1. Ask the official to do something.
2. Give the official a reason to care about doing it.

Too often, people attend meetings with their elected officials with no clear reason for going. Perhaps they just want to introduce their group, or maybe they want to hear where a legislator stands on a particular issue. Both are fine reasons, but if you are a member of NCPG, you probably do not have a lot of time to spend on government relations. When you attend a meeting with your elected officials, it is the one time where all of their attention is on you and NCPG. Ask them to do something, even if it is as simple as "Please support the Charitable IRA Rollover." Even if the official does not agree or says no, at least you have caused his or her office to act (which may mean they have researched the issue and found out more about NCPG and the nonprofit sector). Without a request, the meeting may be forgotten as soon as you leave.

In a similar fashion, it is important to make the official care about your issue or request. Most elected lawmakers will be willing to help you simply because it is their job, but a little incentive can often go a long way. Tell the official a little about the organization you represent: what programs you administer, how many people depend on its services and similar information. If a lawmaker cares about an issue, he or she will be more willing to help.

Be sure to spend a little time talking about the efforts of your local planned giving council, including any special events that are held. A short discussion of the importance of ethics (and NCPG's mission to promote ethical gift planning) is also critical.

Here are a few other tips to help you during your lobbying meeting.

Bring appropriate people to the meeting. While you do not want to overwhelm the lawmaker, several different voices and viewpoints can be particularly effective. Try to ensure that different types of organizations are represented (a health organization, a museum, a college, etc.). Four or five participants are usually the limit.

Know the issue. Find out as much as you can about the subject, particularly if you expect opposition. Anticipating the opposing argument and developing effective counter arguments is essential, as is knowing which groups support or oppose your position. At the same time, you do not have to be an expert to meet with your lawmakers. Remember that they and their staffs have to handle a number of different issues, and that you may know as much or more about a particular matter. Do not be intimidated, but also be sure you have done your homework. Provide personal stories about how the proposed legislation will benefit your donors.

Know the legislator. The more you know about a particular official, the more you can anticipate how they will stand on an issue and what they can do to help. For example, if you know that the lawmaker in question has an interest in libraries, then bring someone who represents a library. Similarly, if you know that a particular Representative is on the Ways and Means Committee, he or she will be able to assist you more on a tax bill than another Member of Congress who is not on the committee. Biographical information can be found on the Senate website (www.senate.gov) and the House of Representatives website (http://clerkweb.house.gov).

Do not waste time. Introduce yourselves, talk a little about your organizations, and then address the reason why you are there. If the legislator wants to speak about other matters for a little while (particularly if you have brought a personal friend), enjoy the conversation, but then steer it back to the subject matter. Even back home in the district, a legislator frequently has an extremely busy schedule. Twenty minutes is generally the most time you will have.

Make your point. Lawmakers tend to be interested in the basic story of your concerns, not the details. A few statistics and a couple of anecdotes will usually be all they need. On the other hand, many staffers will be quite knowledgeable about issues and will want to hear more specific explanations. When speaking with your Member of Congress, it is important to show how the proposed legislation will benefit your group. For example, "We believe that the Charitable IRA Rollover could bring $6,000,000 in new charitable contributions this year for XYZ University."

Meeting with a Congressional Aid. If you meet with a congressional staffer, do not underestimate his or her influence. The staffer recommends courses of action to the Member of Congress and also informs the legislator of constituent concerns.

Prepare a one-page fact sheet/position paper. Any supporting documents you hand over to a lawmaker should be factual, brief, concise and to the point. "One pagers" with bold type and a few bulleted points are quite effective. Attach longer, supporting documentation if necessary, but do not depend on someone reading it. NCPG can assist you in providing data and preparing a fact sheet/position paper on national issues.

Make your argument. If the lawmaker does not agree with you, find out why. Try to come up with a counter argument, but don't push too hard. If you cannot reach agreement, thank him or her for spending time with you and be sure to write a thank-you letter. An opponent on one issue may be your closest ally on the next.

Be sure to follow up after the meeting. Contact the office a week or two after the meeting and inquire as to the status of your request. Your entire effort can be wasted unless you keep your issue on the "front burner." Write a thank you note to each member and staffer with whom you meet. This is an important tool in building your relationship. In the letter, reiterate your offer to provide your expertise in a given area, if needed. Once you have established a channel of communication with your legislator or staffer, keep it open by periodically writing with new information and your insights into other pertinent issues.

Remember that elected officials are most influenced by their constituents. That's You!

Setting Up Meetings
It should be possible to see most Members of Congress during congressional recesses, but occasionally schedules will prevent this and a staff person will have to be seen. Visiting with a staff person can be very useful! Many times, the staff person will have more technical knowledge about an issue than the official does. The official may rely on that person to assist in making decisions about legislation. All of the same rules apply to visiting a staff person; the staff person is simply an extension of the official.

Remember to request a copy of each official's bio before the meeting. The bio will provide a little background on the official and may indicate particular interests.

NOTE: If more than one person is attending the meeting, it will be very helpful to choose a leader for each meeting. The meeting leader will be responsible for getting the talking points and other information from the liaison and distributing to the other participants. The leader should open and close the visit with the official. The leader could also help determine speaking parts and be responsible for calling the office to confirm the meeting and time.

Scripting The Meeting
Developing a rough script for each meeting is a good idea. Determining who is going to say what and in what order can help make the meeting go smoother. The person responsible for a particular issue shouldn't be the only one to talk, but should be the one who begins the conversation. Assign each participant one issue, whether it is general information about NCPG, our focus on ethical gift planning, the proposed legislation, or anything else that seems relevant. If bios of each official have been obtained before the meetings, they may be of assistance in deciding who will speak about each issue. 

The Meeting
Members should try to arrive 10 to 15 minutes early for the meeting. Participants should be aware that last-minute schedule changes do occur (even if a confirmation call was made earlier in the week), and it is not uncommon for a staff person to be suddenly sent to substitute at a meeting.

After The Meeting
Always send thank-you letters after a meeting, especially if the official was specifically asked to do something. The key is to keep the relationship going. If you had a good meeting with an official, invite him or her to speak at a meeting of your planned giving council. The official can also create proclamations for certain council events. Whatever the reason, keeping the official involved with your council is the best way to create a strong relationship that will help the council, NCPG, and the profession in the future.