- Step 1: Identify Your Elected Official
- Step 2: Request a Meeting
- Step 3: Prepare for Your Meeting
- Step 4: Have the Meeting
- Step 5: After the Meeting
- Ongoing: Cultivating the Relationship
Building relationships with policymakers is one of the most effective ways to advocate for young children, families, and the early childhood workforce. Whether you are meeting with a local school board member, state legislator, member of Congress, or agency leader, your experience and expertise help policymakers better understand the real impact of their decisions.
You do not need to be a policy expert to be an effective advocate. Whether you are new to advocacy or have years of experience, every conversation is an opportunity to strengthen educator voice, build relationships, and help keep early childhood education visible in public policy conversations.
Step 1: Identify Your Elected Official
Start by identifying the policymakers and staff members most connected to the issues you care about and most likely to influence early childhood education policy decisions. This may include local officials, state legislators, school board members, governors, members of Congress, or agency leaders.
As you research policymakers, also think about relationship-building opportunities beyond elected officials themselves. Community partners—including business leaders, health professionals, higher education faculty, and families—can help reinforce the importance of investments in early childhood education and amplify your message.
Whenever possible, begin building relationships before you need something specific. Introductory meetings, site visits, community events, and town halls are all opportunities to establish yourself as a trusted local resource and expert.
Step 2: Request a Meeting
Once you identify who you would like to meet with, begin outreach to the policymaker’s office. Congressional and legislative staff are important relationship partners and are often deeply involved in shaping policy recommendations and advising elected officials.
For congressional offices, the U.S. Capitol Switchboard at (202) 224-3121 can connect you to the appropriate office. To use the switchboard, call the number and provide the operator with your zip code. The operator will then connect you with the appropriate elected official's office where you can ask about contact info to request a meeting with the Member of Congress or the staff member who handles issues relating to child care / children / families. Many elected officials also have meeting request forms available on their official websites.
Tips for Requesting a Meeting
- Reach out by email and follow up with a phone call if needed.
- Be clear and concise about why you are requesting the meeting.
- Offer several dates and times for either virtual or in-person conversations.
- Proofread carefully, including names, titles, and any legislation or policy references.
- Be persistent, professional, and respectful when following up.
- If hosting a virtual meeting, include clear video conference information and calendar invitations.
Remember that scheduling can take time, especially during busy legislative periods or election seasons. Flexibility and persistence are often part of the process.
Step 3: Prepare for Your Meeting
Preparation helps ensure your meeting is focused, organized, and impactful.
Do the Research
Before the meeting, learn more about the policymaker and their priorities:
- The policy maker’s district → What are the boundaries? What are the major cities or communities of interest?
- The policy maker’s personal history → Read the bio provided on their website to get a sense of their personal and professional experience and to identify opportunities to make a personal connection (i.e., do they have young children? Are they a grandparent?).
- Issues that are important to them → Look through their website for issues that are highlighted. Find out if they use social media. What do they post about?
- Their voting record → Project Vote Smart (http://votesmart.org/) and League of Women Voters (http://lwv.org/) are two excellent resources you can use to research and review their voting record.
Determine Who Will Join You
Clear roles help meetings run smoothly and ensure everyone’s voice is heard. If attending as a group, decide in advance who will:
- Lead the conversation
- Share personal stories or educator experiences
- Present data or policy information
- Take notes
- Speak from community or cross-sector perspectives
Develop and Practice Your Talking Points
Strong meetings balance personal experience with clear information and actionable requests. Consider these guidelines:
- Focus on no more than two or three main priorities
- Pair facts and data with real stories and examples
- Explain how policies affect educators, programs, children, and families locally
- Connect issues to the policymaker’s district or community
- Prepare thoughtful questions to ask during the meeting
- Anticipate possible questions or concerns you may hear
- Discuss how you will follow up afterward
If you are representing an organization or coalition, align your message with shared priorities while still bringing your own perspective and experiences to the conversation.
Prepare Materials
Simple, clear materials make it easier for policymakers and staff to remember your key points after the meeting ends. Bring concise materials you can leave behind or email afterward, such as:
- One-page issue briefs
- Information about your organization or program
- Local workforce or community data
- Stories, examples, or photographs that illustrate your message
Step 4: Have the Meeting
Legislative schedules can change quickly, and meetings may be shorter—or more informal—than expected. Whether you have five minutes or thirty, preparation and clarity can help you make the most of the opportunity. Virtual meetings can also be highly effective and may offer more flexibility for both educators and policymakers.
A Helpful Meeting Structure
- Introduce yourself and your organization or role
- Explain why you requested the meeting
- Share your priorities and key messages
- Connect your experiences to local realities and community needs
- Ask questions and invite dialogue
- Offer yourself as an ongoing resource
- Thank the policymaker and staff for their time
- Leave behind or follow up with supporting materials
Common Challenges and Questions:
- What if the policy maker doesn’t seem to be interested in what I’m saying?
Remember that elected officials and staff meet with many advocates and organizations every day. Focus on making clear local connections and identifying shared concerns or priorities. Keep your message concise and solution-oriented.
- What if the policy maker disagrees with my organization’s mission/priorities/request?
Stay respectful and professional. Advocacy is about relationship-building, not winning every conversation immediately. Listen carefully, avoid personalizing disagreements, and focus on maintaining an open line of communication for future conversations.
- What do I do if I don’t know the answer to a question?
It is always better to say you will follow up than to guess. Take note of the question, thank them for asking, and provide accurate information afterward. Contact NAEYC’s policy team at [email protected] if you need assistance.
Step 5: After the Meeting
Following up is an important part of relationship-building and helps reinforce your credibility as a trusted resource.
After the meeting:
- Send a thank-you email within a few days
- Share any additional information or answers requested during the meeting
- Provide follow-up materials promptly—ideally within one week
- Reflect with your group about what went well and what could be improved
- Share photos or highlights from the meeting on social media when appropriate and permitted
- Consistent follow-up helps transform a single meeting into an ongoing relationship
Ongoing: Cultivating the Relationship
Advocacy is most effective when it is sustained over time. Policymakers and staff benefit from hearing regularly from educators and community members who can provide insight into the realities facing children, families, and the early childhood workforce.
Continue engaging throughout the year by:
- Attending town halls and community events
- Inviting policymakers to visit programs and communities
- Sharing updates, stories, and resources
- Responding to policy developments that affect early childhood education
- Offering yourself as a local expert and resource
Strong relationships help ensure that early childhood education remains visible in policy conversations and that educator voices are included when decisions are being made. Every conversation contributes to broader efforts to strengthen the profession, support families, and build a future where all young children can thrive.
The tips are adapted from the guide “Building an Effective Nonpartisan Electoral Strategy” found on the NAEYC website here.