SETTING UP A CONGRESSIONAL MEETING

On Thursday from 10:30 a.m. to 2 p.m., the National Youth Delegates will be on Capitol Hill and will have the opportunity to meet with their community’s Congressional delegate. 

Please note that while we are providing time during the Summit and instructions for setting up your meeting – we will not be scheduling the appointment for you.  You may choose to contact your U.S. Senator’s offices or your Congressional district representative.  Congress is expected to be in regular session during our Summit dates, so we encourage you to make your appointment as soon as possible.  Keep in mind that during your meeting, you are representing your school, community, and the Washington Youth Summit on the Environment and are expected to do so in a courteous and respectful manner. 

We strongly encourage all National Youth Delegates to take part in this activity and will take note during the college credit evaluation process.

SCHEDULING YOUR OPTIONAL VISIT
1. Find Your Congressional Representatives

Use http://www.govtrack.us/congress/members to find your Congressional Representatives

2. Do Some Research!

Use the internet to look up information about your Representatives. What issues are important to you and which are important to your Representative(s) in Congress?

Contact your Representative’s office via phone, e-mail or an on-line form (generally found on their official website, which should end in a “dot gov”).

You can call your Representative’s Washington, D.C. office by finding their phone number on their website or here: http://www.govtrack.us/congress/members

3. Contact Your Representatives

Contact your Representative’s office via phone, e-mail or an on-line form (generally found on their official website, which should end in a “dot gov”).

A. Contact via Phone

You can call your Representative’s Washington, D.C. office by finding their phone number on their website or here: http://www.govtrack.us/congress/members

Call during regular business hours and follow the following script:

Hello, my name is YOUR NAME and I am representing YOUR HIGH SCHOOL and YOUR STATE as a National Youth Delegate at the Washington Youth Summit on the Environment held at George Mason University.  The Conference runs from June 26 to July 1, 2022 and focuses on leadership and careers in environmental science and conservation.  On Thursday, June 30, we have time between 10:30 a.m. and 2 p.m. to meet with REPS NAME or a member of HIS/HER staff.  Is there any time in that window available for REPS NAME or a staff member to meet with me?

A. Contact via Email

If you e-mail, remember to write your communication in a word document and make sure that it is proofread and spell-checked by a parent or teacher. Here is a sample letter for your use:

Dear Representative Name,

My name is Full Name and I am entering my senior (or junior) year at Name High School in Town, State.  I will be visiting Washington, DC between June 26 to July 1, 2022 as a National Youth Delegate at the Washington Youth Summit on the Environment held at George Mason University. 

The Summit’s schedule allows time on June 30, 2022 between 10:30 a.m. and 2 p.m. for me to meet with you or a member of your staff.  It would be a great privilege for me to discuss your position on the environment, leadership and your experiences, and what I can do to help better serve Home State.   

Your consideration and efforts are appreciated.

Your Name

Your Email

Your Home Address

Your Phone Number

We suggest you give the Representative’s office 7-10 days to process your request and if you don’t hear from them in that time give them a call and ask for an update on the status of your meeting request.  Continue to follow-up until you get a response.

C. Print the Details of your Meeting

Print out any confirmation details about the appointment and bring them with you to the Summit. Make sure you have: Senator/Representative’s name, your contact’s name, Congressional Office phone number and e-mail, Congressional office address with the name of the building and room number.

Again, these appointments must be scheduled AND confirmed by you, the student

PREPARING FOR YOUR MEETING
1. Make an Appointment

Make your appointment well in advance, and arrive on time!

2. Plan Your Discussion

Try to have several questions prepared and be able to tell your story (who you are, where you’re from, and what you are interested in) in about 60 to 90 seconds. Explain what issue is important to you and how it affects the community you live in.

3. Understand the Timing

The length of your visit will vary, but assume you will have 10-20 minutes and there could be interruptions or opportunities to get a private tour of the Capitol. Be prepared for 10-20 minutes, but if the opportunity presents itself take the tour!

4. Be Respectful

Be cordial and appreciative, regardless of views, political party, past votes or past history.

5. Follow up and Say "Thank You."

Send a thank you note and if you like keep them up to date on the things going on in your community. Who knows, if you keep it up you could be the next Congressional Representative from your area!