How to Conduct a Successful Meeting with Your Elected Official

A meeting with your elected representative, often called a lobby visit, is a powerful way to advocate for action on critical issues like plastic pollution. These meetings allow you to educate officials and urge them to support legislation, such as the Break Free From Plastic Pollution Act at the federal level or tailored local bills. Virtual meetings have become the norm, offering a convenient way to connect. Below is a guide to organizing an impactful meeting with your elected official.

Research Your Official

Before requesting a meeting, investigate your official’s stance on plastic pollution. Review their website, social media, and public statements to understand their priorities. If they focus on climate change, emphasize how plastic production and disposal contribute to emissions. If they support fishing or outdoor recreation, highlight plastic’s impact on marine life or wildlife. Tailoring your message to their interests strengthens your case.

Request the Meeting

Send a meeting request via email (customize a sample email for clarity) and follow up with a call to the scheduler. Ensure you:

Propose specific dates and times.
Specify the issue (e.g., plastic pollution) and legislation (include bill numbers if available).
Confirm your constituent status with your mailing address.
Follow up persistently via email and calls during office hours until the scheduler responds.

Build Your Team

Select a small, diverse group of attendees representing varied stakeholders, such as scientists, business owners, environmentalists, or community leaders. Ensure they are articulate, reliable, and can stay on message. Provide the scheduler with their names and contact details in advance.

Prepare Your Materials

Gather relevant resources, such as talking points, fact sheets, or data on plastic pollution’s local impacts. Check advocacy websites for bill summaries or fracked plastic facts. Share these with your team and the official’s office to build a strong case.

Hold a Prep Meeting

Organize a preparation call with your team to:

Define your goal (e.g., secure a vote, co-sponsorship, or commitment to act).
Agree on unified talking points, blending facts with personal stories (e.g., plastic litter on local beaches or health impacts in fence-line communities). Exclude divisive points.
Plan the meeting structure, assigning roles and time limits (10-20 minutes total). Practice remarks to refine delivery and ensure brevity.

Send Materials in Advance

A week before the meeting, send the official’s office a packet with bill summaries, press materials, or petition signatures. This ensures they’re informed and reduces excuses for unfamiliarity.

Make the Meeting Impactful

Arrive early. Log on 10-15 minutes ahead to account for delays or technical issues.
Be respectful. Introduce your team, noting professional or personal ties to the official. Thank them for past support on related issues (e.g., environmental protection) and for meeting.
Stay focused. Stick to your talking points, using local examples of plastic pollution’s impact. Gently redirect if someone strays.
Be honest. If you don’t know an answer, admit it and promise to follow up with accurate information. Avoid guessing to maintain credibility.
Set a timeline. If the official is undecided, ask when to check back for their position. If you owe them information, commit to a delivery date.

Follow Up After the Meeting

Debrief. Review with your team to confirm the official’s commitments and your follow-up tasks.
Express gratitude. Each attendee should send a personalized thank-you email, restating your request and timeline.
Deliver promised materials. Send any follow-up information promptly.
Hold them accountable. If the official misses a deadline, politely request a new one. Stay persistent.
Amplify the message. Encourage team members to write Letters to the Editor for local papers, thanking the official and reiterating your call to action. Monitor their future actions and publicly praise supportive votes via social media or thank-you notes.

Stay Connected

If meeting with a member of Congress, inform relevant advocacy groups about the discussion, including the official’s arguments and priorities. This helps refine broader advocacy strategies.