Green Our Vaccines Rally
With Jenny McCarthy & Jim Carrey

How-To Schedule Meetings with
Legislators and Their Assistants

Step 1:  Be Informed

Some of you might feel as though a quick civics refresher is in order before you begin. If so, visit a summary of House of Representatives procedures and a Senate summary.

Step 2:  Find Your Elected Officials

First things first – you need to know your legislators.  C-SPAN has a webpage designed to help you quickly find your representative and senators and their key staff members.  While you’re there, make note of the committees your legislator serves on – that info will come in handy later.  Below the photo of each official is a link to staff members.  This page lists the legislator’s Washington phone numbers, address and names of key staff members.  At this point, it might be helpful to create a CONTACT LIST (download Word doc or PDF) with relevant information.  Compiling this information now will take a few minutes, but will save you time later.

Step 3:  Preparing for the Call

Before calling your legislator’s office, take a moment to review these TIPS FOR TALKING WITH LEGISLATORS.  

There are several issues you need to decide before you schedule your appointments.  If you plan to meet with your representative and your senators’ aides on the same day, you will need to allow yourself enough time to walk from one location to the next.  It takes, for example, at least 20 minutes from the rally site to make your way to offices in the Russell Senate Building.  You will be required to pass through security screening each time you enter an office building, so take that into consideration when scheduling appointments.  Also keep in mind you will not be allowed to carry rally signs into the buildings.   

The rally will be held on the grounds in front of the Capitol.  (See map.)  Facing the Capitol, the Senate buildings are to the left and the House office buildings are to the right.  Allow at least 30-40 minutes to make your way from one office building to another.  (The rally is scheduled to end at 12:30 p.m.)

You may be able to arrange a meeting with your congressman or congresswoman, but it is very difficult to get a meeting with a senator.  Legislative aides are an integral part of the political process, so don’t be surprised if you’re told you will be meeting with an assistant.  Legislators rely on their assistants to meet with constituents and keep them informed.  

Please remember that although you and others in your group may be the only rally participants from your district meeting with your congressman or congresswoman, there may be others in attendance from your state.  If at all possible, try to coordinate your meetings with senate staffers.  (Contact Mary Webster, if you need help with this – marywebster.govrally@yahoo.com).  

Be aware that when you call your senator’s office, you may discover that the legislative assistant has already scheduled a meeting with other constituents from the rally and they may ask you to join that group rather than arrange two separate meetings.  Be flexible.

You can also save time by scheduling a joint meeting with both senators’ aides.  This may not be possible, but it never hurts to ask.

Step 4:  Making the Call

  • Okay.  You’re ready to schedule your meetings.  Here are some tips to remember when making your calls:

  • Be polite.

  • Tell the staffer your name and where you’re from.

  • Ask for the name of the person responsible for arranging meetings regarding health matters.

  • When scheduling the meeting, explain that you’re planning to attend the Green Our Vaccines rally in Washington on June 4th and you’d like to discuss your concerns regarding vaccines with the senator, congresswoman/man, or legislative assistant (whichever the case may be).  Unless asked, don’t feel as though you need to spend time sharing your specific concerns at this point.  After all, you’ll want to save something for the meeting.

Step 5:  Don’t forget to stop back soon for additional tips and meeting material!

Quick Links:

Special thanks to Amy Carson and Angela Medlin of Moms Against Mercury for providing much of this rally information.