Why Meeting with Your Elected Officials Matters – And How to Make It Happen

When advocating for your community, there’s no substitute for a face-to-face meeting with your elected officials. Whether at the local, state, or federal level, these conversations can have a powerful impact—not just on policy but on relationships, funding, and community engagement.

The Power of In-Person Meetings

1. It Builds Strong Relationships

   

   Personal, in-person meetings help build trust and credibility with legislators and their staff. These connections create a foundation for future collaboration and open communication.

2. Your Message Becomes More Memorable

   There’s something about a face-to-face conversation that sticks. You can share stories, convey passion, and add nuance that’s often lost in emails or phone calls.

3. It Inspires Broader Engagement

   Including others in the conversation—colleagues, community members, or partners—can strengthen your message and show a unified front. Inviting others to get involved and support the cause is also an opportunity.

4. Real Funding is at Stake

   Elected officials can advocate for the infrastructure funding for your small city project. When they understand your goals firsthand, they’re better equipped to fight for the most important resources.

How to Invite an Elected Official to Meet with You

Once you’re ready to connect, a thoughtful invitation can make all the difference. Here’s how to get it right:

Personalize Your Message

• Use Their Name and Title: Address them respectfully using their full name and proper title. Not sure who represents you?  Here is how to find out who your Senator/Representative is.
• Recognize Their Work: Mention a recent achievement or action that relates to your council’s mission or goals.

Clearly State Your Purpose

• Be Transparent: Explain why you’re requesting the meeting and what you hope to discuss.
• Share a Simple Agenda: A brief outline helps set expectations and shows that you value their time.

Highlight the Benefits

• Mutual Value: Explain how this meeting can support both your work and theirs.
• Community Impact: Point out how their involvement could positively affect constituents and local priorities.

Include the Key Details

• Logistics Matter: Clearly note the date, time, and location of the meeting.
• Add Contact Info: Include your name, phone number, and email so they can easily follow up.

Keep It Short and Professional

• Time is limited for most elected officials. Keep your message concise, respectful, and direct.

Advocating for your Community

Elected officials are in a position to advocate for the funding your community or project needs. When they understand your goals firsthand, they’re better equipped to fight for the resources that matter most. In fact, many small cities we work with have testified at Capital Investment Hearings to support bonding bill funding for small city infrastructure improvements (see photos). Their presence and personal stories help decision-makers understand the urgency and real-world impact of funding needs—often making the difference between being considered or overlooked.

Want more guidance? We also encourage to your check out the League of Minnesota Cities Advocacy & Legislative Tools for Provide templates, talking points, or meeting prep checklists.

Now is a Great Time to Get in Front of your Legislators

Meeting with your elected officials might feel intimidating, but it doesn’t have to be. When approached thoughtfully, it’s one of the most effective ways to build advocacy momentum, secure resources, and drive real change in your community.

Now is a critical time to connect. The legislature will be on Easter-Passover break from the afternoon of April 11 through April 21, and this window offers a prime opportunity to reach out. If your community is hoping to connect with their legislators, now is the time to make your voice heard.

Here are three ways to engage:

1. Invite your legislators to a city council meeting—or hold a special meeting or workshop just for this purpose.

2. Attend any town halls they host in your area (watch social media for date & location).

3. Ask them to meet informally for coffee (just be mindful of public meeting notice requirements if a quorum may be present).

Personal engagement can make all the difference. Start with a clear invitation—and let your passion for your community lead the way. The Bollig Funding Team helps identify opportunities infrastructure funding for small cities and can help guide you through meeting with your elected officials.  Please reach out to us to learn more.