Many national organizations hold briefings for Congressional staff where experts on issues involving upcoming legislation present facts, analysis and answer questions. These briefings make it possible for the sponsoring nonprofit to reach many members of Congress at once and provide their offices with quality information. If you want to organize a briefing on Capitol Hill, there are specific procedures that you will need to follow. (These can be adapted for briefings at the state or local level.) A former Hill staffer shares her tips on what to consider as you plan a briefing:

The Basics

Why do you want to have the briefing?
You should have a clear idea of what you want to communicate to Congressional staff and other nonprofits who will attend the briefing. Remember, you have a two hour period to get everything in, so you want to stick to a coherent message.

Where do you want to have the briefing?
Normally, organizations hold their briefing on the Hill, because it maximizes the attendance of Congressional staffers — your primary target. On the Hill, you can hold your briefing in one of the House or Senate office buildings, or in the Capitol itself. As you decide on location, consider this tip: While House staff are likely to go to the Senate side of the Capitol for a briefing; Senate staff are not likely to go to the House side.

Who do you want speaking?
Determine who can best articulate your message, and how many speakers are necessary to demonstrate broad support without making the event overwhelming. Consider the structure of your briefing — do you want time at the beginning for networking, or do you want to start right away with your speakers.

When do you want to have the briefing?
If you want to attract the maximum number of staff, Congressional recess can be an opportune time. However, if you were planning, or hoping, to have a member of Congress speak at the briefing, recess will not work, as most members leave Washington during recess.

Once you have identified the basic elements of your briefing, how do you execute the planning?

Get the room
Go to your champions with specific topic, room, and date requests. However, be flexible. Rooms, especially in the Capitol, are in high demand, and you may not get the room or date you want. When you get offered a room, if you don't know what it looks like, you should go see it. The estimated room capacity is not always accurate once you add the chairs, panelist table, and catering table. By checking out the space in person, you can see if it is adequate for your needs.

Be forewarned that you may wait a while to hear whether or not you have gotten a room — particularly if your topic is controversial, or on the other hand, something not generally seen as an important issue on the Hill.

Organizing panelists
Once you confirm the date, you can start asking your speakers. Determine the time limit and the subject on which you would like them to speak before you call or email with your request. You should also choose a moderator.

Attracting an Audience
Once you start receiving some positive responses, draw up a “Save the Date.” Think of a snazzy title, and list the speakers, date and time. Blast fax the Save the Date announcement, and email it to personal listings.

Consider whether you want a CQ/Daybook listing. Here's the catch: If you put the listing in the Daybook, you can reach more staffers. Staffers also check the Daybook to make sure the briefing is legitimate. However, a Daybook listing means that you are inviting the press to attend your event. If you want the press, that is great — but if you want a situation where your speakers can feel completely free to talk, they should be notified if there are journalists in the room. Make sure everyone fills out the sign-in sheet. You can also have your moderator ask whether press is present.

Arrange room logistics and food
Food is recommended to get staffers in the seats, so call catering! Catering services are different in the House and the Senate; but they are the only catering services you can use. You can't bring food in from outside vendors. Have an estimate of the number of people expected, although you can increase — not decrease — the estimate 48 hours before the event.

Call First Call! In the House, First Call is responsible for organizing the rooms — they will handle how many chairs you will need, their placement, how many tables, podium, and A/V equipment. There is a different vendor who provides this service in the Senate.