Meeting with Your Member of Congress: Town Hall Meetings

Overview

Members of Congress regularly host meetings or events in their home state or district to visit with their constituents. Members rely on these opportunities to gain vital insights into the current concerns and issues of their electorate. The most common meeting or event hosted by an elected official is called a town hall.

Town halls are held by Members on a range of issues and provide a platform for a lively discussion on topics important to you—both as a citizen and as a life insurance industry professional. These forums offer an essential opportunity for Members to get to know you and understand what is important to you, your family, and your livelihood. Town halls are an important tool to bring your issues—and the industry’s issues—to the attention of Members in a casual and comfortable setting.

In addition to in-person town halls, many Members of Congress are embracing technology and offering online and telephone-based town hall sessions with their constituents. Participating in any number of these forums or sessions—whether in-person or via the internet or telephone—will help bring the life insurance industry’s issues to the forefront of our political discourse. This packet will give you important information on how to participate in a town hall.

Town halls are most often hosted by a Member of Congress but are frequently hosted by groups, companies, or organizations interested in hearing from the member. Instructions on how to host a town hall are also included in this packet.

Why Is It Important to Participate in a Town Hall?

Town Halls offer a unique opportunity to raise important industry issues to the policymakers who deeply affect our industry. As a life insurance professional, retirement and financial security issues may be on the forefront of your mind—but remember that your Member handles hundreds of various issues, over a wide-range of industries, each day. By attending a town hall and asking a question during the forum, you can assure your voice is heard and Americans to Protect Family Security’s public policy objectives will be on your Member’s legislative radar.

When Will My Member of Congress Hold a Town Hall—And How Do I Find Out About These Events?

There are many opportunities to meet with your Member of Congress. By contacting either your Member’s local or Washington, D.C. office, you can learn when he or she is scheduled to be in your area. Most Members also send periodic e-mails to alert their constituents of upcoming town halls—both in-person and internet-based. By visiting your Member’s website and signing up for these alerts you can stay abreast of these significant opportunities. In addition to in-person town hall forums and online discussion sessions, local businesses and organizations often host candidates at work sites, fairs and other community gatherings.

What Should I Do When I Attend a Town Hall?

Plan to arrive early and stay late. Members will frequently arrive early or stay late in order to speak with their constituents one-on-one. Your Member will generally lead the discussion with some brief remarks or a more formal speech. While your Member is speaking, listen carefully and be prepared to ask your question during the question and answer session which generally follows any town hall forum. Write your question on an index card—along with your name, address, phone number and e-mail address. If you do not have a chance to ask your question during the forum, hand the card to your Member or one of his or her staffers and ask them to respond to you at a later time.

What Questions Should I Ask?

Ask your Member questions about issues that are important to you, your family and your livelihood. It is always good to have two questions prepared just in case someone else asks a question similar to yours. Do not be nervous about speaking up. Your Member is elected to serve you and he or she wants and NEEDS to hear your questions or concerns. Your Member will appreciate the opportunity to answer questions about issues that you believe are important. It is essential to personalize your question as much as possible—explain how the issue directly affects your life and/or your livelihood. The more personalized your question, the greater the chance you have in swaying your Member’s opinion in your favor.

What Should I Do When Called Upon to Ask My Question?

It is important to be polite, positive, and to speak clearly. When called upon, you may wish to do the following:

• Stand up to ask your question—and if time allows, state your name and the town in which you reside. You may wish to provide the name of your agency/company/employer if appropriate.
• Thank your Member for holding the event.
• Ask your question.
• Once your Member has answered, offer a brief “Thank You.”
• If appropriate, ask a follow-up question.

What If I Do Not Get to Ask My Question?

If you are unable to ask your question during the forum, nor unable to hand your written question to your Member afterwards, then send your question in a letter to his or her Washington, D.C. office. Mention that you attended the forum and on what date, but were unable to ask your question. It is important to request a written response to your question.

Make sure your letter is properly addressed and that you include your contact information. Try to use facts without overloading your letter. Facts will validate your letter and illustrate that you have given thought to your position. Sharing personal experiences also helps to make a connection with your Member on the issue.

Your Voice Matters

By attending a town hall and asking questions on issues important to you, you are beginning an important dialog with your Member that will benefit not only you, but the life insurance industry as a whole. Members of Congress base their policy decisions on the will of their constituents. By bringing your issues to the forefront, you will help shape the political and policy debate of our nation.