91ÑÇÉ«´«Ã½

The U.S. scientific enterprise faces growing challenges, including proposed budget cuts to agencies like the National Science Foundation and National Institutes of Health and eliminating grants supporting young scientists. These developments may feel daunting, but scientists and advocates are not without tools to make a difference. One effective way to engage is by meeting directly with your elected representatives.

Jennifer Zeitzer

While phone calls and emails are common forms of outreach, in-person or virtual meetings with district offices can leave a stronger impression and foster lasting relationships between policymakers and the scientific community. This article outlines how to schedule, prepare for and conduct a productive district office meeting.

This guide is based on the recent webinar held by 91ÑÇÉ«´«Ã½ titled “Advocating in your state — how to have a successful district office meeting,” presented by , the deputy director and director of public affairs at the Federation of American Societies for Experimental Biology , and , an 91ÑÇÉ«´«Ã½ Public Affairs Advisory Committee member and professor of chemistry and biochemistry at the City College of New York.

Kevin Gardner

A district meeting occurs when a constituent meets with elected representatives or one of their staffers. These meetings can often be held virtually and usually last 15-30 minutes. Follow these seven steps to hold a successful meeting with your representatives.

Step 1: Request a meeting

Many offices have forms on their websites to request meetings or you can call or email them with the request. Ask to schedule a district office meeting with the relevant staffer or the member. You can find your senators and house representatives along with their contact information. 91ÑÇÉ«´«Ã½ has made it even easier by providing to request a meeting.

Step 2: Research your member

Do some digging to find out your representative’s  on science issues. In addition, try to learn if they are passionate about certain issues. This can help you tailor your message to hit the points they care about.

Step 3: Prepare your message

Since you have such a short time, it is important to prepare for the meeting in advance. 91ÑÇÉ«´«Ã½’s Advocacy Action Center provides additional resources here.

• The hook: Start with a personal story or interesting fact about you or your research.
• The message: What you do, how it’s funded, and why it matters. Bonus points if you link this to issues you know the member cares about from your background research.
• The ask: Make your request clear and specific. You can find more information here. 91ÑÇÉ«´«Ã½ is advocating for the following:
  • $51.3 billion for the NIH to support its intramural and extramural research and training programs. 
  • $9.9 billion for the NSF to support foundational research in all scientific disciplines and future innovators. 
  • $9.5 billion for the Department of Energy’s Office of Science to support its Office of Science and 17 national labs. 
• The leave-behind: Prepare a simple one-pager to leave behind or use one of the provided 91ÑÇÉ«´«Ã½ handouts here.

Step 4: Bring a friend

Meetings can be less intimidating and even more impactful if you have a few additional voices in the room with you. Consider bringing graduate students or postdocs so they can share their perspectives and voices as trainees. You can also ask other scientists in your district. 

Step 5: Practice

Since you have such a short amount of time, it is important to deliver your message concisely! If you are conducting the meeting with others, make sure you decide who will lead, who will tell the story and who will deliver the ask.

Step 6: Conduct the meeting

During the meeting, follow these do and don’ts to make the most of your time with the office.

Do:

• Be respectful, polite and flexible.
• Make eye contact and watch for signs of engagement.
• Pause and invite questions after each major talking point.
• Offer to be a resource. Ask, “How can we support your office’s understanding of science issues?”

Don’t:

• Discuss elections or political donations.
• Overwhelm with data. Stories resonate more than facts.
• Wander off message or engage in unrelated controversial topics.

Step 7: Follow up

• Send a thank-you email within 24 hours.
• Include any materials you promised during your meeting and offer to provide more information if they have follow-up questions.
• Keep the relationship going. Follow up with updates, resources and invitations to visit your lab, but make sure to get permission from your institution.

General tips and tricks for success

• Repetition matters: If one meeting doesn’t seem effective, try again. Staff turnover is common, and you likely will meet someone different next time.
• Staff are overwhelmed: It might take multiple emails or contact attempts to get a reply. Don’t be afraid to follow up.
• Share the community of science: Highlight how research is a team effort involving students, technicians, support staff and the community.
• Offer lab visits: Invite the staffer and representative to visit your lab in the future, but make sure to get permission from your institution.
• Stick to what you know: Only speak about topics you know well, such as research and day-to-day lab activities. If needed, defer to 91ÑÇÉ«´«Ã½ or your institution’s policy team. If you don’t know the answer to one of their questions, it’s OK to say so. Tell them that you will follow up and connect them with someone who can help.

Remember that you are an expert on science and how it impacts your life. Speak from your heart, and you can make a difference. Also, consider sharing this information with your friends and family. Now is the time for all of us to use our voice.