Policy & Advocacy
Tips for State Captains to Guide CSMG Delegations in Setting Up Hill Visits (2013)
Tips for State Captains to Guide CSMG Delegations in Setting Up Hill Visits
Key actions to prioritize
- Lock Senate appointments quickly and inform your delegation so House meetings can be scheduled around them.
- Schedule Senate meetings mid–late afternoon on Tuesday, Feb 12 to attend the Hill Visits Reception at 4:30 p.m. in the Russell Senate Office Building.
- Group House appointments by building to save travel time.
- Designate a reporter for each visit to complete one Hill Visits Report Back form per office; forms may be collected by the state captain for the Hill Visits Committee.
Scheduling logistics and etiquette
- Find contact info using the Legislative Action Center and search by ZIP code.
- When calling, identify yourself, your diocese/organization, and your constituent status; if not a constituent, state how many Catholics/organizations you represent and any personal connection to the Member or staff.
- Ask the office how they prefer appointment requests (phone, email, fax) and collect the scheduler’s name and email for follow‑up.
- Request a 30‑minute meeting (expect 15–20 minutes) and offer Tuesday, Feb 12 between 1:30–4:30 p.m. as preferred times.
- If the Member is unavailable, meet with the relevant staff aide and be prepared that the Member may drop in. Know the Member’s appearance.
- Confirm meeting time by email and send reminders by Feb 8.
Delegation scenarios and role assignment
- Small state delegation with few members (<6 reps): Everyone can attend most meetings; split only if >2 people to cover simultaneous meetings.
- Large delegation (10+) with many reps: Assign constituents to request their Representative meetings; identify uncovered Members, prioritize those most relevant to advocacy, and choose best presenters to represent Catholics in the state.
- Small–medium delegation (<10) with many reps: Prioritize whom to see; have constituents request appointments; focus on Members likely to engage on issues.
- Large delegation with few–medium reps: Keep Senate meeting groups to under five; for House meetings divide into pairs or trios and include a constituent where possible; choose succinct presenters who can localize issues to the state.
On the day and follow up
- Enter confirmed meetings into the shared Excel tracker and keep a copy for yourself.
- Send the completed list or spreadsheet to Tom Mulloy so a backup is available on site.
- Ensure each meeting group turns in one Hill Visits Report Back form for every office visited.
Practical tips for effective visits
- Prioritize offices not already covered and focus limited time on Members most likely to influence the advocacy agenda.
- Keep presentations concise and state‑specific, assign one clear presenter, and prepare to tie national issues to local impact.