highlighting the importance of a subject/bill
  • An “ask” (specifically what you want the member to do)
• Leave time for questions! Answer honestly and if you do not know, say that you will investigate and follow up. YOU are the subject matter expert, but not expected to know everything. Plus this gives you a reason for another interaction.
• At the end of the meeting, thank the participants. Provide a copy of your leave behind material and personal contact information.
  • Do not leave a business card if your employer prohibits use of such for advocacy meetings.
• Request the business card of the member/staffer for follow up communication.
• If the meeting went well, it is appropriate to request a picture with the staffer or member. See section about posting to social media!

Tone

• Avoid negative, passive aggressive, aggressive, or overly familiar comments or inadvertent foul language. It’s great to be passionate about a subject, this is a professional meeting.
• Remain respectful of all members of the legislature. Even on different sides of the aisle, you might be surprised who is friendly with whom. Assume positive intent from all—even if the outcome is not what you want.

If elected leader or staff allow, please be sure to take photos and share your success on social media! We encourage you to tag NAPNAP’s national accounts on Facebook, Instagram and LinkedIn, as well as the office of the representative you meet. (They love constituent photos on social!)

Planning to participate? Spread the word about Hill Day at Home using the copy and downloadable graphics below!

This month, I’ll be participating in the National Association of Pediatric Nurse Practitioners’ Hill Day at Home by [action]. Learn more about how you can join me in advocating for child health care on NAPNAP’s website: napnap.org/hill-day-at-home/

Graphics

• • Facebook
  • Instagram
  • LinkedIn

• Write a thank you email within 24 hours of the meeting that includes:
  • Thanks for considering your asks about specific bill/position/cause
  • Answers to any outstanding questions
  • Way to contact you or NAPNAP leaders – [email protected]
  • Reference to a friendly moment in your meeting (“Enjoy the afternoon away next week with your team for lunch and bowling.”), if possible
• Do not expect a response back. Staffers often meet with over 10 groups per day and do not have time to respond individually. If they need something, you have provided the means to contact you.