Meeting With Legislators as a Veeto Advocate

Meeting directly with legislators is one of the most effective ways to influence policy outcomes. If you're preparing for a meeting with a California legislator through Veeto, this guide ensures you understand exactly how to prepare, what to expect, and how to confidently and professionally advocate for your position.

Who Are Legislative Staffers and Why Do They Matter?

Before jumping into logistics, it helps to know who you might be meeting. Legislative offices typically include:

• Schedulers: Manage the legislator’s busy calendar. Always show them respect and direct all scheduling requests through them.
• Legislative Aides/Analysts: Staffers assigned to research bills and advise legislators on specific issues.
• Legislative Directors: Senior staff who coordinate the legislator’s broader policy agenda.
• Chiefs of Staff: Senior-level staff who manage the legislator’s entire office and have significant influence.

Don't underestimate legislative staff. While you may prefer to meet directly with legislators directly, engaging deeply with staff is equally important. Staff members often have more time, specialized policy expertise, and directly influence the legislator’s decisions and stances.

Getting Your Foot in the Door

Most meetings in Sacramento happen at the legislator’s Capitol office in the Capitol Annex building (1021 O Street). If traveling to Sacramento isn't practical, you can also arrange a district meeting at the legislator’s local office, typically on Fridays when lawmakers return home from the Capitol.

Making the Meeting Request

• Clearly state the meeting’s purpose in your email subject line (ex: "Meeting Request – Support AB-123").
• Specify which bill or issue you’d like to discuss.
• If relevant, explicitly point out your connection to their district (ex: "I’m a teacher in of Redwood City," "I’m a student at Stanford in Assemblymember Berman’s district," "I’m a developer working in San Francisco").
• Offer flexibility in time, date, and meeting format (in-person, phone, or video).

Before Your Meeting

• Research the legislator’s background, voting record, and committee assignments.
• Understand essential facts about the bill or issue you’ll discuss.
• Prepare and rehearse a concise message about why this bill or issue matters personally to you or the people you represent through Veeto.
• Prepare a one-page fact sheet you can leave behind.

Confirm Meeting Details Clearly and Early

• Most legislative meetings in Sacramento occur at 1021 O Street across the street from the Capitol. Always carefully confirm your meeting details, including the legislator's office location, date, and time, through your appointment confirmation email.
• When you arrive, you'll need to pass through metal detectors at a security clearance. You'll be asked to remove laptops or other electronics from your bag, empty your pockets, and possibly remove hats. Allow extra time for entry: try to arrive at least 15 minutes before your scheduled appointment.
• Once you’re inside, you'll find directories located near the elevators on the right-hand side of the main entrance. Use these directories to locate your legislator's office floor and suite number.
• Each legislator's office will clearly display their name outside the door. Look for a status indicator light near the entrance as well:
  • Green light: The office is open, and you're welcome to knock briefly and then enter.
  • Red light: The legislator or their staff are temporarily unavailable or out of the office—wait patiently or check back in a few minutes. There are tables in the center of each floor where you can sit and wait.

Preparing for Your Meeting

Identify & Prepare a Clear, Specific Request (the "Ask")

A successful legislative meeting starts with a clear goal. Common examples of specific legislative "asks" include:

• Voting for or against a specific bill.
• Joining on as a co-author for a piece of legislation.
• Speaking to another legislator or committee member about your issue.

Stick to one clear ask per visit, or prioritize clearly if you must raise multiple points.

Do Thorough Research

Before the meeting, thoroughly research the legislator’s:

• Background and career before political office.
• Policy interests and focus areas.
• Committee memberships.
• Voting history and previous bill sponsorships.
• Political party and legislative priorities in their district.

Prepare Professional-Looking Materials

Bring a concise, one-page "leave-behind" that clearly and professionally summarizes your position, bill information, and main arguments.

Conducting Your Meeting: Best Practices

Be On Time and Professional:

• Arrive on time (a few minutes early is okay), dressed in neat, professional business casual attire.

Follow Basic Etiquette and Respect Office Boundaries:

• Keep your conversation strictly about official business.
• Do not exaggerate or misrepresent facts.
• When disagreeing or making requests, remain polite and professional (e.g. "I respectfully disagree" or "I respectfully oppose this bill").

Introduce Yourself Clearly, Personalize Your Message:

• Establish rapport and clearly communicate why you personally care:

"Hi, I’m Jane Smith from Fresno, and I'm advocating with Veeto. As your constituent, I respectfully ask for your support on AB-101. This bill significantly impacts my family/community because..."

• Your personal story matters. Highlight the impacts legislation will have on people’s actual lives rather than simply overwhelming staff with data or studies.

Clearly State Your Ask Early and Explicitly:

• Clearly and promptly state what action you'd like them to take (vote yes/no, co-author a bill, speak to their colleagues, etc.). This sets clear expectations and informs staff exactly what you need.

“I'm specifically asking you to vote YES on SB-354 when it reaches your committee.”

Respect Legislative Staff & Keep Them in the Loop:

• Inform staff of follow-up conversations if you speak with the legislator directly.
• Never bypass staffers—always try approaching staff first.
• Staff communicate with each other frequently; consistently deliver respectful and honest messages.

After Your Meeting: Next Steps

• Send thank-you emails quickly after your meeting, reiterating your key points.
• Include promised additional information promptly.
• Formally submit position letters through California’s legislative portal.
• Stay involved through Veeto—monitor bill progress and provide updates to your project promptly.
• Position yourself as a resource. If staff view you as a thoughtful, informed community advocate, they'll proactively reach out for insight and perspective later.

Extra Tips for Strong Advocacy:

• Be brief and clear with your emails. Write concise subject lines, a clear ask, summarize important points, and avoid unnecessary attachments.
• Limit small talk with lawmakers—get directly to your main points.

Final Thoughts: Advocacy is a Relationship

Effective advocacy builds trusting, lasting relationships with legislators and legislative staff. Establish yourself as someone who is reliably professional, authentic, and respectful. Incremental progress should be expected—every conversation moves issues forward.

Your thoughtful, prepared, and professional advocacy through Veeto is genuinely influential. Thank you for stepping forward to represent real communities, elevate important stories, and promote better public policy. Your voice matters profoundly in shaping our democracy.