Conduct Meet and Greets To Build Relationships with Legislators

A meet and greet is an event that a company hosts to exchange views with legislators on issues of concern.  A meet and greet provides company representatives with an opportunity to develop relationships and discuss issues with individuals who are in positions to make decisions affecting your company.

This forum is an excellent way to give elected officials information on the products your company manufactures, including how they are produced and used as essential components of goods used in everyday life.

Developing relationships early in an individual’s term of office through a meet and greet can be a real help in influencing future public policy decisions affecting your company.  Since a strong personal relationship with policymakers is essential to successful grassroots advocacy, a meet and greet is an effective tool in building long-term relationships.

In addition, a meet and greet can help your participants evaluate candidates for elective office.  The event is an opportunity for candidates to deliver their messages and increase their visibility.  Hosting or attending the meet and greet does not obligate you or your company's political action committee (PAC) to support the candidate in any way.

If you are conducting a meet and greet for all employees during a campaign season, there are Federal Election Commission rules that need to be observed.  Check with legal counsel about making a meet and greet available if asked by opposing candidates.  There is no obligation to comply with FEC rules if those attending are part of your company's restricted class (executives, managers, and shareholders).

One-Hour Format is Best

A meet and greet usually works best when kept to an hour in length.  The guest can greet the participants and talk informally among them before sitting down to discuss the issues.

Since a meet and greet is an opportunity to showcase your company and discuss issues of concern, employees who are knowledgeable and articulate on the issues should participate in the event.

Begin the meeting by having the participants introduce themselves, mentioning their affiliations and issues of interest.  After the self-introductions are complete, introduce the guest.  Have the guest speak for 10-15 minutes about his or her views on the issues, the upcoming election, and prior work with or knowledge of your company.

Be sure to allow time for questions and answers and a dialogue on the issues.  You may want to designate specific participants to discuss certain issues to ensure that all priority topics are discussed during the meeting.

Checklist for Conducting a Meet and Greet

• Obtain the support of the appropriate individuals in your company for the event.
• Invite the guest by telephone, email or letter.  Be sure to explain the nature of the event and the audience.  Offer a range of dates to accommodate the guest’s schedule. 
• Plan to have the event at a plant site or corporate office.
• Determine the issues for discussion.  Designate individuals to discuss each issue to ensure that all the priority topics are discussed during the meeting.
• Select an individual to introduce the guest and lead the discussion.
• Send a thank-you note to the guest after the event.  Reiterate the points discussed during the meeting.
• Stay in touch with the guest after the meet and greet.  Offer to serve as a resource on industry issues.
• Update your employees with information about the meet and greet:
  • Depending on what you have agreed upon with the guest, post a short message and photo on Facebook or tweet about the meet and greet while it's happening (or immediately afterwards).
  • Post the full update on your grassroots website, along with any photos from the event, and send employees an email driving them to the website for more information.
  • Let employees know about the guest’s positions on issues affecting your company and drive them to your grassroots website to view the guest's voting record (if an incumbent).
  • Post an article about the event in your company or association's publications.