Q:     How do I set up congressional meetings in my district?

A:     Step 1: Identify Your Members of Congress :

• Visit www.congress.org

• Enter your zip code in the “Find your Lawmakers” box on the right side of the page

• View names and contact information for your members of Congress

• Or follow this link on the District Days website: Find Your Members of Congress

• When planning your event, visit your members’ Web pages to read their bios and updates on their issues

• To schedule a meeting with your member of Congress, call the number for the Washington office of your member, listed at www.congress.org. Because each member has his own office staff and there is no uniformity to the process, we recommend you contact the member’s DC office to ask about procedures to request a meeting in his district/state. Some members have schedulers in their home states or district schedulers to deal with state scheduling requests; some use their DC schedulers for both. Checking with the DC office will ensure that your request gets to the proper person. Ask how the office prefers to receive scheduling requests (phone, e-mail, fax, mail).

• Identify yourself. Give your full name, your organization’s name, your role in the organization, and your location. Let the scheduler know that you are a constituent; he may not ask.

• Let the scheduler know that you would like to set up a meeting in your district with your member of congress or one of the member’s district office staff, invite the member to a site visit, and find out what events the member will be hosting in your area that you could attend (for example, a town hall meeting).

• Don’t be disappointed if the representative or senator cannot attend a meeting/event; ask if the office staff person who handles your issues or the district director can attend. Staff members play an important role in identifying and following policy issues for members of Congress. Develop and retain relationships with district staff. Make yourself a resource they can rely on for information their district.

• Be persistent. If the scheduler is not available, leave a brief message with your contact info letting him know you would like to schedule a meeting with the representative or senator back in the state or invite him to an event. Make sure to follow up before and after the event/meeting.

  Don’t have the resources or time to plan an event for District Days? Interested in co-sponsoring an event with foundation colleagues? Contact your regional association representative for help organizing district events or collaborating with other foundations in your community/state. If you need to find your regional association, visit the District Days Find Your Regional Association Representative Map and click on your state. Once you have scheduled your event or meeting, tell us about it.

  For more information, contact Hal McCabe at 703-879-0712/ hal.mccabe@cof.org or Chloe Pickle at 703-879-0649/ chloe.pickle@cof.org.

Q:     What is the best method for contacting my member—e-mail, phone call, or fax?

A:     First, ask your member’s office what the best way is to contact them. One form of communication is not necessarily better than the other. However, due to increased security the mail screening process can take up to a few weeks. So tap into all resources. Calling the member’s office or e-mailing will prevent major delays in communication. Just remember to be persistent and follow up because your member receives thousands of correspondences a day.

Q:     What should I meet about?

A:     Members of Congress want to represent the best interests of their districts or states. Whenever possible, demonstrate the connection between what you are requesting and how it would impact the member's constituency. Remember, you are the expert in your area, so feel free to discuss the work you’re doing in the district and share personal stories about it.

Q:     What should I wear when I meet with my member?

A:     Wear professional, but comfortable, attire, something that would be appropriate for a job interview.

Q:     What should I bring to the visit?

A:     Prepare a one-pager with information on your foundation and your business card or contact information to leave behind. You may also want to bring information about a program you work with in your home state or a personal story to share that shows how your foundation has had a direct impact in that member’s district.

Q:     Why should I participate in District Days?

A:     As Congress continues to focus on foundations, your senators and representatives need to hear from you. District Days is an opportunity for foundation and grantmaking colleagues around the country to host local events that engage federal lawmakers in the work of the sector. Members of Congress are most influenced when constituents from their states or districts advance a cause on behalf of themselves and their national organizations. Meeting with your representative in your district or inviting him to a site visit shows an extra level of dedication and commitment to that cause.

Q:     Aren’t private foundations, by law, prohibited from lobbying?

A:     Foundation representatives often believe that they cannot participate in District Days because private foundations, by law, are prohibited from lobbying on specific legislation. Although Congress has placed restrictions on private foundation lobbying, grantmakers can still meet with public officials and discuss policy issues as long as they do not urge a member to vote for or against a specific bill. In addition, private foundations can lobby for or against so-called "self-defense" legislation: legislation that affects a foundation’s existence, powers and duties, tax-exempt status, or right to receive tax-deductible contributions.