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Meeting Plan Template

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Description
A print-out template to help lobby teams design a meeting plan for your lobby meetings. 
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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 December 2020 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 Template Meeting Plan Template (.docx)(updated 11/11/20) 17 KB
Meeting Plan Template Meeting Plan Template (.pdf)(updated 11/11/20) 132 KB

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Sample plans

Meeting Plan for December 2020: (Plans are not submitted online for this remote meeting)

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:

What is this member’s anticipated level of support for the Energy Innovation Act?

___ 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 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 one or more practice sessions with the full team

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 Act? 

2 . What is your appreciation(s) of the member of Congress or staffer? Include in your appreciation an acknowledgment of their response to the pandemic/economic crisis.  

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?
  • Who would you like to hear from in the state or district? 
  • What other climate policy solutions are you looking at? 
  • 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 Act? 
  • Describe how you see the paths for action on climate unfolding in 2021?  Do you see any particular opportunities or challenges?
  • Note if you are meeting with a lame duck,  your purpose will shift from the primary ask to gathering information on how we can improve and their view of the new Congress.

7. Follow up: Who will deliver a thank you note? How, when, and who will follow up on other meeting items?

Related Trainings
Category
Resource
Topics
Lobbying Congress
Format
Handout
File Type
PDF (.pdf), Word (.docx)