Step-by-Step Instructions for Setting Up a District Meeting

Please note that district meetings should only be scheduled by constituents – i.e., the person that lives in the state (for Senate meetings) or in the district (for Representative meetings).  It is OK to have other constituents join you, but try to keep the number to 3-4 people.  You should have the names of all of the participants prior to calling the office to set up the meeting.

  1. Look up the phone number for the district office closest to you.
    For district meetings with Representatives and their staff – go to https://www.house.gov/representatives and look up your Representative by name or state and district
    Contact information for the district offices is usually on the “Contact” page
  2. Call the state or district office and tell them that you are a constituent and that you want to set up a meeting to talk to the Senator/Representative and/or his staff to discuss the Medical Nutrition Equity Act (S. 3657/H.R. 2501). Please note that staff meetings are encouraged as it will take much longer to get on the Senator’s/Representative’s schedule and member-level meetings are often rescheduled. Work out a mutually agreeable date and time.
  3. If others are joining you, plan to talk prior to the actual meeting date to go over logistics and how you want the meeting to go, including who will print out materials; start the meeting; make the “ask”…
  4. Print out the FACT SHEET and review and/or print the PATIENT STORIES that are available on our website for your state.
  5. On the meeting date
    1. meet your group at least 15 minutes before your scheduled time to go over your plan one more time
    2. Start your meeting by having everyone BRIEFLY introduce themselves:
      1. Name
      2. Where you live (to prove that you are a constituent)
      3. 1-2 sentences about why this matters to you
    3. Your meeting leader should state that you asked for the meeting because you want to ask the Senator/Representative to co-sponsor S. 3657/ H.R. 2501
    4. Share the FACT SHEET and go into more detail about why this legislation is important.  Also share the PATIENT STORIES if you printed them out.
    5. The staff person will probably say that they need to discuss the bill with the senator/representative, which is fine.  Ask them when you can follow up with them to see what the decision is.
    6. After the meeting, send a thank you email to the person you met with, letting them know that you will follow up with them and that you are available if they have any questions.  Let them know that they can go to the coalition’s website at nutritionequity.org/states to see all patient stories.
    7. Mark your calendar to follow up with the person you met with!