Be a Grassroots Leader
Educate Your Congressman

When to Schedule the Meeting

April 6 through April 17, 2009 is the "Spring District Work Period" when Members of Congress will be working in their home district offices. Your best opportunity to meet with your Representative in his or her home district office is during this time when they are not distracted by votes or roll calls and are more focused on their constituency.

Note: In some cases, your Representative may be traveling overseas on what is known is CODEL (short for Congressional Delegation). This is when Members of Congress who serve on Congressional Committees that deal with foreign, economic and trade policy sometimes visit countries with which the U.S. has relations. If your Congressman is out of the country during Spring District Work Period, ask the office to set up a meeting over a weekend. Most Members of Congress are in their home state on weekends.

How to Schedule the Meeting

If more than one person is participating in the meeting, check schedules with each other before and determine dates of availability. Only one person should then contact the office. If you are familiar with the particular process for your representative's home office, then follow the known protocol. If not, we have listed a few tips to help you set up the meeting.

Tell Your Congressman Why You Asked for a Meeting

First, thank your Member of Congress or Senator for the meeting. Inform them that you are a member of CLEAN - a nationwide, coordinated grassroots movement - and that these meetings are taking place all over the country. Tell them why you've asked for the meeting and why you are concerned about US energy policy. Be prepared with facts (see suggested talking points for the meeting in the next paragraph). Relate a story or a local issue of importance to your community that is relevant to the Congressional district (or state if you are meeting with a Senator) regarding the impact of US energy policy. Remember all politics are local!

Show Web-Based Presentation

We have prepared a presentation laying out the arguments for why and how we can meet our energy needs through efficiency and renewables without further reliance on coal or nuclear power. If you have time, use the presentation or take a copy on a flash drive to leave with your Member of Congress. We need to reiterate that coal is dirty and dangerous from extraction, to burning, of it and investment in geologic CCS is costly and delays progress on clean energy solutions now available. Nuclear power is also costly---up to $13 billion per facility, takes ten years or more to build one plant, the waste problems which are far from solved after 25 years and they remain a national security problem because of international proliferation and domestic terrorist targets. The information in the presentation is a vital part of our case to Congress and we urge you to view the presentation as you plan your meetings.

Effectively Handling a Meeting with a Group

Divide up the issues/talking points amongst the group in advance so that each person has a specific role to play in the meeting. It is helpful to meet as a group in advance of the meeting to divide up the issues and to assign one person as the leader for the meeting - this person should open up the meeting and begin the introductions for the Member of his/her staff.

How Much Time Is Needed for A Meeting

As a general rule, plan for no more than 15 or 20 minutes. If the Member gives you more time then you can use it to expand on the issues. If you are meeting with the Member, you might have less than 15 minutes with him/her and possibly more time with staff, so you should also be prepared to convey your message in five minutes to the Member and then expand on the issues with staff.

Staying On Message If The Member Wants To Discuss Unrelated Issues

Although you should prepare for the meeting in advance, you should be prepared for the Member/staff to take control of the meeting and they may want to discuss unrelated issues. If this happens, you should address their questions and then politely but firmly keep trying to bring the meeting back to the issues you want to discuss. Again, remind the Member of Congress that you are part of a growing nationwide effort of grassroots organizations and that your colleagues are also meeting with their representatives around the country.

Bring A Camera

Bring a camera with you. Ask the Member of Congress if you can take a photo with him/her and your group. You can send the photo back to the Member of Congress (email the photo) and suggest that the Member might want to use the photo for their district newsletter. Also you should send the photo with the press release that will be sent to the leader of your group once the meeting is set up.

Thank Your Representative For The Meeting

Whether or not you agree with your Member's views, remember that we want to keep doors open because this will not be the last meeting you have on these issues.

Here's a sample thank you letter.