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, 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 resident of San Diego," "I'm a student at Stanford in Assemblymember Berman's district").
• Offer flexibility in time, date, and meeting format (in-person, phone, or video).

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 visiting these buildings, you'll need to pass through metal detectors at security. You'll likely 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.

Pro Tip: Once inside, directories located near the elevators will help you find your legislator's office floor and suite number. Look for status indicator lights near office entrances: green means you can enter, red means 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.
• Introducing or co-authoring legislation.
• Speaking to another legislator or committee member about your issue.
• Helping facilitate communication with a regulatory agency.

Stick to one clear ask per visit, or prioritize clearly if you must raise multiple points. Remember: vague requests often result in vague responses. With advocacy on Veeto, most conversations will revolve around existing proposed legislation.

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.

Review this information easily through Veeto legislator pages, official California Legislature resources, and the legislator's official website.

Bring concise materials: A one-page "leave-behind" that professionally summarizes your position, bill information, and main arguments will help make your case memorable. Veeto provides downloadable templates you can customize.

Conducting Your Meeting: Best Practices

Be Punctual, Professional, and Adaptive

• Arrive on time (a few minutes early is ideal), dressed in neat, professional business casual attire.
• Adapt to circumstances. If staff offer you a hallway meeting, for example, respectfully accept.

Follow Basic Etiquette and Respect Office Boundaries

• Keep your conversation strictly about official business.
• Always be truthful. 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 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.

Things to Avoid

• Do not send mass emails directly to legislative staff—use official or public inboxes.
• Do not approach legislators directly unless you have exhausted efforts with their staff first.
• Do not disrespect schedulers—they enable your access.
• Do not suggest bill amendments without first consulting the bill's author.

After Your Meeting: Next Steps

Advocacy doesn't end when your appointment does:

• 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 periodically.

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.

Quick emails work best: Be brief and clear with your emails. Write concise subject lines, a clear ask, summarize important points, and avoid unnecessary attachments.

Extra Tips for Strong Advocacy

• Limit small talk with lawmakers—get directly to your main points.
• If multiple attendees are joining the meeting, inform staff beforehand about the exact number to ensure adequate accommodations.
• Prepare answers to likely questions about your position or the bill's potential impacts.

Final Thoughts: Advocacy is a Relationship

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

Legislators appreciate hearing from informed citizens like you, as you represent real communities whose lives are affected by their decisions.

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.