BUILDING RELATIONSHIPS
WITH YOUR LEGISLATORS
veryone realizes that the effectiveness
sonal connections or interests when speaking
of your work often depends on the
with elected officials whose opinion you are
Equalityofyourrelationships,likethe tryingtoinfluencewithyourfactsandper-
bond you form with your myeloma care pro-
sonal story. Additionally, treat their staff with
viders. It is similar with elected officials, as
the same importance as the elected official as
you must develop relationships with legisla-
staff members can hold valuable sway with
tors and their staffs long before you turn to
their boss and influence your relationship and
them for assistance on an important issue you
success on issues.
care about. Strong interpersonal relationships
are the best means of influencing legislative
Become a fountain of facts. Know the specif-
decision making. Personal visits, letters, phone
ics needed to accomplish the goal of curing
calls, faxes, filling out website forms, and e-
myeloma and related issues. Also, be aware of
mails also are important, especially when they
the advocacy platform and important issues
come from constituents who are well-known,
identified by the IMF, as a coordinated effort
highly regarded, and have gone out of their
is needed to accomplish the goal of curing
way to be helpful in a variety of ways in the
myeloma.
past. Building these relationships takes time
and effort, but it's the most effective way to
Phases for relationship-building for effective
shape the thinking of those who shape public
legislative advocacy include:
policy.
1. Write and/or call legislators on current
So how do you go about building these strong
issues.
relationships with legislators? In much the
same ways as you cultivate friendships: by be-
2. Make personal visits either in Washington,
ing personable and helpful. Being helpful to a
D.C., your state capitol, or in the home
legislator cannot be over-emphasized. Become
district offices on current issues or broad
a useful and trustworthy source of sound in-
problems.
formation on issues affecting myeloma pa-
tients. Utilize your unique insight as a cancer
3. Organize group visits on issues of mutual
survivor, family member or caregiver to pro-
importance.
vide elected officials with contributions of
your time to help them with their own pro-
4. Invite legislators to attend a support
fessional and political needs and interests. Par-
group meeting to learn more about the
ty affiliation (Democrat, Independent, or Re-
latest research and issues facing myeloma
publican) should not restrict you or your ef-
patients today. These events might result
forts as elected officeholders represent an en-
in legislators becoming a cancer advocate.
tire state, legislative district, or local govern-
ment and all the voters in those jurisdictions.
5. Get personally involved politically in legis-
You don't have to be a member of the legisla-
lators' campaigns and the activities of your
tor's political party to work together and even
political party.
to become friends.
IMF is seeking your help in advocating for the
Be sure to do some homework about the key
prevention of and a cure for myeloma. Specif-
issues your elected officials are interested in
ically, here are some ways you can work with
and working on currently. Try to tie in per-
3
IMF staff to build relationships at the federal
come known as a campaign contributor,
level:
political activist, or myeloma leader who
can muster support on the issues from a
1. Develop relationships with your elected
variety of groups through your coalition
officials so they can use you as a reliable
activities.
and authoritative source on myeloma is-
sues.
2. Be prepared to meet with key legislative
personnel or committee staff members if
2. Participate with IMF in advocacy activities
the legislator is unavailable at the last
and with other coalitions who are on simi-
moment. Briefing these people before
lar missions to cure cancer and improve
your visit also may be useful so that they
health status.
can prepare the legislator. Staff aides are
often more knowledgeable about details
3. Where appropriate, provide financial sup-
of a specific issue than lawmakers them-
port for legislators' campaigns by making
selves.
individual contributions.
3. If several individuals join you in the visit,
These steps will progressively build your cre-
decide in advance who will be the
dibility with the officeholder. Establishing a
principal spokesperson. That individual,
reputation as an objective data source, for ex-
of course, should encourage others to par-
ample, builds credibility for subsequent com-
ticipate in the discussion to share particu-
munications expressing opinions on issues.
lar expertise or experiences.
Political activity establishes you as a friend
whose views are likely to receive more weight
4. If you want to discuss a specific issue,
than those of someone who writes from time
make sure you are thoroughly familiar
to time.
with all aspects of it before going into the
meeting.
PERSONAL VISITS
Personal meetings with legislators and their
5. When talking to legislators, try to be con-
key staff members are the most effective way
cise, well organized, and mindful of the
to make your case on an issue. Such visits also
other person's time. State your view firml-
are a good way to introduce you as a constitu-
y, but be attentive to the elected official's
ent. A personal meeting can be difficult to
position also.
accomplish with the elected officials them-
6. Open the discussion by reminding the
selves, but remember that you are offering an
legislators who you are and why IMF and
important contact. You can arrange the meet-
you are seeking assistance related to cur-
ing with the legislator directly or through staff
ing myeloma. If your visit is about a spe-
aides.
cific piece of legislation, know the issue
and the bill number. Clearly state your
The following suggestions will help make the
concern about the issue, how it will affect
best use of your time and the legislator's:
you personally and others in your similar
situation, their families, caregivers, etc.
1. Always make an appointment. Arranging
Avoid harsh accusations. Be polite and
the first meeting may require patience on
respectful. Often, we forget how we
your part, but be persistent. Later, as you
sound when we are particularly passionate
become known as a resource, gaining ap-
about an issue.
pointments will be less difficult. This situ-
ation will occur especially if you also be-
4
7. Always be truthful and never mislead.
9. To gain a favorable vote, follow up with
Your personal credibility and that of IMF
letter(s) and calls to legislators and their
is at stake. If you don't have the answer to
key staff advisors at appropriate points as
a question, do not improvise. Promise to
the issue progresses.
get back to them with the necessary in-
formation, and be sure to do so promptly.
10. Maintain the relationship. Get your name
on legislative e-mail lists. Find occasions
8. Come prepared with a brief (one-page)
to see the legislators again in appropriate
position paper that summarizes your
circumstances, and write to them on the
points with facts, and leave it behind with
issues from time to time. If you obtain re-
the legislators or staff aides. If a lengthier
ports or data that will be useful to legisla-
document or answers to questions are re-
tors and their aides and that you can share
levant, send them later with a thank-you
with them, send those documents with a
letter for taking the time to meet with you.
brief personal cover note. Eventually, you
may even find the legislator coming to you
for information, help, or your point of
view on new issues.
2/6/2011
5
VISITING YOUR LEGISLATORS
Important Points to Remember
s you visit your state or federal
< How will the bill affect the legislator's
legislators, you will want to be mindful
reelection prospects?
Aof various characteristics of the <What are constituents (citizen voters)
legislative process. These qualities influence
saying about the issue?
how policy is made, including the effect of
< What are the views of the news media,
your interaction with congressional staff.
community and business leaders, and
Remember the following points about the
local interest groups?
legislative process, knowing that policymaking
< What will be the impact on the economy
is not a straightforward process:
and jobs?
< Are any significant local campaign
1. The legislative process is deliberately
supporters taking a public position on the
complex, ensuring that proposed new laws
issue?
and policies receive the fullest possible
< What is the advice from the legislator's
consideration. Most bills introduced never
staff members and advisers?
receive any action at all, and few of those
< Is this issue consistent with the
considered become law. Also, a legislative
legislator's previous votes on related
proposal may be introduced year after year
matters, and with his or her political and
before it gains consideration. Hang in there;
economic philosophies?
evaluate how you might approach your goal
< Do these political factors need to be
when you try again.
addressed
explicitly
during
your
congressional visit, or implicitly as you
2. Every legislative body has informal
shape and practice the message you are
customs and practices. These customs
attempting to deliver?
and practices can be as important as the
body's formal rules. For example, key
5. The legislative process is customarily
policy decisions are made by the leadership
very open. Every interested citizen usually
in some legislatures, by a policy committee
has the opportunity to offer input and
in others, and by the majority party
express opinions at various stages of the
members in yet others. Who is making the
process. Public comments are welcome.
decisions?
Although the process is complex, with
many hidden and open factors influencing
3. All of the government including the
it, the government is of and by the people.
legislature is political. Candidates for
Do not be shy about expressing yourself;
most legislative seats are nominated
just approach your meetings in full aware-
through partisan political processes and
ness of the context in which you are
chosen in partisan elections. The political
working.
party that wins a majority of seats in each
legislative body also wins the right to pick
When you participate actively in the
the leaders of that body, and often the staff.
political process, you are joining a lively
Consider how party politics might shape
discussion on public policy. Legislators
your approach to your goal.
lobby (attempt to influence) each other and
are influenced, in turn, by the executive
4. Legislative proposals may be weighed
branch of government, other public and
subjectively. They are often considered
private interests, and self-styled activists.
not only on their merits but also on these
basic political questions:
8
CONGRESSIONAL VISITS
HYMEL'S* TEN RULES FOR DEALING
WITH STAFF
1.
Keep it short ­ both your message and your visit.
2.
Know the arguments on the other side.
3.
Document your position. Prepare a summary and supporting papers. Leave them
with the staffer.
4.
Promise (and keep your promise) to supply answers and documents requested as
follow-up actions from your visit.
5.
Never threaten.
6.
If you see a member alone, make sure you follow up with a staffer.
7.
Tell them why the legislators might be interested in your position, from a local or
issue-related point of view.
8.
If you have allies, tell them who they are.
9.
If they agree with your position, leave soon.
10. As former Representative Lindy Boggs said, "Always say please and always say
thank you." The basic rules of courtesy apply.
* Gary Hymel served as Chief of Staff to House Majority Leader Hale Boggs (D-
Louisiana) and Speaker of the House Thomas P. "Tip" O'Neill (D-
Massachusetts) and is well known as one of the most effective Washington, DC
insiders.
2/6/2011
9
THE DO'S & DON'TS IN
GOVERNMENT RELATIONS
t's easy to find reasons not to get in-
secure a commitment from the official that
Ivolved: "I don't have time to make a he/shewillsupportyourposition.Forexam-
phone call." "No one will listen to me." "They
ple, you might say in closing, "So we can
don't care what I have to say." "I don't have
count on your support on Wednesday?" or
any experience." "What if they ask me a ques-
"We hope you will recognize this amendment
tion I can't answer?" The rationale is endless.
is important for the quality care of our pa-
Deep down, many people may simply be
tients, and we hope you will agree to cospon-
afraid of embarrassing themselves. The fol-
sor it." Even verbal commitments are tough
lowing list of do's and don'ts provides useful
to break.
tips to help ensure that your government rela-
tions experiences are positive and successful.
Do realize that talking to the staff is like
talking to the elected official. Treat staff
DO'S
the same way you would treat the elected offi-
cial. Officials often rely on staff to advise
Do remember that you have knowledge of
them on how to vote or craft legislation, and
myeloma that ordinary citizens do not and
they also develop interpersonal relationships
that makes you a trusted and respected
with trusted staffers. If you alienate the staff
source. Legislators and their staff seek spe-
you are asking for trouble.
cialized knowledge that they don't have. Trust
that they will listen to you and respect you
Do be early for meetings. An elected offi-
because you are an expert.
cial's schedule can be filled down to the
minute. They don't have time to wait for you,
Do consult your IMF Advocacy Toolkit
even though you may have to wait for them.
for specific tips on letter writing, personal
visits, e-mail, and phone calls. Detailed in-
Do avoid jargon. Although you are an ex-
formation is available for your reference, so
pert, try to frame your comments as small bul-
use your resources.
let points of information that can be easily
understood by a layperson. While your know-
Do try to personalize the issue by giving
ledge may be impressive, if you lose your au-
examples of how you, your family, and
dience your message will be lost.
your community are affected by myeloma.
You would be amazed at how much more
Do leave something behind. At the mini-
weight is given to a constituent's concerns
mum, leave your business card or contact in-
than to those of a lobbyist; but the message
formation so the staff or elected official can
must be meaningful. Legislators and their staff
contact you with questions. Optimally, you
know that organizations try to mobilize their
should provide a useful "leave-behind" that
members to send e-mails or letters on certain
summarizes your position on an issue in di-
issues. If the letter reads like a form letter, it
gestible tidbits. Statistics and their reference
will not have the same impact as a personal
are always a plus, as staff will often use infor-
letter that includes examples and personal ex-
mation from "leave-behinds" in speeches or
periences.
as talking points on the issue.
Do get a commitment. At the close of a per-
Do be realistic. Thousands of bills are intro-
sonal visit or meeting, you should attempt to
duced during each legislative session, but few-
10
er than 10% are enacted. Don't be discou-
your cue from the person with whom you are
raged if your bill does not pass. You have es-
meeting.
tablished relationships, educated staff and
elected officials, and built support for your
Do make friends before you need them.
position. If you have accomplished these
Whenever possible, develop relationships be-
things, you have laid the groundwork and in-
fore you have to ask for something. Try to
creased your chances that a bill will pass the
become familiar with legislators who work on
next time.
issues of interest to you, even if nothing is
developing on that topic or in his/her com-
Do come prepared to defend your posi-
mittee at the time. One obvious place to start
tion. You always have to know what your op-
is by getting to know the members of the
position is up to. If you anticipate questions
health care committees at your federal, state,
and are prepared in advance to defend your
or local levels.
position, you will cut your opposition off.
Do disagree respectfully. If a legislator has
Do dress appropriately in business attire.
an opposing position on an issue and you are
Remember the purpose of your visit is to talk
unable to change his/her mind, remain res-
about professional issues. To be most effec-
pectful of the time he/she gave you to state
tive, you should appear organized and profes-
your position. If possible, compliment the
sional.
legislator on his/her work on another issue. -
The legislator will appreciate your under-
Do be loyal to your friends. Like-minded
standing and be impressed by your knowledge
individuals who work on issues similar to
of his/her record.
yours can be powerful advocates in public
policy. They might call you with inside infor-
Do say thank you. Whether you are follow-
mation or invite you to participate in an out-
ing up after a personal visit or thanking a
reach activity. If you undermine your friends,
member for fighting in committee for one
they will not be around the next time you
small provision that was important to you, it
need help.
is always nice to recognize another's efforts.
Legislators and their staff work hard, and
Do recognize the value of compromise.
most have great intentions, so your sincere
You may not get everything you want. How-
thanks are always appreciated.
ever, isn't it better, for instance, to get some
money for cancer research than a full amount
Do provide helpful information whenever
specifically for myeloma? Think about areas in
possible. Providing information is always ap-
which you are prepared to compromise and
preciated. If you send a copy of a current re-
identify those that are not negotiable. In some
port or an article you think the staff or elected
cases, you may even want to anticipate com-
official would find interesting, you present
promise by asking for more than you actually
yourself as a considerate, alert person who
want. But be careful and don't concede any-
wants to help. When you provide useful in-
thing until the timing is right.
formation and are not asking for any specific
action in return, in effect, you are reminding
Do keep your phone call or visit brief and
the recipient of who you are and are providing
to the point. While staff or the elected offi-
them with a nonthreatening communication
cial will usually be polite, it is incumbent on
that will be appreciated.
you to recognize that they are very busy. Keep
your meeting pleasant and brief, and start
Do ask IMF for help. We are committed to
looking for clues that it's time to wrap things
helping you. If you need help, contact the
up after fifteen minutes. Meetings should rare-
members of IMF's advocacy team.
ly last more than twenty minutes, but take
11
Senator John Doe's office on a related issue
DON'TS
last year or that you testified before a commit-
tee on the issue. But it is probably not appro-
Don't participate in political activities in
priate to mention that you played tennis with
the name of the IMF unless you are advo-
Senator Doe last Thursday.
cating an issue on which the IMF has tak-
en a position.
Don't make threats. Any threats, veiled or
overt, are usually recognized for what they
Don't pretend to know something that
are. Nothing is more offensive and inappro-
you don't. If you make up information or
priate than threatening someone to get them
skirt around an issue, you'll come off as disin-
to do what you want and it will backfire one
genuous and lose your credibility. Most
hundred times out of one hundred.
people can spot a phony.
Don't become cynical. Keep the faith! Re-
Don't be afraid to say, "I don't know."
member that most people who serve in public
Legislators aren't expected to be experts on
office do so because they want to make a dif-
everything, and neither are you. Admitting
ference. Try to give them the benefit of the
you don't know the answer to something can
doubt.
be a good thing, because it gives you the op-
portunity to say, "I don't know, but I can re-
Don't disparage other elected officials.
search that and get back to you." Then, when
This will make your contacts wonder if you're
you have an answer, you have another op-
saying the same thing about them to a staff
portunity to make contact with the staff or
member from a different office. It will always
elected official.
make you look bad.
Don't name-drop unless it is directly rele-
Don't promise something you can't deliv-
vant. It is okay to mention in passing, for ex-
er. You must be as good as your word or you
ample, that you worked with someone from
will lose your credibility.
2/6/2011
12
TIPS FOR SUCCESSFUL HILL VISITS
THE MUNDANE AND THE MAUDLIN
Making Your Appointments
< Call the Appointment Secretary/Scheduler of each office that you intend to visit. Explain your
purpose and whom you represent. Arranging a meeting is easier for congressional staff if they
know what you want to discuss. (SEE TEMPLATE LETTER.)
< If your Senator or Representative cannot meet with you, ask to meet with the Legislative Director
or Health LA (Legislative Assistant). Do not be disappointed if you cannot actually meet with your
Member of Congress. Remember that the staff IS the power behind the scenes.
< Most often, the Scheduler will ask for a letter of request to be faxed or e-mailed. Feel free to use
the template provided in this mailing.
< You will find all the contact information you wil need to make your appointments on IMF's
Advocacy Action Center. Go to http://www.advocacy.myeloma.org/
Timing Your Appointments
< Leave a 15 minute gap between appointments to get from one House office building to another
House office building. This is true on the Senate side also. You can allow less time if you are just
going to another office in the same building.
< Leave 20-30 minutes to go from a House building to a Senate building and vice-versa.
Promptness and Patience
< When it is time to meet with a member, be punctual and be patient. It is common for a Member
of Congress to be late, or to have a meeting interrupted, due to the member's crowded schedule.
If interruptions do occur, be flexible. When the opportunity presents itself, continue your meeting
with a member's staff.
< If you are going to be late to an appointment, call the office and let them know. In each office's
reception area, there is a phone that you can use for this purpose.
Preparation
< "Leave behind" packets will be provided for each of your visits. If there is additional material that is
relevant to your state or congressional district, please have enough copies with you to insert them
in the "packets." Make sure that any insert is short (try to keep it to one page) and succinct.
Page 1 of 2
< Have a plentiful supply of your business cards with you. The Washington protocol is to exchange
cards at the beginning of your meeting.
< Meeting with your Members of Congress always makes for a great "photo opportunity" so feel free
to bring a camera.
Don't forget to send a copy of the photo to Arin Assero at
aassero@myeloma.org so that we can possibly include it in an IMF publication.
Dress of the Day
< How you present yourself can be almost as important as how you present your ideas. If you go
with business attire, you won't go wrong on Capitol Hill. Having said that, make sure you wear
VERY comfortable shoes. You're going to be doing a lot of walking.
< In each building you will go through a metal detector. Keep that in mind when you dress for the
day.
< Don't forget to bring your picture ID in case you are asked to present it.
Responsiveness
< Follow up the meeting with a thank you letter outlining the different points covered during the
meeting, and send along any additional information and materials requested.
Enjoy Yourself and Make an Impact!
2/7/2011
Page 2 of 2
ADVOCACY TIPS FOR
CONGRESSIONAL TOWN HALL
MEETINGS
One of the most effective ­ and underutilized
relationship will be with the Member and their
­ ways to communicate directly with
staff.
Members of Congress is to attend their town
hall meetings. Almost every Member holds
While some of the steps outlined below may
these events during "District Work Periods"
seem quite obvious, when combined, they will
(the time when they are at-home) to elicit
guarantee your attendance at a congressional
input and learn the priorities and concerns of
town hall meeting will have long-term benefits
their constituents. Because Members pay
and be fun and effective!
particular attention to attendees at these
meetings, participating allows you to bring
1. Sign-up for the alert list for your
forward concerns of cancer patients in a
Members' meetings. Most Members will
public forum and amplify your voice with
announce their schedules via mailings or e-
Members of Congress. Members of Congress
mails to the district and often through the
take to heart what they hear directly from
media. However, offices will directly contact
constituents who make the effort to show up
constituents who have expressed an interest in
at a town hall meeting. Attendance shows
knowing the information. In fact, many
both commitment and organizational ability.
offices
only
will
provide
the
actual
From the other side of the podium, Members
information on meeting times and locations
see attendees first and foremost as concerned
directly to constituents.
voters. In addition, members of the media
often attend these meetings providing another
2. Learn the Established Procedures.
opportunity to spread the message.
Upon arriving at the town hall meeting, check
to see whether there is an established
Many of the tips for attending a town hall
procedure for the meeting. For example, most
meeting are similar to tips for successful
offices will provide a place for constituents to
meetings with your Congressional Members.
sign in. Often there is a separate sign up sheet
While many of the protocols are similar, the
for individuals who would like to ask
format is quite different. Some town hall
questions.
meetings might be focused on a specific issue
(e.g. Social Security, Medicare prescription
3. Be prepared in advance with your
drugs, etc.); however, most meetings tend to
specific question. Bring supporting materials
be more free-form and offer an opportunity
that you can provide to the staffer, who will
for general comments/questions at the end.
be traveling with/accompanying the Member.
Town hall meetings are a terrific forum to call
Also, be sure to avoid long, drawn out
upon elected officials to take action on the
questions, and do not use jargon or acronyms
issues we care most about. The more often
that people may not know ­ you do not want
you attend and ask a question or praise a
to annoy or alienate the Member, staff,
Member for doing something you support,
audience, or media.
the stronger and more meaningful your
4. Clearly identify yourself and how
participating would be counter-productive, it
myeloma has impacted your family. Let
might be best to stay silent or take a pass
them know whom you are representing.
when given the opportunity to ask a question.
Unlike meetings on Capitol Hill where the
Member and staff know with whom they are
8. Introduce Yourself to the Member.
meeting, anyone can show up at a town hall
Depending on the setting and the number of
meeting. Consider your introduction to be an
people attending, make an effort to say hello
integral part of your question.
and introduce yourself to the Member and the
staffer before or after the meeting. Be sure to
5. Be polite and professional. It goes
give them any materials you brought along
without saying, but be polite and professional.
with your personal/home contact information
Keep in mind that the media is probably
and ask for the staffer's name and request a
attending, as well as other potential allies in
business card, so you know with whom you
your efforts. Even if the Member does not
should follow-up.
agree with you or evades your question and it
is frustrating, you are most effective by being
9. Report back to IMF on the results of
polite, calm, and persistent.
the meeting. Identify any outstanding issues
and information that the Member needs. Your
6. Ask for a response to your question. If
report-back allows IMF to echo/follow-up on
she/he cannot give you a response, let the
the message you delivered "at-home" to your
Member know you will be arranging another
Member in Washington and capitalize on your
opportunity for further discussion and that
good work at the town hall meeting.
you look forward to a response at that time.
The point is not to embarrass the Member,
10. Follow-up. Send (by fax or e-mail,
but to engage him/her and seem reasonable.
whichever is the office/staffer's preferred
You can always follow-up from your question
mode of communication) a letter to the
at the town hall meeting with a formal letter.
Member and staff person. Remind them that
You should reference your attendance at the
you were at the town hall meeting, giving the
meeting, giving the date and location, and ask
date and location, and reiterate the issue you
for follow-up from your inquiry.
discussed. Even if you did not get to ask a
specific question publicly, send a follow-up
7. Use your judgment. The dynamics of
letter about your presence at the meeting. If
town hall meetings can be shaped by factors
there was anything that the Member or staff
beyond your control. If the audience is riled
requested, be sure to provide that in your
up over an issue unrelated to the concerns of
follow-up correspondence.
myeloma patients, and you get the feeling that

Document Outline