Medical Library Association

Tips for Capitol Hill Visits/Scheduling Congressional Appointments

Scheduling an Appointment

Visit the House of Representatives website and the Senate website to determine your Representative and Senators.
You can also call the Capitol Hill switchboard at (202) 225-3121. Ask to be connected to your Representative or Senator’s office (please use your zip code to be transferred to the appropriate office).
Once connected, give the receptionist the following information:
- Your name
- Inform him/her that you are a constituent and a member of the Medical Library Association and will be in Washington, DC on the afternoon of May 25, 2010
- Ask to speak with the person that handles health issues in the office in order to schedule a meeting
Once connected to the health staffer, also tell him/her your name, that you are a constituent, and from the Medical Library Association. Tell him/her that you would like to schedule a meeting with him/her to discuss appropriations for the National Library of Medicine at the National Institutes of Health while you are in Washington, DC on May 25, 2010
Ask for the location of the office, including building name and room number, and be sure to leave your contact number and email address with the staffer.
A good working relationship with the staff will ensure that your message and correspondence promptly reach the legislator.
It’s possible the health staffer may ask you to put your request in writing. If you are area asked to do this, be sure to include the following in your letter:
- Date and times you are available
- The issues you would like to discuss
- Names of others whom may attend the meeting

Preparation for Visit

Allow approximately 15–20 minutes for the actual visit.
Schedule at least 45 minutes between the end of the first visit and the beginning of the second visit as it may take some time to find the office for your meeting (please refer to the map of Capitol Hill).
Limit the number of people at the visit to fewer than five.
Designate a spokesperson to introduce the group, summarize the group’s concerns, and call on the other people in the group to talk about specific topics.
Decide beforehand which member will speak about which issue.
Be prepared with a packet of information for the legislator and his/her aide. MLA will provide you with the appropriate materials.
Bring a supply of business cards to include with packets and for exchange with staff during meetings.
Know the background of the legislator you are visiting:
Full name and party affiliation
Political history
Committee assignments
Demographics of state or district (i.e. who do they represent?)
For help finding this information please visit: the Congressional Directory

Background Information for Visit

How you are are personally involved with the issue at hand
How the issue affects other people throughout the state/country.
What specific action you would like your legislator to take.
General facts about the Medical Library Association.

Visit

Arrive on time and be patient.
Introduce the members of the group.
Begin the meeting with a brief explanation of what you hope to accomplish.
Be clear on what you want from the legislators. If you are referring to a specific bill, know the number and title and state whether you are opposed or for it.
If you are not discussing a specific bill, explain that you want to provide an update on the issue or that you want them to keep the information in mind when reviewing future legislation.
Refer to your information packet when citing statistics or sources.
Discuss the impact of your position on the legislator’s constituents.
Listen carefully to the legislator’s comments and questions.
Take brief notes.
Thank the legislator and his/her staff for taking the time to meet with you and offer to provide any additional materials that they request.

Follow-up

Follow-up with a personal thank you note to the legislator and his/her staff (A draft thank-you letter will be included in your packet).
Follow-up with any additional materials or information that you promised the staff person during your meeting.

Logistics/Security

Taking a cab from the hotel will be the easiest transportation. Give the driver the name of the Senate (Russell, Dirksen, Hart) or House Office Building (Rayburn, Longworth, Cannon) that is your destination.
Be prepared to go through security procedures, including passing through metal detectors that may be sensitive to jewelry or heavy belts, at each building entrance.