Scheduling Meetings

One of the most impactful ways you can make your voices heard and advocate for important issues during the conference is by scheduling meetings with your state representatives. These meetings offer a unique opportunity to engage directly with your elected officials, discuss critical matters affecting your state or district, and contribute to positive change in your community. To assist you in this endeavor, we have prepared a step-by-step guide outlining the process of scheduling meetings with your state representatives. Follow these instructions, and together, let's make a difference and amplify our voices for a brighter future!

Before proceeding, attendees should first speak with their chapter/state adviser to confirm who from their state is responsible for reaching out to schedule meetings with state representatives. Depending on your state association, your state adviser may handle meeting requests on behalf of the delegation. By confirming first, we can avoid multiple contacts with the same representatives and ensure our advocacy efforts are focused and effective.

Now, let's dive into the step-by-step guide for scheduling meetings with your state representatives!

1. Research Your State Representatives: Before reaching out to schedule a meeting, it's important to know who your state representatives are. Visit the official website of your state legislature or use resources like "OpenStates" ( or "Vote Smart" ( to find information about your state representatives, including their names, districts, and contact details.

2. Check the Conference Schedule: Review the Capitol Leadership conference schedule to determine available time slots that align with your state representative's availability. Take note of the sessions or breaks when representatives might be more accessible for meetings.

3. Craft Your Message: Prepare a brief and concise message stating your name, affiliation with Capitol Leadership, the reason for the meeting, and the topics you wish to discuss. Keep it professional and focused.

4. Contact Your State Representative: Reach out to your state representative's office to request a meeting during the conference. You can use their official contact information available on their website or from your research. If available, use an online contact form or email address, as it may be more efficient than calling.

5. Use Professional Communication: When contacting the state representative's office, use a polite and respectful tone. Mention that you are attending Capitol Leadership and that you are interested in discussing specific topics relevant to your state or district.

6. Be Flexible with Timing: Keep in mind that state representatives have busy schedules, so be open to alternative meeting times if your preferred slot is not available. Politely inquire about any available slots during the conference.

7. Confirm Meeting Details: Once the office has confirmed a meeting time, make sure to clarify the exact date, time, and location (virtual or in-person) of the meeting. Double-check that you have noted it correctly.

8. Prepare for the Meeting: Before the scheduled meeting, research the topics you plan to discuss and any recent legislation or events relevant to your state or district. Prepare questions and talking points to ensure a productive discussion.

9. Attend the Meeting: On the day of the meeting, be punctual and respectful. Dress professionally and bring any necessary materials or documents. Make the most of the allotted time and engage in a constructive conversation with your state representative.

10. Follow Up: After the meeting, send a thank-you email or letter to your state representative, expressing your gratitude for their time and attention. If there were specific action items discussed during the meeting, follow up on them accordingly.

Remember, the scheduling process might vary depending on the representative's office and their preferred method of communication. If you encounter any difficulties or need further assistance, feel free to reach out to your Capitol Leadership chapter adviser for guidance.

Additionally, to access specific websites or contact information for your state representatives, please refer to your state's official legislative website or use the resources mentioned in Step 1. Each state typically has its own website dedicated to the legislature, where you can find comprehensive information about your representatives and how to contact them.

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