Scheduling Your Hill Day Meetings
Tips for Success

Plan Your Congressional Visits

Meeting face-to-face with your Senators and Representatives (and their staff!) is one of the best ways to interact with Congress. During these meetings, Members of Congress and their aides hear your story directly and gain a deeper understanding of your knowledge and passion for youth and the multiplying benefits of quality mentoring. The first step in successful advocacy is developing a positive working relationship.

Frequently Asked Questions

Will MENTOR schedule Congressional meetings for me?

No.A State Captain has been assigned to each state who will help coordinate the Hill visits for you and your fellow Summit attendees from your state.Your State Captain will first e-mail you in December and weekly throughout January. If you have any questions and/or haven’t heard from your State Captain, please e-mail Abbie Evans at MENTOR: .

  • In some states, the State Captain will set up all Congressional appointments and notify attendees so they can RSVP.
  • In other states, attendees will schedule their own meetings and notify the State Captain so that he or she can help other attendees find available meetings to attend.

How do I set up my meetings?

Follow the guidance from your State Captain. He or she will instruct you on how they will be coordinating your state delegation’s Hill visits.

  • Tell your State Captain which Congressional District you live in (find your Congressional District information here.)
  • If you have a personal or working relationship with one of your Members of Congress or their key staff, be sure to share that information with your State Captain.

Attendees are encouraged to schedule at least three appointments each: one with your Representative and one each with both of your U.S. Senators.

What will happen during my Hill meetings?

You and your fellow Summit attendees, working with your State Captain, will divide up meetings to ensure you cover as many Congressional offices from your state as possible. During those meetings, you will introduce yourself to the Member of Congress and/or staff, talk about the mentoring organizations you are representing, and cover legislative issues thatMENTOR will share with you before coming to Washington, DC.Your State Captains will provide all the tools necessary to make your Hill Day a success.

  • MENTOR will host a Capitol Hill Day webinar on Wednesday, January 12 for further information. All participants are encouraged to join the webinar.

If my State Captain asks me to schedule Hill meetings, what do I do?

Once the State Captain has instructed you to schedule Hill appointments for you and some of your colleagues, follow these steps:

  1. Email or Call the DC office of your Members of Congress to arrange your Hill appointments.Your State Captain will provide you with the contact information you will need. You can also find the information on MENTOR’s Capitol Hill Day web page.
  1. When you call, tell the person who answers the phone that you’re calling to set up a group meeting with the Member of Congress on Wednesday, February1, 2017.
  1. When you email provide your name, the organization you represent, your contact information, where you’re from and what you would like to talk about during the meeting (youth mentoring), as well as the date Wednesday, February1, 2017.
  1. The aide may take your information or direct you to one of two aides: 1. the office scheduler, 2. the legislative aide responsible for mentoring issues. Alternately, you may be instructed to fill out a meeting request form online or email the scheduler. Every Congressional office has their own system.
  2. Be prepared to provide your name,the organization you represent,your contact informationand where you’re from.Remember, being a constituent increases the chances you’ll get to meet the Member of Congress if s/he is available.
  3. Tip: Provide the cell phone number you will use while in Washington, DC as your preferred contact number. That way the legislator’s office can contact you the day of your meeting if necessary.
  4. Specify that the purpose of your meeting is to discuss youth mentoring.
  • You may be provided with a meeting time and location while on the phone. However, don’t be concerned if the aide asks for your contact information and promises to get back to you at a later time. Be sure to email them after the call to remind them of your request. Be prepared to follow up with the legislator’s office 2-3 weeks before you travel to Washington, DC if you haven’t already heard back. Be sure to keep your State Captain up to date on your efforts.
  • Make every effort to be flexible when scheduling your Hill appointments. Congressional offices are notoriously busy and hectic.
  • If the aide indicates the Member of Congress won’t be available, be sure to specifically request that s/he make time for a photo opportunity if at all possible – you may get to see them after all! (This request can be repeated the week of your meeting if you do not get confirmation.)
  • Be sure to allow plenty of time between Senate and House visits as it takes about 20 minutes to walk from the Senate office buildingsto the House office buildings (they’re on opposite sides of the U.S. Capitol building)– plus you’ll have to go through security again.
  • Tip: try to schedule Senate meetings together and House meetings together.
  • As you schedule your Hill appointments, record the same information for each meeting and send it to your State Captain:
  • Name of legislator and/or aide(s) you will be meeting with. Please indicate if you expect the legislator will be in the meeting.
  • Name and contact information of the aide who helped you set up your meeting
  • Time and location of the meeting (ex., 10:30 a.m. in 523 Cannon House Office Building)
  • Senate office building names: Hart, Dirksen and Russell
  • House office building names: Rayburn, Longworth and Cannon
  • Any additional information you believe will be useful.

TIPS FOR SUCCESSFUL MEETINGS WITH YOUR ELECTED OFFICIALS

During your Hill meetings

Congressional buildings are secure and require all visitors to pass through security at entrances. At certain times of the day security delays can last 5-10 minutes. Be sure to leave yourself enough time to arrive at the legislator’s office 3-5 minutes before your scheduled meeting. During your meeting:

  • Have everyone in your group introduce themselves and where they are from. Let them know you’re all here as part of the National Mentoring Summit.
  • Be open to chit-chat – especially if it’s about things going on back home – but be mindful of your time. Hill meeting are usually brief (15-20 minutes on average).
  • Come prepared to tell your story (why you care about youth mentoring) and to cover the issues MENTOR will share with you in January.
  • Tip: Before the meeting begins, determine who in your group will cover each topic.
  • Be sure to talk about activities going on in your state and communities – Members of Congress want to learn more about what’s going on in the cities and states they represent.
  • Allow time for questions.
  • Provide the legislator and/or their staff with the folder of materials provided to you at the Capitol Hill Day training (January 31).
  • Be flexible! Most of your meetings will happen in the legislator’s office (whether s/he is present or not). But Hill offices are hectic and you may be asked to stand in the hallway to conduct your meeting, or even hold the meeting with the legislator on the go! Roll with it!
  • Don’t forget to snap a picture – you’re participating in the democratic process! We strongly encourage all Hill Day participants to post their pictures on social media using the hashtag #CapitolHillDay
  • Tip: to further your social media impact, be sure to include your Members of Congress in your post. Many will retweet and repost messages from constituents.