Congressional Meetings Tookit<\/h1><\/div><\/div><\/div><\/div><\/div>Congressional Meetings Tookit<\/h1><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/span>Congressional Meetings Toolkit<\/h1><\/span><\/div><\/div><\/div>Do you want to meet with your elected federal representatives but can\u2019t come to Washington? Did you miss out on CVD<\/a><\/strong><\/span> but still want to have your voice heard? Do you want to organize your Section\u2019s ICOP<\/a><\/strong><\/span>? Then this toolkit is for you!<\/p>\n<\/div>What's in this Toolkit?<\/h4><\/a><\/li>
Background: What is CVD?<\/h4><\/a><\/li>
Understanding Congress<\/h4><\/a><\/li>
What are Congressional Meetings Like?<\/h4><\/a><\/li>
Planning Your Meeting<\/h4><\/a><\/li>
During the Meeting<\/h4><\/a><\/li>
Quick Reference & Congressional Terms<\/h4><\/a><\/li><\/ul><\/div>What's in this Toolkit?<\/h4><\/a><\/li><\/ul><\/div>\n![](\"https:\/\/ieeeusa.org\/wp-content\/uploads\/2026\/01\/ae98c075-804f-4e34-af95-93462239de9a-scaled.jpg\" "\\"ae98c075-804f-4e34-af95-93462239de9a\\"")
<\/span><\/div>What’s in this Toolkit?<\/p><\/h1><\/span><\/div><\/div><\/div>This toolkit provides a basic how-to guide for meeting with your congressional delegation<\/strong>\u00a0in the U.S. Congress, which includes your Representatives and Senators. It is not intended to cover meetings with your state or local officials.<\/p>\nWhile this guide focuses on federal meetings, you are welcome to meet with your state or local officials independently. Please note that these processes vary from state to state.<\/p>\n<\/div><\/div><\/div><\/div>\n<\/div>
Background: What is CVD?<\/h4><\/a><\/li><\/ul><\/div>![](\"https:\/\/ieeeusa.org\/wp-content\/uploads\/2025\/04\/Official_2025_IEEE-USA-CVD-photo-final.jpg\" "\\"Official_2025_IEEE-USA-CVD-photo-final\\"")
<\/span><\/div><\/div><\/div><\/span><\/div>What is Congressional Visits Day?<\/p><\/h1><\/span><\/div><\/div><\/div>Congressional Visits Day (CVD)<\/a>\u00a0is an annual event hosted by IEEE-USA in Washington, D.C., bringing together engineers, scientists, mathematicians, researchers, educators, and technology executives to raise visibility for and support engineering and technology. This premier event is open to all IEEE members in the United States. This event offers IEEE members in the United States the opportunity to introduce themselves, their companies, and their professions to their elected representatives in the United States Congress.<\/p>\nCVD is a two-day event that provides training on how to conduct congressional meetings, starting with a training conducted by IEEE-USA\u2019s Government Relations team. Through this, participants gain an understanding of the vital science and technology legislation affecting IEEE members throughout the United States. After the training, the next day is spent on Capitol Hill, meeting with the offices of Representatives and Senators to discuss these vital topics. Participants are divided into groups with other IEEE members based on where they live in the U.S., and they work collaboratively during these meetings.<\/p>\n
Throughout the year, the IEEE-USA Government Relations team helps plan for CVDs. They schedule all of the Congressional meetings leading up to CVD and help lead the CVD training. The government relations team comprises experienced public policy professionals who are registered lobbyists. Their focus during their day job is to represent the public policy positions of IEEE-USA members to members of Congress. The team works directly with elected officials, advocating for laws that support public policy in science and technology.<\/p>\n
Since you are not a registered lobbyist, and we do not expect you to be, IEEE-USA created the CVD. We understand that it may be difficult for our members to travel to Washington, D.C., so after more than 25 years of hosting CVD, we have developed this guide to help you hold CVD-style meetings on your own, closer to home, and at your convenience.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
Understanding Congress<\/h4><\/a><\/li><\/ul><\/div>![](\"https:\/\/ieeeusa.org\/wp-content\/uploads\/2025\/04\/938b58e2-21a7-4431-9ece-264065b02d3a-scaled.jpg\" "\\"938b58e2-21a7-4431-9ece-264065b02d3a\\"")
<\/span><\/div><\/div><\/div><\/span>Understanding Congress<\/p><\/h1><\/span><\/div><\/div><\/div>Remember<\/h3>\n\n- You are not representing or speaking on behalf of IEEE-USA or your employer.<\/li>\n
- You are not a registered lobbyist.<\/li>\n
- You are advocating for a public policy issue as a concerned citizen, IEEE member, voter, and constituent.<\/li>\n<\/ul>\n
If you meet with a member of Congress or their staff, please inform the\u00a0IEEE-USA Government Relations team<\/a><\/strong><\/em>. We maintain ongoing relationships with every congressional office, and your updates help us stay informed about developments in the field.<\/p>\nWhy Does It Matter?<\/h3>\n
Meeting with a member of Congress or their staff is an essential part of civic engagement and your right as a constituent. These meetings help bring expert perspectives directly to the people who shape federal policy. Your insights, especially as a technologist, can be incredibly valuable. Many lawmakers lack technical backgrounds and greatly benefit from hearing from subject-matter experts, such as IEEE members.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
What are Congressional Meetings Like?<\/h4><\/a><\/li><\/ul><\/div>![](\"https:\/\/ieeeusa.org\/wp-content\/uploads\/2025\/10\/thumbnail_2025-04-29_07-19-57_aes4ko.jpg\" "\\"thumbnail_2025-04-29_07-19-57_aes4ko\\"")
<\/span><\/div><\/div><\/div><\/span>What are Congressional Meetings Like?<\/p><\/h1><\/span><\/div><\/div><\/div>You\u2019ll\u00a0most likely<\/strong>\u00a0be meeting with congressional staff rather than the Representatives or Senators themselves. However, if your visit takes place during a congressional recess, when members are usually back in their home states and not in DC, you may have the opportunity to meet with a member of Congress directly.<\/p>\nNote: When we refer to a \u201cmember\u201d or \u201cCongressional member,\u201d we mean a member of Congress (not an IEEE member). For more information, please see \u201cCongressional Terms\u201d at the bottom of this guide.<\/em><\/p>\nDo not be discouraged if your meeting is not with the member directly. Staffers play a critical role. They are professionals who regularly brief their bosses on the issues and handle research, public policy development, and day-to-day decision-making. Meeting with staff can sometimes be more impactful.<\/p>\n
Here\u2019s another way to think about it:<\/p>\n
Member-level meetings<\/strong><\/p>\n\n- Direct meeting with a Senator or Representative<\/li>\n
- Time-limited<\/li>\n
- Very high-level issue discussion<\/li>\n
- Emphasize your constituent connection<\/li>\n
- Prepare a concise, clear message<\/li>\n
- Likely to last only 10 minutes<\/li>\n<\/ul>\n
Staff-level meetings<\/strong><\/p>\n\n- Meeting with a legislative staffer<\/li>\n
- Often allows for deeper conversation<\/li>\n
- Staffers influence and advise their boss<\/li>\n
- Great opportunity to build relationships<\/li>\n<\/ul>\n
Keep your group size to a maximum of 10 people. If you\u2019re approaching that number, please contact the office ahead of time to confirm capacity or inquire about whether an alternative venue would be more suitable.<\/p>\n
You will likely not be meeting with a technical expert. Do not assume the staffer has a science or engineering background. Ask yourself, \u2018Would my mom, an accountant with no tech experience, understand what I\u2019m saying?<\/em>\u2019 Unless the staffer\u2019s job title indicates they work on science and technology public policy, assume they are unfamiliar with the basics. Avoid jargon and explain even basic concepts, such as semiconductors or LLMs, in plain terms.<\/p>\nHere are some additional reminders for your meetings:<\/p>\n
\n- Meeting schedules often change at the last minute.<\/li>\n
- Be adaptable, courteous, and professional.<\/li>\n
- IEEE is a nonpartisan nonprofit, so we do not take partisan positions.<\/li>\n
- Treat every staff member with respect. These relationships matter both to IEEE and to your community\u2019s voice in Washington.<\/li>\n<\/ul>\n<\/div><\/div><\/div><\/span>
Sample Meeting Structure and Guidance<\/h3><\/h3><\/span><\/div><\/div><\/div>Meetings may be brief or lengthy (ranging from 15 minutes to an hour) and can take place in various settings, from formal offices to hallways. Regardless of the setting, maintain a professional, respectful, appreciative, concise, and authentic tone.<\/p>\n
One of the most common mistakes we observe is when one person dominates the conversation. Ensure that everyone<\/em> has an opportunity to speak<\/strong>, and allow sufficient time for staff questions. Never talk over congressional staff.<\/p>\nIt\u2019s easy to ramble without realizing it, especially when you\u2019re nervous. Practice your points out loud beforehand, like you would for an interview. Preparation will help you stay on message.<\/p>\n
If you do not know the answer to a question, do not guess or make something up. It is perfectly fine to say, \u201cI don\u2019t know, but I can follow up.\u201d You can always reach out to the IEEE-USA Government Relations team for help with follow-up.<\/p>\n
A typical meeting might follow this structure:<\/p>\n
\n- Introductions (3\u20134 minutes)<\/strong>: Briefly introduce yourself and your connection to IEEE.<\/li>\n
- Key topics (about 5 minutes)<\/strong>: Share 1\u20132 main policy priorities.<\/li>\n
- Specific ask (if appropriate)<\/strong>: For example, \u201cWill Representative X support [policy\/bill]?\u201d<\/li>\n
- Questions and discussion<\/strong><\/li>\n
- Thank you, and departure<\/strong><\/li>\n<\/ul>\n
Each person<\/strong> should prepare a short, one-minute personal introduction. This is not the time to recite your entire resume. Focus on three things: your name, your town of residence, and your current professional role (in non-technical terms). Emphasize your local connection\u2014your local employer, community involvement.<\/p>\nFor example, saying you are a process integration engineer working on advanced processing units in a fab will not impress most congressional staff. But saying you work on CHIPS at a local tech startup founded in their district is much more relatable and persuasive.<\/p>\n
We cannot stress enough<\/strong> the importance of practicing your introduction and key points out loud ahead of time. Many participants get flustered or forget what they wanted to say. Preparation makes all the difference.<\/p>\n<\/div><\/div><\/div><\/div><\/div>Planning Your Meeting<\/h4><\/a><\/li><\/ul><\/div>![](\"https:\/\/ieeeusa.org\/wp-content\/uploads\/2026\/01\/IMG_0138-1-scaled.jpg\" "\\"IMG_0138")
<\/span><\/div><\/div><\/div><\/span>Planning Your Meeting<\/h1><\/span><\/div><\/div><\/div><\/div><\/div><\/span>ASAP (Initial Planning)<\/h3><\/h3><\/span><\/div><\/div><\/div>\n- Pick a date for your event.<\/li>\n
- Check the congressional calendar to identify when members of Congress will be in their home states (not in Washington, DC). You\u2019re more likely to meet with the member directly when Congress is out of session.\n
\n- To find the calendar, search online for: \u201c2025 congressional calendar.\u201d<\/li>\n
- “In session” = members in DC; “out of session” = members likely in-state.<\/li>\n
- Note: there may be different calendars for the Senate<\/a> and the House<\/a><\/li>\n<\/ul>\n<\/li>\n
- Consider other calendars: University academic calendars, Federal and religious holidays, and other IEEE events<\/li>\n
- Engage local stakeholders:\n
\n- IEEE regional and section leadership<\/li>\n
- Local IEEE university chapters and societies<\/li>\n
- Larger group participation improves the quality of meetings!<\/em><\/li>\n<\/ul>\n<\/li>\n
- Start Organizing the Group\n
\n- Hold an initial interest meeting with local IEEE members.\n
\n- Consider setting up a biweekly planning committee meeting.<\/li>\n
- Appoint an event lead to gather attendee information.<\/li>\n<\/ul>\n<\/li>\n
- Collect the following details for each participant:\n
\n- Full name<\/li>\n
- Workplace or university<\/li>\n
- Home address (needed to identify their congressional representative)<\/li>\n
- Phone number and email address<\/li>\n
- Major or field of work\/study (some offices ask)<\/li>\n
- You can use a Google Spreadsheet, Google Form, or IEEE vTools to collect this information.<\/li>\n<\/ul>\n<\/li>\n
- Consider Additional Activities: In addition to congressional meetings, think about:\n
\n- A Young Professionals (YP) meetup<\/li>\n
- A networking or debrief event with your section or region<\/li>\n<\/ul>\n<\/li>\n
- Group Size: Limit congressional meeting groups to 10 participants per meeting. One option is to create separate groups for meetings with different offices (e.g., one group for Senator A, another for Senator B).<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div><\/div><\/div><\/span>
2 Months Out: Outreach and Scheduling<\/h3><\/h3><\/span><\/div><\/div><\/div>\n- Identify which Representatives and Senators you will meet with.\n
\n- Typically, when scheduling meetings on your own, you should aim to meet with your two Senators and one Representative (three meetings total), based on your home\/business address.<\/li>\n
- If you are organizing a group of IEEE members, you may try to meet with multiple Members of Congress. For example, in a large city like New York, someone living in Brooklyn will have a different Representative than someone in Queens.<\/li>\n
- In all cases, please ensure that at least one person in each meeting is a constituent.<\/li>\n<\/ul>\n<\/li>\n
- How to meet with both Senators and the Representatives of your attendees:\n
\n- Use gov<\/a> to look up congressional representatives by home address.<\/li>\n
- Each Representative and Senator serves on several committees that cover various policy areas. Consider meeting with those whose committee assignments are relevant to IEEE interests:\n
\n- House<\/strong>: Science, Space, and Technology; Appropriations; Judiciary; Leadership<\/a>; Energy and Commerce, Ways and Means; Small Business<\/li>\n
- Senate<\/strong>: Commerce, Science, and Transportation; Appropriations; Judiciary;
Congressional Meetings Tookit<\/h1><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/span>Congressional Meetings Toolkit<\/h1><\/span><\/div><\/div><\/div>Do you want to meet with your elected federal representatives but can\u2019t come to Washington? Did you miss out on CVD<\/a><\/strong><\/span> but still want to have your voice heard? Do you want to organize your Section\u2019s ICOP<\/a><\/strong><\/span>? Then this toolkit is for you!<\/p>\n<\/div>What's in this Toolkit?<\/h4><\/a><\/li>
Background: What is CVD?<\/h4><\/a><\/li>
Understanding Congress<\/h4><\/a><\/li>
What are Congressional Meetings Like?<\/h4><\/a><\/li>
Planning Your Meeting<\/h4><\/a><\/li>
During the Meeting<\/h4><\/a><\/li>
Quick Reference & Congressional Terms<\/h4><\/a><\/li><\/ul><\/div>What's in this Toolkit?<\/h4><\/a><\/li><\/ul><\/div>\n<\/span><\/div>What’s in this Toolkit?<\/p><\/h1><\/span><\/div><\/div><\/div>This toolkit provides a basic how-to guide for meeting with your congressional delegation<\/strong>\u00a0in the U.S. Congress, which includes your Representatives and Senators. It is not intended to cover meetings with your state or local officials.<\/p>\nWhile this guide focuses on federal meetings, you are welcome to meet with your state or local officials independently. Please note that these processes vary from state to state.<\/p>\n<\/div><\/div><\/div><\/div>\n<\/div>
Background: What is CVD?<\/h4><\/a><\/li><\/ul><\/div><\/span><\/div><\/div><\/div><\/span><\/div>What is Congressional Visits Day?<\/p><\/h1><\/span><\/div><\/div><\/div>Congressional Visits Day (CVD)<\/a>\u00a0is an annual event hosted by IEEE-USA in Washington, D.C., bringing together engineers, scientists, mathematicians, researchers, educators, and technology executives to raise visibility for and support engineering and technology. This premier event is open to all IEEE members in the United States. This event offers IEEE members in the United States the opportunity to introduce themselves, their companies, and their professions to their elected representatives in the United States Congress.<\/p>\nCVD is a two-day event that provides training on how to conduct congressional meetings, starting with a training conducted by IEEE-USA\u2019s Government Relations team. Through this, participants gain an understanding of the vital science and technology legislation affecting IEEE members throughout the United States. After the training, the next day is spent on Capitol Hill, meeting with the offices of Representatives and Senators to discuss these vital topics. Participants are divided into groups with other IEEE members based on where they live in the U.S., and they work collaboratively during these meetings.<\/p>\n
Throughout the year, the IEEE-USA Government Relations team helps plan for CVDs. They schedule all of the Congressional meetings leading up to CVD and help lead the CVD training. The government relations team comprises experienced public policy professionals who are registered lobbyists. Their focus during their day job is to represent the public policy positions of IEEE-USA members to members of Congress. The team works directly with elected officials, advocating for laws that support public policy in science and technology.<\/p>\n
Since you are not a registered lobbyist, and we do not expect you to be, IEEE-USA created the CVD. We understand that it may be difficult for our members to travel to Washington, D.C., so after more than 25 years of hosting CVD, we have developed this guide to help you hold CVD-style meetings on your own, closer to home, and at your convenience.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
Understanding Congress<\/h4><\/a><\/li><\/ul><\/div><\/span><\/div><\/div><\/div><\/span>Understanding Congress<\/p><\/h1><\/span><\/div><\/div><\/div>Remember<\/h3>\n\n- You are not representing or speaking on behalf of IEEE-USA or your employer.<\/li>\n
- You are not a registered lobbyist.<\/li>\n
- You are advocating for a public policy issue as a concerned citizen, IEEE member, voter, and constituent.<\/li>\n<\/ul>\n
If you meet with a member of Congress or their staff, please inform the\u00a0IEEE-USA Government Relations team<\/a><\/strong><\/em>. We maintain ongoing relationships with every congressional office, and your updates help us stay informed about developments in the field.<\/p>\nWhy Does It Matter?<\/h3>\n
Meeting with a member of Congress or their staff is an essential part of civic engagement and your right as a constituent. These meetings help bring expert perspectives directly to the people who shape federal policy. Your insights, especially as a technologist, can be incredibly valuable. Many lawmakers lack technical backgrounds and greatly benefit from hearing from subject-matter experts, such as IEEE members.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
What are Congressional Meetings Like?<\/h4><\/a><\/li><\/ul><\/div><\/span><\/div><\/div><\/div><\/span>What are Congressional Meetings Like?<\/p><\/h1><\/span><\/div><\/div><\/div>You\u2019ll\u00a0most likely<\/strong>\u00a0be meeting with congressional staff rather than the Representatives or Senators themselves. However, if your visit takes place during a congressional recess, when members are usually back in their home states and not in DC, you may have the opportunity to meet with a member of Congress directly.<\/p>\nNote: When we refer to a \u201cmember\u201d or \u201cCongressional member,\u201d we mean a member of Congress (not an IEEE member). For more information, please see \u201cCongressional Terms\u201d at the bottom of this guide.<\/em><\/p>\nDo not be discouraged if your meeting is not with the member directly. Staffers play a critical role. They are professionals who regularly brief their bosses on the issues and handle research, public policy development, and day-to-day decision-making. Meeting with staff can sometimes be more impactful.<\/p>\n
Here\u2019s another way to think about it:<\/p>\n
Member-level meetings<\/strong><\/p>\n\n- Direct meeting with a Senator or Representative<\/li>\n
- Time-limited<\/li>\n
- Very high-level issue discussion<\/li>\n
- Emphasize your constituent connection<\/li>\n
- Prepare a concise, clear message<\/li>\n
- Likely to last only 10 minutes<\/li>\n<\/ul>\n
Staff-level meetings<\/strong><\/p>\n\n- Meeting with a legislative staffer<\/li>\n
- Often allows for deeper conversation<\/li>\n
- Staffers influence and advise their boss<\/li>\n
- Great opportunity to build relationships<\/li>\n<\/ul>\n
Keep your group size to a maximum of 10 people. If you\u2019re approaching that number, please contact the office ahead of time to confirm capacity or inquire about whether an alternative venue would be more suitable.<\/p>\n
You will likely not be meeting with a technical expert. Do not assume the staffer has a science or engineering background. Ask yourself, \u2018Would my mom, an accountant with no tech experience, understand what I\u2019m saying?<\/em>\u2019 Unless the staffer\u2019s job title indicates they work on science and technology public policy, assume they are unfamiliar with the basics. Avoid jargon and explain even basic concepts, such as semiconductors or LLMs, in plain terms.<\/p>\nHere are some additional reminders for your meetings:<\/p>\n
\n- Meeting schedules often change at the last minute.<\/li>\n
- Be adaptable, courteous, and professional.<\/li>\n
- IEEE is a nonpartisan nonprofit, so we do not take partisan positions.<\/li>\n
- Treat every staff member with respect. These relationships matter both to IEEE and to your community\u2019s voice in Washington.<\/li>\n<\/ul>\n<\/div><\/div><\/div><\/span>
Sample Meeting Structure and Guidance<\/h3><\/h3><\/span><\/div><\/div><\/div>Meetings may be brief or lengthy (ranging from 15 minutes to an hour) and can take place in various settings, from formal offices to hallways. Regardless of the setting, maintain a professional, respectful, appreciative, concise, and authentic tone.<\/p>\n
One of the most common mistakes we observe is when one person dominates the conversation. Ensure that everyone<\/em> has an opportunity to speak<\/strong>, and allow sufficient time for staff questions. Never talk over congressional staff.<\/p>\nIt\u2019s easy to ramble without realizing it, especially when you\u2019re nervous. Practice your points out loud beforehand, like you would for an interview. Preparation will help you stay on message.<\/p>\n
If you do not know the answer to a question, do not guess or make something up. It is perfectly fine to say, \u201cI don\u2019t know, but I can follow up.\u201d You can always reach out to the IEEE-USA Government Relations team for help with follow-up.<\/p>\n
A typical meeting might follow this structure:<\/p>\n
\n- Introductions (3\u20134 minutes)<\/strong>: Briefly introduce yourself and your connection to IEEE.<\/li>\n
- Key topics (about 5 minutes)<\/strong>: Share 1\u20132 main policy priorities.<\/li>\n
- Specific ask (if appropriate)<\/strong>: For example, \u201cWill Representative X support [policy\/bill]?\u201d<\/li>\n
- Questions and discussion<\/strong><\/li>\n
- Thank you, and departure<\/strong><\/li>\n<\/ul>\n
Each person<\/strong> should prepare a short, one-minute personal introduction. This is not the time to recite your entire resume. Focus on three things: your name, your town of residence, and your current professional role (in non-technical terms). Emphasize your local connection\u2014your local employer, community involvement.<\/p>\nFor example, saying you are a process integration engineer working on advanced processing units in a fab will not impress most congressional staff. But saying you work on CHIPS at a local tech startup founded in their district is much more relatable and persuasive.<\/p>\n
We cannot stress enough<\/strong> the importance of practicing your introduction and key points out loud ahead of time. Many participants get flustered or forget what they wanted to say. Preparation makes all the difference.<\/p>\n<\/div><\/div><\/div><\/div><\/div>Planning Your Meeting<\/h4><\/a><\/li><\/ul><\/div><\/span><\/div><\/div><\/div><\/span>Planning Your Meeting<\/h1><\/span><\/div><\/div><\/div><\/div><\/div><\/span>ASAP (Initial Planning)<\/h3><\/h3><\/span><\/div><\/div><\/div>\n- Pick a date for your event.<\/li>\n
- Check the congressional calendar to identify when members of Congress will be in their home states (not in Washington, DC). You\u2019re more likely to meet with the member directly when Congress is out of session.\n
\n- To find the calendar, search online for: \u201c2025 congressional calendar.\u201d<\/li>\n
- “In session” = members in DC; “out of session” = members likely in-state.<\/li>\n
- Note: there may be different calendars for the Senate<\/a> and the House<\/a><\/li>\n<\/ul>\n<\/li>\n
- Consider other calendars: University academic calendars, Federal and religious holidays, and other IEEE events<\/li>\n
- Engage local stakeholders:\n
\n- IEEE regional and section leadership<\/li>\n
- Local IEEE university chapters and societies<\/li>\n
- Larger group participation improves the quality of meetings!<\/em><\/li>\n<\/ul>\n<\/li>\n
- Start Organizing the Group\n
\n- Hold an initial interest meeting with local IEEE members.\n
\n- Consider setting up a biweekly planning committee meeting.<\/li>\n
- Appoint an event lead to gather attendee information.<\/li>\n<\/ul>\n<\/li>\n
- Collect the following details for each participant:\n
\n- Full name<\/li>\n
- Workplace or university<\/li>\n
- Home address (needed to identify their congressional representative)<\/li>\n
- Phone number and email address<\/li>\n
- Major or field of work\/study (some offices ask)<\/li>\n
- You can use a Google Spreadsheet, Google Form, or IEEE vTools to collect this information.<\/li>\n<\/ul>\n<\/li>\n
- Consider Additional Activities: In addition to congressional meetings, think about:\n
\n- A Young Professionals (YP) meetup<\/li>\n
- A networking or debrief event with your section or region<\/li>\n<\/ul>\n<\/li>\n
- Group Size: Limit congressional meeting groups to 10 participants per meeting. One option is to create separate groups for meetings with different offices (e.g., one group for Senator A, another for Senator B).<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div><\/div><\/div><\/span>
2 Months Out: Outreach and Scheduling<\/h3><\/h3><\/span><\/div><\/div><\/div>\n- Identify which Representatives and Senators you will meet with.\n
\n- Typically, when scheduling meetings on your own, you should aim to meet with your two Senators and one Representative (three meetings total), based on your home\/business address.<\/li>\n
- If you are organizing a group of IEEE members, you may try to meet with multiple Members of Congress. For example, in a large city like New York, someone living in Brooklyn will have a different Representative than someone in Queens.<\/li>\n
- In all cases, please ensure that at least one person in each meeting is a constituent.<\/li>\n<\/ul>\n<\/li>\n
- How to meet with both Senators and the Representatives of your attendees:\n
\n- Use gov<\/a> to look up congressional representatives by home address.<\/li>\n
- Each Representative and Senator serves on several committees that cover various policy areas. Consider meeting with those whose committee assignments are relevant to IEEE interests:\n
\n- House<\/strong>: Science, Space, and Technology; Appropriations; Judiciary; Leadership<\/a>; Energy and Commerce, Ways and Means; Small Business<\/li>\n
- Senate<\/strong>: Commerce, Science, and Transportation; Appropriations; Judiciary;
Congressional Meetings Toolkit<\/h1><\/span><\/div><\/div><\/div>Do you want to meet with your elected federal representatives but can\u2019t come to Washington? Did you miss out on CVD<\/a><\/strong><\/span> but still want to have your voice heard? Do you want to organize your Section\u2019s ICOP<\/a><\/strong><\/span>? Then this toolkit is for you!<\/p>\n<\/div>What's in this Toolkit?<\/h4><\/a><\/li>
Background: What is CVD?<\/h4><\/a><\/li>
Understanding Congress<\/h4><\/a><\/li>
What are Congressional Meetings Like?<\/h4><\/a><\/li>
Planning Your Meeting<\/h4><\/a><\/li>
During the Meeting<\/h4><\/a><\/li>
Quick Reference & Congressional Terms<\/h4><\/a><\/li><\/ul><\/div>What's in this Toolkit?<\/h4><\/a><\/li><\/ul><\/div>\n<\/span><\/div>What’s in this Toolkit?<\/p><\/h1><\/span><\/div><\/div><\/div>This toolkit provides a basic how-to guide for meeting with your congressional delegation<\/strong>\u00a0in the U.S. Congress, which includes your Representatives and Senators. It is not intended to cover meetings with your state or local officials.<\/p>\nWhile this guide focuses on federal meetings, you are welcome to meet with your state or local officials independently. Please note that these processes vary from state to state.<\/p>\n<\/div><\/div><\/div><\/div>\n<\/div>
Background: What is CVD?<\/h4><\/a><\/li><\/ul><\/div><\/span><\/div><\/div><\/div><\/span><\/div>What is Congressional Visits Day?<\/p><\/h1><\/span><\/div><\/div><\/div>Congressional Visits Day (CVD)<\/a>\u00a0is an annual event hosted by IEEE-USA in Washington, D.C., bringing together engineers, scientists, mathematicians, researchers, educators, and technology executives to raise visibility for and support engineering and technology. This premier event is open to all IEEE members in the United States. This event offers IEEE members in the United States the opportunity to introduce themselves, their companies, and their professions to their elected representatives in the United States Congress.<\/p>\nCVD is a two-day event that provides training on how to conduct congressional meetings, starting with a training conducted by IEEE-USA\u2019s Government Relations team. Through this, participants gain an understanding of the vital science and technology legislation affecting IEEE members throughout the United States. After the training, the next day is spent on Capitol Hill, meeting with the offices of Representatives and Senators to discuss these vital topics. Participants are divided into groups with other IEEE members based on where they live in the U.S., and they work collaboratively during these meetings.<\/p>\n
Throughout the year, the IEEE-USA Government Relations team helps plan for CVDs. They schedule all of the Congressional meetings leading up to CVD and help lead the CVD training. The government relations team comprises experienced public policy professionals who are registered lobbyists. Their focus during their day job is to represent the public policy positions of IEEE-USA members to members of Congress. The team works directly with elected officials, advocating for laws that support public policy in science and technology.<\/p>\n
Since you are not a registered lobbyist, and we do not expect you to be, IEEE-USA created the CVD. We understand that it may be difficult for our members to travel to Washington, D.C., so after more than 25 years of hosting CVD, we have developed this guide to help you hold CVD-style meetings on your own, closer to home, and at your convenience.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
Understanding Congress<\/h4><\/a><\/li><\/ul><\/div><\/span><\/div><\/div><\/div><\/span>Understanding Congress<\/p><\/h1><\/span><\/div><\/div><\/div>Remember<\/h3>\n\n- You are not representing or speaking on behalf of IEEE-USA or your employer.<\/li>\n
- You are not a registered lobbyist.<\/li>\n
- You are advocating for a public policy issue as a concerned citizen, IEEE member, voter, and constituent.<\/li>\n<\/ul>\n
If you meet with a member of Congress or their staff, please inform the\u00a0IEEE-USA Government Relations team<\/a><\/strong><\/em>. We maintain ongoing relationships with every congressional office, and your updates help us stay informed about developments in the field.<\/p>\nWhy Does It Matter?<\/h3>\n
Meeting with a member of Congress or their staff is an essential part of civic engagement and your right as a constituent. These meetings help bring expert perspectives directly to the people who shape federal policy. Your insights, especially as a technologist, can be incredibly valuable. Many lawmakers lack technical backgrounds and greatly benefit from hearing from subject-matter experts, such as IEEE members.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
What are Congressional Meetings Like?<\/h4><\/a><\/li><\/ul><\/div><\/span><\/div><\/div><\/div><\/span>What are Congressional Meetings Like?<\/p><\/h1><\/span><\/div><\/div><\/div>You\u2019ll\u00a0most likely<\/strong>\u00a0be meeting with congressional staff rather than the Representatives or Senators themselves. However, if your visit takes place during a congressional recess, when members are usually back in their home states and not in DC, you may have the opportunity to meet with a member of Congress directly.<\/p>\nNote: When we refer to a \u201cmember\u201d or \u201cCongressional member,\u201d we mean a member of Congress (not an IEEE member). For more information, please see \u201cCongressional Terms\u201d at the bottom of this guide.<\/em><\/p>\nDo not be discouraged if your meeting is not with the member directly. Staffers play a critical role. They are professionals who regularly brief their bosses on the issues and handle research, public policy development, and day-to-day decision-making. Meeting with staff can sometimes be more impactful.<\/p>\n
Here\u2019s another way to think about it:<\/p>\n
Member-level meetings<\/strong><\/p>\n\n- Direct meeting with a Senator or Representative<\/li>\n
- Time-limited<\/li>\n
- Very high-level issue discussion<\/li>\n
- Emphasize your constituent connection<\/li>\n
- Prepare a concise, clear message<\/li>\n
- Likely to last only 10 minutes<\/li>\n<\/ul>\n
Staff-level meetings<\/strong><\/p>\n\n- Meeting with a legislative staffer<\/li>\n
- Often allows for deeper conversation<\/li>\n
- Staffers influence and advise their boss<\/li>\n
- Great opportunity to build relationships<\/li>\n<\/ul>\n
Keep your group size to a maximum of 10 people. If you\u2019re approaching that number, please contact the office ahead of time to confirm capacity or inquire about whether an alternative venue would be more suitable.<\/p>\n
You will likely not be meeting with a technical expert. Do not assume the staffer has a science or engineering background. Ask yourself, \u2018Would my mom, an accountant with no tech experience, understand what I\u2019m saying?<\/em>\u2019 Unless the staffer\u2019s job title indicates they work on science and technology public policy, assume they are unfamiliar with the basics. Avoid jargon and explain even basic concepts, such as semiconductors or LLMs, in plain terms.<\/p>\nHere are some additional reminders for your meetings:<\/p>\n
\n- Meeting schedules often change at the last minute.<\/li>\n
- Be adaptable, courteous, and professional.<\/li>\n
- IEEE is a nonpartisan nonprofit, so we do not take partisan positions.<\/li>\n
- Treat every staff member with respect. These relationships matter both to IEEE and to your community\u2019s voice in Washington.<\/li>\n<\/ul>\n<\/div><\/div><\/div><\/span>
Sample Meeting Structure and Guidance<\/h3><\/h3><\/span><\/div><\/div><\/div>Meetings may be brief or lengthy (ranging from 15 minutes to an hour) and can take place in various settings, from formal offices to hallways. Regardless of the setting, maintain a professional, respectful, appreciative, concise, and authentic tone.<\/p>\n
One of the most common mistakes we observe is when one person dominates the conversation. Ensure that everyone<\/em> has an opportunity to speak<\/strong>, and allow sufficient time for staff questions. Never talk over congressional staff.<\/p>\nIt\u2019s easy to ramble without realizing it, especially when you\u2019re nervous. Practice your points out loud beforehand, like you would for an interview. Preparation will help you stay on message.<\/p>\n
If you do not know the answer to a question, do not guess or make something up. It is perfectly fine to say, \u201cI don\u2019t know, but I can follow up.\u201d You can always reach out to the IEEE-USA Government Relations team for help with follow-up.<\/p>\n
A typical meeting might follow this structure:<\/p>\n
\n- Introductions (3\u20134 minutes)<\/strong>: Briefly introduce yourself and your connection to IEEE.<\/li>\n
- Key topics (about 5 minutes)<\/strong>: Share 1\u20132 main policy priorities.<\/li>\n
- Specific ask (if appropriate)<\/strong>: For example, \u201cWill Representative X support [policy\/bill]?\u201d<\/li>\n
- Questions and discussion<\/strong><\/li>\n
- Thank you, and departure<\/strong><\/li>\n<\/ul>\n
Each person<\/strong> should prepare a short, one-minute personal introduction. This is not the time to recite your entire resume. Focus on three things: your name, your town of residence, and your current professional role (in non-technical terms). Emphasize your local connection\u2014your local employer, community involvement.<\/p>\nFor example, saying you are a process integration engineer working on advanced processing units in a fab will not impress most congressional staff. But saying you work on CHIPS at a local tech startup founded in their district is much more relatable and persuasive.<\/p>\n
We cannot stress enough<\/strong> the importance of practicing your introduction and key points out loud ahead of time. Many participants get flustered or forget what they wanted to say. Preparation makes all the difference.<\/p>\n<\/div><\/div><\/div><\/div><\/div>Planning Your Meeting<\/h4><\/a><\/li><\/ul><\/div><\/span><\/div><\/div><\/div><\/span>Planning Your Meeting<\/h1><\/span><\/div><\/div><\/div><\/div><\/div><\/span>ASAP (Initial Planning)<\/h3><\/h3><\/span><\/div><\/div><\/div>\n- Pick a date for your event.<\/li>\n
- Check the congressional calendar to identify when members of Congress will be in their home states (not in Washington, DC). You\u2019re more likely to meet with the member directly when Congress is out of session.\n
\n- To find the calendar, search online for: \u201c2025 congressional calendar.\u201d<\/li>\n
- “In session” = members in DC; “out of session” = members likely in-state.<\/li>\n
- Note: there may be different calendars for the Senate<\/a> and the House<\/a><\/li>\n<\/ul>\n<\/li>\n
- Consider other calendars: University academic calendars, Federal and religious holidays, and other IEEE events<\/li>\n
- Engage local stakeholders:\n
\n- IEEE regional and section leadership<\/li>\n
- Local IEEE university chapters and societies<\/li>\n
- Larger group participation improves the quality of meetings!<\/em><\/li>\n<\/ul>\n<\/li>\n
- Start Organizing the Group\n
\n- Hold an initial interest meeting with local IEEE members.\n
\n- Consider setting up a biweekly planning committee meeting.<\/li>\n
- Appoint an event lead to gather attendee information.<\/li>\n<\/ul>\n<\/li>\n
- Collect the following details for each participant:\n
\n- Full name<\/li>\n
- Workplace or university<\/li>\n
- Home address (needed to identify their congressional representative)<\/li>\n
- Phone number and email address<\/li>\n
- Major or field of work\/study (some offices ask)<\/li>\n
- You can use a Google Spreadsheet, Google Form, or IEEE vTools to collect this information.<\/li>\n<\/ul>\n<\/li>\n
- Consider Additional Activities: In addition to congressional meetings, think about:\n
\n- A Young Professionals (YP) meetup<\/li>\n
- A networking or debrief event with your section or region<\/li>\n<\/ul>\n<\/li>\n
- Group Size: Limit congressional meeting groups to 10 participants per meeting. One option is to create separate groups for meetings with different offices (e.g., one group for Senator A, another for Senator B).<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div><\/div><\/div><\/span>
2 Months Out: Outreach and Scheduling<\/h3><\/h3><\/span><\/div><\/div><\/div>\n- Identify which Representatives and Senators you will meet with.\n
\n- Typically, when scheduling meetings on your own, you should aim to meet with your two Senators and one Representative (three meetings total), based on your home\/business address.<\/li>\n
- If you are organizing a group of IEEE members, you may try to meet with multiple Members of Congress. For example, in a large city like New York, someone living in Brooklyn will have a different Representative than someone in Queens.<\/li>\n
- In all cases, please ensure that at least one person in each meeting is a constituent.<\/li>\n<\/ul>\n<\/li>\n
- How to meet with both Senators and the Representatives of your attendees:\n
\n- Use gov<\/a> to look up congressional representatives by home address.<\/li>\n
- Each Representative and Senator serves on several committees that cover various policy areas. Consider meeting with those whose committee assignments are relevant to IEEE interests:\n
\n- House<\/strong>: Science, Space, and Technology; Appropriations; Judiciary; Leadership<\/a>; Energy and Commerce, Ways and Means; Small Business<\/li>\n
- Senate<\/strong>: Commerce, Science, and Transportation; Appropriations; Judiciary;
Do you want to meet with your elected federal representatives but can\u2019t come to Washington? Did you miss out on CVD<\/a><\/strong><\/span> but still want to have your voice heard? Do you want to organize your Section\u2019s ICOP<\/a><\/strong><\/span>? Then this toolkit is for you!<\/p>\n<\/div> What’s in this Toolkit?<\/p><\/h1><\/span> This toolkit provides a basic how-to guide for meeting with your congressional delegation<\/strong>\u00a0in the U.S. Congress, which includes your Representatives and Senators. It is not intended to cover meetings with your state or local officials.<\/p>\n While this guide focuses on federal meetings, you are welcome to meet with your state or local officials independently. Please note that these processes vary from state to state.<\/p>\n<\/div><\/div><\/div><\/div>\n<\/div> Congressional Visits Day (CVD)<\/a>\u00a0is an annual event hosted by IEEE-USA in Washington, D.C., bringing together engineers, scientists, mathematicians, researchers, educators, and technology executives to raise visibility for and support engineering and technology. This premier event is open to all IEEE members in the United States. This event offers IEEE members in the United States the opportunity to introduce themselves, their companies, and their professions to their elected representatives in the United States Congress.<\/p>\n CVD is a two-day event that provides training on how to conduct congressional meetings, starting with a training conducted by IEEE-USA\u2019s Government Relations team. Through this, participants gain an understanding of the vital science and technology legislation affecting IEEE members throughout the United States. After the training, the next day is spent on Capitol Hill, meeting with the offices of Representatives and Senators to discuss these vital topics. Participants are divided into groups with other IEEE members based on where they live in the U.S., and they work collaboratively during these meetings.<\/p>\n Throughout the year, the IEEE-USA Government Relations team helps plan for CVDs. They schedule all of the Congressional meetings leading up to CVD and help lead the CVD training. The government relations team comprises experienced public policy professionals who are registered lobbyists. Their focus during their day job is to represent the public policy positions of IEEE-USA members to members of Congress. The team works directly with elected officials, advocating for laws that support public policy in science and technology.<\/p>\n Since you are not a registered lobbyist, and we do not expect you to be, IEEE-USA created the CVD. We understand that it may be difficult for our members to travel to Washington, D.C., so after more than 25 years of hosting CVD, we have developed this guide to help you hold CVD-style meetings on your own, closer to home, and at your convenience.<\/p>\n<\/div><\/div><\/div><\/div><\/div> Understanding Congress<\/p><\/h1><\/span> If you meet with a member of Congress or their staff, please inform the\u00a0IEEE-USA Government Relations team<\/a><\/strong><\/em>. We maintain ongoing relationships with every congressional office, and your updates help us stay informed about developments in the field.<\/p>\n Meeting with a member of Congress or their staff is an essential part of civic engagement and your right as a constituent. These meetings help bring expert perspectives directly to the people who shape federal policy. Your insights, especially as a technologist, can be incredibly valuable. Many lawmakers lack technical backgrounds and greatly benefit from hearing from subject-matter experts, such as IEEE members.<\/p>\n<\/div><\/div><\/div><\/div><\/div> What are Congressional Meetings Like?<\/p><\/h1><\/span> You\u2019ll\u00a0most likely<\/strong>\u00a0be meeting with congressional staff rather than the Representatives or Senators themselves. However, if your visit takes place during a congressional recess, when members are usually back in their home states and not in DC, you may have the opportunity to meet with a member of Congress directly.<\/p>\n Note: When we refer to a \u201cmember\u201d or \u201cCongressional member,\u201d we mean a member of Congress (not an IEEE member). For more information, please see \u201cCongressional Terms\u201d at the bottom of this guide.<\/em><\/p>\n Do not be discouraged if your meeting is not with the member directly. Staffers play a critical role. They are professionals who regularly brief their bosses on the issues and handle research, public policy development, and day-to-day decision-making. Meeting with staff can sometimes be more impactful.<\/p>\n Here\u2019s another way to think about it:<\/p>\n Member-level meetings<\/strong><\/p>\n Staff-level meetings<\/strong><\/p>\n Keep your group size to a maximum of 10 people. If you\u2019re approaching that number, please contact the office ahead of time to confirm capacity or inquire about whether an alternative venue would be more suitable.<\/p>\n You will likely not be meeting with a technical expert. Do not assume the staffer has a science or engineering background. Ask yourself, \u2018Would my mom, an accountant with no tech experience, understand what I\u2019m saying?<\/em>\u2019 Unless the staffer\u2019s job title indicates they work on science and technology public policy, assume they are unfamiliar with the basics. Avoid jargon and explain even basic concepts, such as semiconductors or LLMs, in plain terms.<\/p>\n Here are some additional reminders for your meetings:<\/p>\n Meetings may be brief or lengthy (ranging from 15 minutes to an hour) and can take place in various settings, from formal offices to hallways. Regardless of the setting, maintain a professional, respectful, appreciative, concise, and authentic tone.<\/p>\n One of the most common mistakes we observe is when one person dominates the conversation. Ensure that everyone<\/em> has an opportunity to speak<\/strong>, and allow sufficient time for staff questions. Never talk over congressional staff.<\/p>\n It\u2019s easy to ramble without realizing it, especially when you\u2019re nervous. Practice your points out loud beforehand, like you would for an interview. Preparation will help you stay on message.<\/p>\n If you do not know the answer to a question, do not guess or make something up. It is perfectly fine to say, \u201cI don\u2019t know, but I can follow up.\u201d You can always reach out to the IEEE-USA Government Relations team for help with follow-up.<\/p>\n A typical meeting might follow this structure:<\/p>\n Each person<\/strong> should prepare a short, one-minute personal introduction. This is not the time to recite your entire resume. Focus on three things: your name, your town of residence, and your current professional role (in non-technical terms). Emphasize your local connection\u2014your local employer, community involvement.<\/p>\n For example, saying you are a process integration engineer working on advanced processing units in a fab will not impress most congressional staff. But saying you work on CHIPS at a local tech startup founded in their district is much more relatable and persuasive.<\/p>\n We cannot stress enough<\/strong> the importance of practicing your introduction and key points out loud ahead of time. Many participants get flustered or forget what they wanted to say. Preparation makes all the difference.<\/p>\n<\/div><\/div><\/div><\/div><\/div>What's in this Toolkit?<\/h4><\/a><\/li>
Background: What is CVD?<\/h4><\/a><\/li>
Understanding Congress<\/h4><\/a><\/li>
What are Congressional Meetings Like?<\/h4><\/a><\/li>
Planning Your Meeting<\/h4><\/a><\/li>
During the Meeting<\/h4><\/a><\/li>
Quick Reference & Congressional Terms<\/h4><\/a><\/li><\/ul><\/div>
What's in this Toolkit?<\/h4><\/a><\/li><\/ul><\/div>
<\/span><\/div>Background: What is CVD?<\/h4><\/a><\/li><\/ul><\/div>
<\/span><\/div>Understanding Congress<\/h4><\/a><\/li><\/ul><\/div>
<\/span><\/div>Remember<\/h3>\n
\n
Why Does It Matter?<\/h3>\n
What are Congressional Meetings Like?<\/h4><\/a><\/li><\/ul><\/div>
<\/span><\/div>\n
\n
\n
Sample Meeting Structure and Guidance<\/h3><\/h3><\/span>
\n
Planning Your Meeting<\/h4><\/a><\/li><\/ul><\/div>
<\/span><\/div>Planning Your Meeting<\/h1><\/span>
ASAP (Initial Planning)<\/h3><\/h3><\/span>
\n
\n
\n
\n
\n
\n
\n
2 Months Out: Outreach and Scheduling<\/h3><\/h3><\/span>
\n
\n
\n
\n