It’s that time again—time for you, APTA Legislative Conference attendees, to make every minute count during your visit to Capitol Hill, whether you represent a public transportation system or a business.

How best to do this? What are the most efficient and effective ways for you to present the case for investment in public transportation?

Here are some tips and techniques to help you achieve maximum success, culled from many disparate people, all of whom share significant longtime advocacy experience on the Hill and locally as well.

Before Your Visit
* Do your homework. Before going to Capitol Hill, become familiar with the issues. You’ll achieve maximum effectiveness if you are fluent not only with your agency’s situation, but also with what Congress can do to help find a solution. In other words, the more you know, the better off you’ll be. Study the legislator’s past record; identify any prior public transit support.

* Concentrate on members of Congress from your home state. Legislative advocacy is most effective when done by constituents. Start with these representatives—regardless of their committee assignments—then, if you have time, meet with other decision-making members who do not depend on your vote.

* Anticipate questions—and prepare answers. Before you set foot in a Congressional office, take the time back home to prepare for the visit by thinking through your questions and answers, even rehearsing your approach with a colleague. Develop your message (try to make it abbreviated into “talking points”). Research the legislator’s past votes or statements on the issue, the position of the legislator’s party, his or her committee assignments, and where his or her specialties lie.

* Understand the legislator’s position. A member of Congress must deal with many competing interests and requests for funding and assistance. Even the best legislator has to balance these requests and determine which ones take precedence. Recognize these political realities when making a request.

* Remember that politics is consumer driven. A legislator needs to know the importance of your position to the people who live in his or her district—and there’s no better way to bring the issue home than by sharing real-life examples of how public transit benefits people in your community and state. For example, describe how service improvements will allow a faster commute for constituents, or how additional station accessibility will make public transit more available to more residents. Business members can stress the number of jobs a particular project will create or support in the district and state.

* Make sure you talk to the right person. Identify the staff member responsible for transportation issues before the visit, and cultivate a relationship with that person. Always identify yourself and reiterate what your issue is each time you contact that individual. It is to your advantage to speak with the person most likely to have a background in your specific issue or project. Lastly, remember that many Capitol Hill staffers are likely younger than you (!), but don’t make the mistake of thinking that they lack importance and/or influence.

* Schedule in advance. Make your appointment in advance so you won’t waste the staffer’s or your time when you arrive, hoping the staffer will be able to meet with you.

During the Visit
* Keep the visit brief and focused. Your visit to a Congressional office will be most effective if you speak simply yet specifically, saying: “This is who I am, this is what my organization needs, and these are the facts.” Most veteran advocates recommend staying no more than 15 minutes. At the start of the meeting, if applicable, thank the legislator or staffer for his or her previous support.

* Be clear and to-the-point. Bring concise, to-the-point materials to leave behind—nothing voluminous or hard to read. Think user-friendly, with limited text, charts, and graphs—and have extra copies for staff. Don’t use jargon.

* Ask for the legislator’s position. While you should know this going in, circumstances might arise that you need to ask what the legislator’s position is on a particular bill, which you can follow up: “Why did you vote (or why do you plan to vote) that way?” Also, try to spend time with members whose position is the opposite of yours. By engaging in conversation with that individual, you can sometimes lessen the intensity of the opposition—or perhaps even change it.

* Don’t make unannounced changes. Don’t bring more people to the meeting than you have already scheduled—without first checking with the legislator’s office.

* Be local. Consider that your effectiveness is based on geography, so relate situations to the legislator’s state or district, and always be aware that you humanize the issue if you present stories or anecdotes.

* Be specific. Simply expressing something vague, such as: “Our public transit agency needs more money”—won’t change anything. Instead, provide details of specific projects. Describe what you need with numbers and be very clear what you’d like the legislator to do. If you want the legislator to vote for a particular bill, cite the bill number. Then listen to what the official says he or she can provide—or not.

* Be professional and be punctual. Time is in short supply for legislators, so arrive promptly for your appointment, adding in enough time to clear security. Being on time also adds to your professionalism while emphasizing your commitment to your issue.

* Be honest and even-tempered. Once you meet the member of Congress or staffer, be scrupulously honest and trustworthy—and always stay calm. Avoid criticizing others when making the case for your issue, but don’t be afraid to take a stand. Don’t be argumentative; don’t confront or pressure; and don’t put the individual you are meeting with on the defensive. Above all, don’t engage in partisan critiques.

* Be aware of counter-arguments; be ready for what you don’t know. If you don’t know an answer, just admit that, and promise to find out the answer and provide it quickly.

* Remember that the process is a dialogue. Don’t do all the talking. Ask directly and politely for the policymaker’s views and position on the issue. Do not let the policymaker or staffer distract you with other topics; gently steer the conversation back to your issue. Avoid responding to subjects that veer from your key points.

* Don’t worry about the meeting location. Be receptive to wherever you meet. Capitol Hill offices are often small and staff frequently don’t have offices with a door. So if you’re asked to meet in the office lobby, the corridor, or even a hallway as you walk with the official who must attend a committee meeting, do not take offense. Where you meet is not a sign that you are not being taken seriously.

* Take nothing for granted. Never assume that a legislator supports or opposes a position strictly because of party affiliation. Look for common values and work to build a communications bridge. But always know the legislator’s views on the issue.

* Stay focused. Remain on point when making your presentation. Have a message and stick to it—and be as polite as possible. Remember, this is your field of expertise. Before leaving the office, always thank the legislator or staffer for his or her time.

* Be patient. Realize that building a relationship takes time. The goal is achieving consensus, which may take many more steps.
* Say “thank you.” Thank the official or staffer sincerely—and often.

After the Visit
* Follow up. Be sure to send a thank-you note after your visit and offer to provide further assistance, information, or materials. Don’t be in touch only when you want something from your representatives, and remember to thank them additionally when they take a position you agree with. Also point out that you will let others know that the legislator voted on the industry’s behalf.

* Keep the lines of communication open. Even if the representative does not agree with your cause, offer that individual the opportunity to communicate with you and hear your perspective. Make your contact with the legislator or staffer go beyond the actual visit: call, write letters, and e-mail.

Remember that each individual Hill visit you make is part of a comprehensive strategy. By working together, public transportation professionals can ensure that members of Congress know definitively that federal public transportation transit funding is critical for the nation’s continued economic success.