Citizens’ Climate is adapting to COVID-19. Some resources on this site may need adjusting to current circumstances. More Info.

Meeting Plan Template

No Image Description
A print-out template to help lobby teams design a meeting plan for your lobby meetings. 
Press play to start the video
Audio length
Press play to start the audio
Audio embed code
Press play to start the audio
Usage Instructions

When possible, meeting plans are created by the congressional liaison and lobby teams for a particular district with input from local groups. The plan is advisory only. Please use your own judgment in planning and carrying out the meeting and be flexible and responsive to the ideas of the member of Congress and their staff.

To download this resource, click on the "Download" button below.

Note: For CCL's online March 2021 Lobby Days there is no expectation for liaisons or meeting leads to submit a plan to CCL ahead of time. We encourage you to communicate your plans with your team and hope you will work collaboratively to share it and have practice sessions with your meeting team in advance of your meeting.

Meeting Plan TemplateMeeting Plan Template (.docx)(updated 2/20/21) 825 KB
Meeting Plan Template Meeting Plan Template (.pdf)(updated 2/20/21)53 KB

Sample plans


Meeting Plan for March 2021: (Plans are not submitted online for this remote meeting)

Member of Congress Name: State/District: R or D:

Face-to-face meeting with the member of Congress or a staff level meeting? 

Staffer name (even if meeting with the member, a staffer will be present): 

Liaison (or appointment setter) name, email and cell number:

Minute taker name and email:

Meeting team members, their CCL chapters and constituent status:

Meeting guests (i.e. endorsers, community leaders):

What is this member’s anticipated level of support for the Energy Innovation And Carbon Dividend Act when reintroduced?

___ Would not vote for it 

___ May or may not vote for it

___ Would vote for it

___ Likely to cosponsor

___ Is already a cosponsor 

Advance Preparation Checklist:

  • Liaison confirms:
    • the meeting time with staff (in local and DC time zones)
    • the online access information for the virtual meeting
    • sends the Primary Ask document and any materials needed (around five days in advance)
  • The tech support lead familiarizes themselves with the online meeting platform being used and trains the team on how to use the important security features
  • The meeting lead organizes practice session(s) with the full team (sample meeting plans advanced)

Meeting Roles (some people will take multiple roles)

  • Meeting/Discussion Leader:
  • Appreciator:
  • Time Monitor (tracks time, estimated percentage of time member of Congress/staff spoke vs. CCL, and number of open-ended questions CCL team asked):
  • Notetaker (meeting leader please save notetaker name for tracking down missing notes):
  • Asker (reviews the Ask briefly, perhaps using screen sharing):
  • Tech Support (makes sure everyone knows how to use the remote meeting  platform):
  • Follow-up (often the liaison, please include name of person doing follow-up in minutes):
  • Photographer (asks permission of the MOC/staffer to take and share a screen shot (if applicable) of group meeting):
  • Listener (attentive to “reading the room” and making sure the member or staff is being heard): 

1. What is your strategy for further building the relationship with this office and increasing their support for the Energy Innovation and Carbon Dividend Act? 

2 . What is your appreciation(s) of the member of Congress or staffer? 

3. What is your “Ask” and “Supporting Ask(s)?” What steps would you like your member to take to move forward on climate change?

4. What are your meeting topics, e.g., discussion points, information or endorsements to share, past concerns to follow up on? (Note: Pick the 2-3 most important ones and leave others for future meetings. Leave time to talk about whatever the aide or member of Congress wants to talk about.)

5. For each topic to discuss, prepare open-ended questions to find out what the member of Congress (or aide) shares in response to this topic. What do you want to find out from them that you will listen for?

6. Additional questions you could/should ask during the meeting: 

  • What are your current legislative priorities?
  • Which community leaders, businesses or individuals  would you like to hear from in the state or district? 
  • What other climate policy solutions are you looking at? 
  • What is your preferred solution to climate change? 
  • How do you feel about carbon pricing generally?
  • Describe how you see the paths for action on climate in 2021?  
  • How has the new Congress changed your thinking?  Do you see any particular opportunities or challenges?
  • What initiatives could members of your party take to move forward effective climate policy?
  • What are the ways we (CCL) can improve how we work in this district to build political will for action on climate and the Energy Innovation and Carbon Dividend Act? 

7. Follow up: 

  • Who will deliver a thank you note? 
  • How, when, and who will follow up on other meeting items?
  • Who will submit meeting minutes and when?
Related Trainings
Lobbying Congress
File Type
PDF (.pdf), Word (.docx)