Legislative Commission meeting attendees rehearse 10 tips for effective congressional conferences.
American Legion National Legislative Commission Chairman Matthew Shuman wanted to do something a little different with the commission’s national convention meeting for 2025. To build on a year of successes based in good part on Legion Family members’ personal advocacy on Capitol Hill, he decided to use the gathering of commission members and guests to refine and popularize that process and “prepare them to have a really positive meeting with their representative.”
The initial parts of the Aug. 23 meeting at the Tampa Convention Center were typical of commission meetings. Legislative Division staff members discussed Legion wins this year, such as the VA Home Loan Program Reform Act – recently signed into law – and the ACES (Aviator Cancer Examination Study) Act, as well as their participation in 12 out of the 29 hearings by the House and Senate Veterans’ Affairs committees so far in the 119th Congress. In addition, 15 written testimonies have been submitted to Congress on over 90 pieces of defense- and veteran-related legislation, doubling the activity of 2024. As division director Julia Mathis put it, “Our team is showing up where it counts.”
Current American Legion legislative priorities, in a number of different areas, range from VA menopause care and other funding issues, to travel reimbursement, to building up the defense industrial base and the National Defense Authorization Act, to enabling military spouses who work for the federal government to continue telework or remote work. (Much more information and priorities can be found on the Legislative home page of the national website.)
A panel of congressional staff members from the two VA committees (HVAC/SVAC) answered questions put by Mathis on the issues – and processes – affecting the committees. Asher Allman, who works with the SVAC Majority, said one big issue is working on the backlog of getting confirmed VA personnel into their positions and to work. Steve Gonzalez, deputy director of the HVAC Majority, emphasized the “wraparound services” VA excels in on behalf of the veteran patient – the “center of gravity” – and accountability for the agency’s employees. John Harry, staff director of tech modernization with the HVAC Minority, called out “ensuring there is a VA for future generations.” And Carlos Fuentes, a professional staff member with the SVAC Minority, said that “veterans are a bipartisan issue,” as could be seen with the representation at the panel from the majority and minority parties.
In opening the meeting, Shuman described “the tenets of our republic … power is derived from the people, and accountable to same,” and how veteran advocacy helped usher in sweeping legislative changes in U.S. history from the GI Bill to the Pact Act. Then came the new part of the meeting: the attendees breaking out into small groups to research and rehearse the process of organizing and conducting a meeting with a congressional member. Worksheets were distributed that walked them through identifying and educating themselves about their members – all of whose official websites are personalized at https://memberlastname.house(or)senate/gov – arranging for the meeting, how many people to take, what to talk about, and how to begin and finish the meeting to make the greatest impact. At one table, four attendees from three departments conferred and looked up information on their cellphones. The Legislative and congressional staff members walked around and advised the groups with their insider knowledge; at the end of the meeting, some groups volunteered to conduct mock interviews with the staffers, portraying congressional members, in front of the assembled group.
Mathis and Shuman made a video, “A Legionnaire's guide to meeting with lawmakers,” prior to this winter’s Washington Conference that went over many of the same points made in Tampa. Courtesy of the Legislative Division, here are 10 steps to effective congressional meetings.
Members of Congress receive thousands of meeting requests from constituents and interest groups every year. Most of these requests are delegated to staff members who manage the subject, while a select few, typically those of particular relevance to the Member's district or legislative priorities, may be granted a meeting with the Member directly. During a typical week when Congress is in session, staffers will attend dozens of meetings covering a wide range of issues, including with veteran service organizations like The American Legion. To have an effective meeting and ensure that you stand out from the crowd, follow these 10 steps.
Step 1: Research Your Members of Congress Know their educational and professional background,
committee assignments and key legislation. Understand what matters to their district and identify shared interests. Read their official bio.
Step 2: Be Organized & Assign a Primary Speaker Limit your group to 2-3 people; congressional
offices are smaller than expected. Include constituents when possible. Choose one person to lead. Consider optics, for example: bring a woman veteran when discussing women veterans’ issues.
Step 3: Develop Your Meeting Plan Who is telling the pertinent facts and issues? Decide on a clear
request that makes sense for this Member of Congress. Do they need to support an existing bill? Or write new legislation? Have your “ask” ready, and ensure it’s something realistic they can do.
Step 4: Arrive on Time Arrive no more than 15 minutes early. Do not knoc just walk in and let the staffer
at the front desk know who you are and who you are there to see. If your meeting leader has a business card, present it (only one) to the staffer.
Step 5: Remain Flexible Remember that Members of Congress do not control the floor schedule, thus your
meeting time might shift. Be flexible and professional. Sometimes, in order to still meet with you, they may
move your meeting to a new location/time, such as a hallway or committee room.
Step 6: Build Rapport Building a relationship with your Member of Congress is vital to your success.
Ensuring you meet with your Members at least once a quarter, particularly back home, is a great way
to establish a professional relationship.
Step 7: Focus on Two or Three Issues Our legislative agenda covers many topics. Choose 2–3 you’re
passionate about. Don’t overwhelm the meeting. Bonus: Give the agenda or point paper at the end of the meeting so they focus on you, not the paper.
Step 8: Make Your Ask Personal When delivering your “ask,” make it personal by telling your Member
of Congress how it will help veterans in their district.
Step 9: Thank Them for Their Time Make sure you thank them, even if you do not end with an agreed-upon action. Respect goes a long way; remember, you represent The American Legion.
Step 10: Take a picture! Share it on social media and tag your Member of Congress. Don’t forget to submit your contact report to www.legion.org/action.
- Convention