Meeting Plan Template

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A printable template to help lobby teams design a meeting plan. Includes roles, preparation checklist, and key elements.
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Usage Instructions

When possible, meeting plans are created by the congressional district liaison and lobby teams with input from local groups. The meeting plan template 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 the generic version of this resource, click on the "Download" button below.

Meeting Plan Template Meeting Plan Template (.docx) (updated 9/30/23) 20 KB
Meeting Plan Template Meeting Plan Template (.pdf) (updated 9/30/23) 103 KB

For November 2023 Lobby Meetings:

Here are more specific pre-filled versions with additional messaging and suggested open-ended questions for the BIG WIRES Act for Democrat and Republican offices (click the link to go to the Google Doc):


Meeting Plan Template:

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 and title (even if meeting with the member, a staffer will be present):
Liaison name, email and cell number (or appointment setter):
Minute taker name and email:
Meeting team member names, hometown/zip, their CCL chapters and constituent status:
Meeting guests (i.e. endorsers, community leaders):

Advance Preparation Checklist:

  • Liaison confirms:
    • the meeting time with staff
    • the Primary or Supporting Ask and any materials needed
  • The meeting lead organizes practice session(s) with the full team.

Meeting Roles (some people will take multiple roles) (for a thorough description of what each role is responsible for, please click the link to be taken to the Lobby Team Role Descriptions page)
  • Meeting/Discussion Leader:
  • Appreciator:
  • Time Monitor:
  • Notetaker:
  • Asker:
  • Follow-up:
  • Photographer (optional):
  • Listener (optional):
1. What are your goals for this meeting? What is your strategy for further building the relationship with this office and increasing their support CCL’s policy agenda?

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

3. What is your “Ask” and/or “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 listen for and learn?

6. Additional questions to consider asking during the meeting:
  • What are your current legislative priorities?
  • Which community leaders, businesses or individuals would you like to hear from in-district?
  • What other climate policy solutions are you looking at?
  • What is your preferred solution to climate change?
  • Describe how you see the paths for action on climate in the future?
  • How has this Congress changed your thinking? Do you see any 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 solutions?
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)