WHERE ARE THE OFFICES?

State representatives have their offices on the first, second, third and fourth floors of the State Capitol. All representative offices are in the west wing of the building, with the exception of a few offices on the first and second floor which are on the east side of the building. All Senate offices are in the east wing on the second, third and fourth floors. The House and Senate chambers are both located on the third floor.

WHEN CAN I SEE LEGISLATORS?

Normally, the House of Representatives and the Senate are in session from approximately 10:00 a.m. until 12:00 p.m. and after a lunch recess they will reconvene for a session from approximately 3:00 p.m. to 6:00 p.m. These times are only approximate and vary from day to day depending on the work schedule. During the first weeks of the legislative session, the House and the Senate meet in the morning session only, and afternoons and evenings are devoted to committee meetings. Legislators are usually in their offices or attending a committee meeting in the morning before the session, during the noon recess or in the late afternoon and evening.

HOW WILL I RECOGNIZE THEM?

Before you meet with the legislator, it is helpful if you know what he/she looks like. Familiarize yourself with his/her face from a photograph that can be found in the Official State Manual (available at most libraries) or legislative directories available from the Secretary of State's office on the second floor of the State Capitol. There are public spectator galleries on the fourth floor from which you observe legislators.

WHERE DO I FIND THEM?

If the House/Senate is in session, the Representative/Senator most likely will be in the chamber "on the floor". You can contact him/her then by going to a doorman and telling the doorman that you would like to speak to him/her. There are doormen in blue blazers with nametags inside the north and south doors of the House chamber. If the representative is a Democrat, go the north door. If the representative is a Republican, go to the south door. In some cases, the representative may sit closer to the other door. In that case, the doorman may tell you to go to the other door. Senate doormen wear blue blazers, have nametags and are stationed inside the north and south Senate chamber doors. Senators are not divided on the Senate floor by political party.

Senators and representatives routinely come off the floor to talk to people. This is normal, so do not feel like you are imposing on them by asking them to come off the floor. If the legislator is actively involved in debate, voting, or some other business on the floor, he will usually convey that message through the doorman. Tell the doorman that you will wait and be patient.

Voting: There is a loud bell that rings when roll call votes are taken on the House floor. The Senate uses an electronic tone. If you are talking to a senator or representative and the vote signal sounds, allow him/her the opportunity to excuse him/herself and go in and vote. If you have not finished your conversation, be sure and tell him/her that you will wait for him/her to come back after the vote and stay at the door until he/she returns, but don't expect him/her to continue to talk to you during the time of a vote.

If you are unable to locate a legislator on the floor, then go to his/her office. If he/she is not in his/her office, ask his/her secretary where he/she may be found. If she says he/she is in a committee, ask where the committee is meeting and go to the committee room and wait for a recess in the committee hearing and talk with him/her. Most House committee rooms are in the west wing of the Capitol basement. Senate committee rooms are on the east wing of the first and third floors.

If you are unable to locate a senator or representative either on the floor or in his/her office, go to the galleries and wait for a roll call vote. In the front of the House chamber are two large electronic voting boards on which all representatives' names are listed alphabetically with lights after the names indicating the vote. Locate the representative's name on the board and if a light comes on after the representative's name during a vote, then that indicates that he/she is in the chamber at the time of the vote. In the Senate, roll call votes are by voice. As soon as you know that the legislator in in the chamber, go down to the third floor and ask the doorman to speak to him/her.

Legislators are busy people and have to attend a number of functions at different places in the State Capitol building during the day. Therefore, you may have to repeat your efforts to contact a particular legislator, but be patient and persistent.

WHAT THINGS SHOULD BE KEPT IN MIND DURING THE MEETING?

Remember that your goal is getting his/her favorable vote. You are not trying to win an argument or trying to beat him/her into submission. Again, your goal is to convince the legislator to take a favorable position.

Let the legislator know early in the conversation what you wish to discuss. Don't assume the legislator is familiar with the issue you are discussing. You may have to tactfully acquaint the legislator with all the facts. Don't refer to legislation only by bill number. Legislators deal with hundreds of bills and cannot possibly know all the issues by bill numbers.

If you don't know the answers, don't hesitate to say so, but find out and come back with the information. If a legislator asks for information, provide it or offer to obtain it. Don't guess at answers. If a legislator trusts you, he/she may ask for your help at other times.

Listen to what the legislator says. The meeting should not be one-sided. It should be a genuine exchange of ideas. It is only by listening to him/her that you are going to determine why a legislator holds his/her position. Only by knowing why the legislator takes a particular position can you change it, if necessary, or strengthen it, if favorable.

Use reasonable tactics. Don't do anything that is going to close the door to future communication. If the legislator does not agree with you, don't argue. Disagree amicably and try to explain the logic behind your viewpoint, and listen to their viewpoint. Never insult or threaten a legislator. This approach is counterproductive. Be polite. Be respectful. Don't lose your cool. Don't be angry. You will impress the legislator more with constituent concern and good factual arguments.

You have the right to expect clear and concrete answers. You are his/her constituent and you have a right to know his/her position. Don't hesitate to ask for the legislator's position politely, but firmly.

Lastly, don't forget to say thanks, even if the only thing to say thanks for is the opportunity to meet.

Report the results of your visit.