FAQs about Meeting with Congress

• Why should ACSM members spend time advocating on Capitol Hill?

  Members of Congress are in office to serve two main functions: 

  • To represent the interests of the people residing in their state or district; and
  • To negotiate policies in the best interests of the U.S. ACSM members who participate in Capitol Hill meetings will help ensure that our interests – to increase awareness of and funding for programs dealing with physical activity and active lifestyles – are communicated to our elected representatives.

  Advocacy is the process by which ordinary citizens make their needs known to members of Congress. And the lessons are clear – advocacy is the key to getting members of Congress to take action on the issues that are important to us. 

  An individual who is willing to take the time to visit an office puts that Congressional office on notice that there is an issue that requires their attention. Your status as a professional with particular knowledge of areas relating to health, medicine or fitness gives you credibility. While you’re not expected to be an expert in every area, your degree and experience mean your comments will be heard and given due consideration.

  Successful advocacy often requires a disciplined, persistent and concerted effort to communicate an organization’s interests. If those in the sports medicine community decide to become complacent and allow others to communicate their own individual interests to Congressional offices, we should not be surprised when Congress does not provide us with the support that we need.

   

  Visiting a Congressional office is an opportunity to educate senators, representatives and their staff about the role that physical activity plays in helping to meet the needs of the nation. Plus, advocating on Capitol Hill is an exhilarating experience.  Walking the halls of Congress and viewing democracy in action is an informative and eye-opening experience.

  Everyone is qualified – no matter your title or position.  Prior to your advocacy activities, ACSM advocacy staff will provide you with information and materials to ensure that you are fully prepared and comfortable for your meetings. Any individual who is willing to take the time to visit his/her Congressional office is highly respected and viewed as an effective advocate by those on Capitol Hill.

• How do I set up a meeting?

  For Capitol Hill meetings, start by contacting ACSM policy staff at policy@acsm.org. We can set up the meeting for you or put you in contact with Congressional staff to find a suitable day and time. If you already have established contact with the member’s office (for example, in your role as Key Contact for your district), feel free to contact them directly.
  
  For meetings in the member's home district, look for announcements of availabilities. Check the member’s website or simply call the office and ask when he/she can meet with you in the district.

• What can I expect from a meeting with a member of Congress?

  You will most likely be meeting with the staff member (either a legislative assistant or legislative correspondent) who advises the member of Congress on the issue that you will be discussing. 

  Once the meeting begins, thank the staffer and/or member for their willingness to meet with you as well as for their efforts to support ACSM legislative requests. Please note:

  • Do not be surprised or discouraged if the staffer you meet with appears young and inexperienced; it is their job to convey your message to their boss (the senator or representative). Treat staff the same way you would treat a member. Staffs are extremely influential.

  • Be courteous to everyone, no matter how they act, and do not convey an attitude of hostility toward Congress, politics or politicians. Stay on message.

  • Be on time, but do not be surprised if you are kept waiting when you arrive. Members and staff are very busy and sometimes fall behind schedule.

   

  • Meetings on Capitol Hill can last as little as 15 minutes or as long as one hour. A realistic time frame is about 30 minutes. Be aware of the time and don’t prolong the meeting if it would seem forced to do so.

• How should I prepare for my meeting?

  Read all materials provided for you by ACSM policy staff.

  Familiarize yourself with the offices with whom you will be meeting; peruse the websites of the members of Congress and their committees. Read all pertinent biographies.

  Organize your thoughts and learn your talking points. (Memorization is not necessary, but try to be conversant with the subject matter.) Be ready to refer to notes or background material in the meeting as needed.

  Make sure you have materials to leave behind with the staffer (e.g. ACSM policy briefs or information packet) as well as your contact information.

  Bring business cards if you have them.

• How should I dress for my meeting?

  You should dress as you would for any professional meeting. Formal business attire is expected.

• How do I get to Capitol Hill?

  You can travel to Capitol Hill by taxi or Metro (bus or subway). Maps and fare information can be found at www.wmata.com. 

• What should I say when I meet with a member of Congress?

  These meetings can be very basic and educational; introduce yourself, discuss ACSM and explain why you are visiting (to ask them to support the issues that are important to ACSM’s mission). Here are some tips to help you plan for your meeting:

  • Introduce yourself, and let them know where you work and what you do. Present your business cards and any additional leave-behind materials at the beginning of the meeting.

  • Be brief, and keep things simple. You will educate the staffer about the importance of promoting exercise and physical activity and the value of providing sustainable funding for agencies and programs that support the research and education behind these principles. 

  • Make local connections if you are meeting with staff from your member of Congress, district or state.

  • Don’t feel that you have to be an expert on ACSM. Talk about what you know by using examples from your own experience.

  • Try to discuss ACSM’s priorities in simple, common terms that anyone could understand; keep the message focused and brief.

  • Do not use technical jargon; however, do be specific when discussing legislative context- i.e. “support [specific bill name].”

  • Do not assume that members and staff are familiar with your subject. If they are, they will tell you, and then you can elevate the discussion. Express an interest and willingness to serve as a resource to them, and let them know that ACSM staff is prepared to provide them with additional background information and materials.

  • Be a good listener. Don’t expect to control the meeting. While you are a valued guest and a constituent, you are not on your own turf.

  • If you don’t know the answer to a question, do not guess. Offer to look into the question and provide the answer after the meeting.

• How should I follow up after the meeting?

  Provide members or staff with any additional information they requested, and don't forget to thank the member or staff for their time. Follow up with thank-you letters.

  Please contact ACSM policy staff to complete a short debriefing form to document your visit.