It may still be summer, but it’s almost time for fall legislative sessions across the country. Which means it may be time to start scheduling meetings with legislators. Are you struggling with scheduling meetings with lawmakers? As we’ve noted before, the key to effective lobbying is getting in front of the right legislators or regulatory and policy leaders. However, scheduling meetings with lawmakers can often be challenging or take longer than expected. If you are struggling to schedule legislative meetings on your own, here are some tips to help you succeed!

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Tip #1: Be Flexible with Time, Location, and Format

When trying to schedule meetings with lawmakers, flexibility is one of your greatest assets. Lawmakers have unpredictable and often packed schedules, especially during session. Being open to different times of day, last-minute changes, or meeting formats, whether in-person, over the phone, or virtually, can dramatically increase your chances of securing face time.

You may prefer a formal sit-down in their office, but a quick hallway chat, a district office coffee, or a virtual call might be the more realistic (and productive) option. Demonstrating that you’re adaptable shows respect for their time and builds goodwill for future engagement.

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Tip #2: Meetings with Staff Are a Good Thing

Do not be offended if you can’t get a meeting with a lawmaker and instead meet with a member of their staff. In some cases, and maybe most, meetings with staff members are just as good as meeting with the lawmakers themselves. Lawmakers often look to their staff for advice and recommendations on various issues, so getting in front of their staff could be beneficial to your cause.

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Tip #3: Be Open to District Office Meetings

You may be used to meeting with lawmakers during organized hill days which take place at the capitol building. When lawmakers are in session, it can certainly be a busy and hectic day running around from office to office. Trying to pin down a lawmaker during session is not always the easiest thing either.

Meeting in the district instead of the capitol during a busy and hectic time could be a good alternative and lawmakers might have more time for meetings on non-session days.

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Tip #4: Know and Build Relationships with Staff

You likely know that every legislator and every legislative office is different than the next. With that in mind when thinking of how to schedule meetings with lawmakers, the responsibility of scheduling meetings may vary from office to office. Scheduling may also be the job responsibility of more than one person depending on if you are trying to get a meeting scheduled at the capitol or a lawmaker’s district office. Building relationships with staff not only helps with general communication but also plays a key role in scheduling meetings with lawmakers more efficiently.

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Tip #5: Make Sure You Have the Right Lawmaker

Before you reach out to a lawmaker’s office, make sure you have the right lawmaker in mind. Ask yourself: why would this lawmaker want to hear from me or my organization? Is there a connection? What is the lawmaker’s background and is it relevant to you and your organization? For example, if you have a healthcare related issue, make sure you’re meeting with members of the health and/or human services committee and know their backgrounds.

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Tip #6: Be Prepared for a Location Change

If you get your meeting scheduled and it is in person at the Capitol, you should be prepared for a location change. If lawmakers get called into session or committee meetings, you may have to meet with them off the floor or at the back of their respective legislative chamber. Staff will remember you being flexible and appreciative of that for the next time you schedule a meeting. In the end, your ability to adapt and stay professional under changing circumstances goes a long way toward building long-term relationships, and making scheduling meetings with lawmakers easier in the future.

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