Guidelines for Outreach Meetings

  • Two key websites


  • Five Simple Rules
    • Keep it simple
    • Be willing to meet with staff (its better!)
    • Leave behind material
    • Win the vote, not the argument
    • Follow up (thank you note/email; invitation to your institution; update on how any legislation that is moving impacts your position)


  • Preparing for the meeting
    • Be aware of relevant legislation (this does not mean you have to be an expert on everything!), just know what is going on http://www.congress.org/congressorg/issues/bills
    • If going with a group, identify a spokesperson and a common strategy
    • Print out your leave-behind material. One-page facts sheets are available here


  • Getting There
    • Dress appropriately
    • Anticipate schedule changes
    • Be on time
    • Plan on 15 minutes
    • Smile


  • Participating in the Meeting
    • To begin the meeting, present your one-pager(s) and a business card
    • Keep the message simple, focused, and brief. Discuss your issues in terms anyone could understand. Don't use technical jargon.
    • Don't assume members of staff are familiar with your subject. If they are, they will tell you and you can then elevate the discussion.
    • If you don't know the answer to a question, don't make it up – promise to follow up with them later.
    • Be courteous despite possible differing views.
    • Be a good listener. Don't expect to control the meeting. The best meetings occur when you accept the fact that you are not on your own turf.
    • Make sure you ask for what do you want.
    • Invite the staffer or Member to call on you for assistance.


  • Remember
    • Very few are really against science
    • The "innovation" agenda is giving us a coattail to ride – people will be aware of the general issue more than usual
    • This is about long-term relationship building, not short-term fixes


  • Things to Watch Out For
    • You are not there as experts on foreign policy, tax policy, domestic spying, etc. For example: "Because of the money we're wasting on the Iraq war and investigating people's Google searches, we don't have enough money for high energy physics" vs. "Given the difficult budget environment in recent years, the nation's investment in HEP and other sciences hasn't been able to keep up with exciting opportunities and the real need to remain leaders in R&D and innovation."
    • The "quiet" staffer. Sometimes you'll be the 15th meeting of the day for them – just make your point, leave behind your materials, thank them, and then follow-up with a "thanks for taking the time, here's some more information for you to consider"
    • The "budget is tight" staffer
    • Express understanding of the tight budget, but make your point about why what we want is important
    • DO NOT get into a game of "well, we could cut funding for this program to fund ours." That's their job, not yours.