Capitol Hill is open for fly-in business. What are some best practices for arranging your advocacy visits?
The National Institute for Lobbying & Ethics offered a recent webinar titled "Capitol Hill Fly-Ins: Getting Ready for Success in 2024" that spelled out in specific detail how best to approach lawmakers and their staffs.
Kudos to moderator Tommy Goodwin, vice president of government affairs at the Exhibitions & Conferences Alliance, for keeping the action moving, engaging all panelists, and posing insightful questions.
Make the Ask
One of the first points, made by D.C. Fly-Ins Founder Kirstie Tucker, was the "essential" need to include constituents in meetings with members of Congress. She further emphasized the need to have a specific ask, and to back it up with data showing economic impacts, such as job creation.
Interestingly, JPMorgan Chase Vice President of Federal Government Relations Omair Mirza revealed that his company never makes that ask until they have built a foundation of trust with the policymaker. He acknowledged that the reputation of big banks like his is low, so if you find yourself in a similar situation, consider that advice. For the rest of us, I'm with Tucker: Always make the ask.
Setting the Gears in Motion
When is it time to start planning your fly-in? John "JB" Byrd, president of government affairs at Miller/Wenhold Capitol Strategies, suggests starting the process five months ahead of time. Part of that process involves sharing messaging with advocates during a remote training session. More training is advisable, he added, the day before the visits when advocates are in D.C., where they can gain added familiarity with the issues and logistics.
As part of those preparation gatherings, Mirza suggests displaying photos of what a meeting in a Congressional office looks like. While first-time grassroots activists may have visions of the grand hearing rooms they see on C-SPAN, the reality is most Hill offices consist of cramped quarters. Your party may even experience meetings in hallways or on the go.
Comfort Counts
Allison Cunningham, senior director of governmental affairs & public policy for the American Gas Association, got down to the nuts and bolts. Wear comfortable shoes, she urged, since a lot of walking is involved. Also, plan for some down time between meetings to attend to such mundane yet vital tasks as water and restroom breaks. And make it a point to get to each meeting early. Allow me to chime in with my oft-stated mantra, "If you're not five minutes early, you're late."
Hammering home one of my favorite points, Tucker held that media training is important if you hope to "take your message beyond one day." After all, advocacy should be treated as a long-term proposition that includes subsequent outreach to the media and other key audiences.
Byrd also noted the need for follow up, recommending such steps as inviting solons to community meetings. He also likes to arrange a group photo, not only as a memento of the event, but as a tool for use in newsletters and media outreach.
Evaluating Your Progress
Mirza recommends finding ways to assess feedback of your company's and your advocates' performance by asking such questions as, did we raise our reputation? Did we gain any follow up opportunities? Did my advocates feel they made an impact? Was the fly-in worth their time?
Try to add in some enjoyment for your advocates, too. Reserve time for a Capitol tour, for instance, as Ibn Akbar Salam, director of federal legislative affairs for WM, recommends. Remember, this may be the first and only time they set foot in the nation's capital.
Mirza placed a final exclamation point on fly-in advice when he said of the Capitol, "This is a special place," where democracy functions. Don't be shy about telling your advocates that they have a role in it.
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