GRASSROOTS TOOLKIT© Copyright 2018 American Association of Oral and Maxillofacial Surgeons

CONTENTS
Introduction

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Federal Government Basics

3

Congressional Structure & Leadership Posts
Committee Assignments & Issue Jurisdiction
The Legislative Process

Getting Involved
The Spectrum of Grassroots Activities
Advocacy Activities
Participation in the AAOMS Day on the Hill
Attend a Local Town Hall Meeting
Join a Legislator’s Healthcare Advisory Committee
Participate in AAOMS Advocacy Campaigns
Invite a Legislator to Speak at a Local Meeting
Request a Local Meeting or Site Visit
Tips for a Successful Meeting with Your Legislator
Tips for a Successful Site Visit with Your Legislator
How to Become an OMS Key Contact
OMSPAC, Campaigns & Elections
What is OMSPAC?
Requesting/Delivering OMSPAC Funds
Hosting a Fundraiser
Do’s and Don’ts of Delivering an OMSPAC Contribution

Frequently Asked Questions

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INTRODUCTION
Grassroots advocacy is the practice of educating andinfluencing public officials in order to promote and achieve
legislative priorities. The effort is not the work of professional
lobbyists or staff, but by members of a peer group working
together toward common advocacy goals.
The American Association of Oral and Maxillofacial Surgeons
engages in many grassroots activities ranging from providing
a mechanism for AAOMS members to contact their membersof Congress about key issues of concern to the specialty toworking with OMSPAC to establish key contacts for and build
relationships with legislators.
AAOMS created the OMS Action Network, a program
designed to increase awareness of the federal grassroots
initiatives AAOMS undertakes, maximize our advocacy
impact and build upon efforts with new endeavors, such as
creating a structure to support oral and maxillofacial
surgeons interested in seeking elected office.
The ability of our membership to influence key decisionmakers in our state and nation’s capitols has a direct impact
on the future of the specialty. Legislators make policy
decisions that affect the future of our practices, hospitals,
education and research facilities, as well as the patient
populations served by OMSs. It is critical that we are able
to develop and deliver effective messages to our elected
officials about legislative priorities while at the same timeraising the profile of the specialty.

While AAOMS already has an extensive advocacy presencein Washington, D.C., the OMS Action Network expands
federal grassroots activities on the local level. Local
advocacy is a critical component in raising AAOMS’s profile
among legislators because it allows OMSs to connect withelected officials both as constituents and as healthcare
professionals. These types of interactions can lead to building
important relationships that improve the effectiveness of
AAOMS advocacy efforts on Capitol Hill.
This OMS Action Network toolkit includes a varietyof resources that will help interested OMSs to become partof an effective and cohesive group of advocates, all working
under a single, recognizable brand. If you have any questions
about the materials included here or on how to get involvedin the OMS Action Network, please contact the AAOMS
governmental affairs department at 800-822-6637.

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American Association of Oral and Maxillofacial SurgeonsFEDERAL GOVERNMENT BASICS
Congressional Structure & Leadership Posts

Committee Assignments & Issue Jurisdictions

The U.S. House of Representatives is comprised of 435 voting
members who serve two-year terms and represent
an average of 700,000 constituents. The number of seats
per state and the lines of the congressional districts are
determined by the results of the U.S. Census and state
government officials respectively. The U.S. Senate has 100
legislators – two from each state – who serve six-year terms.

Members of the U.S. House of Representatives andU.S. Senate are assigned to serve on congressional
committees. Committees hold hearings and consider
legislation before it is brought to the floor by theirrespective chamber leadership.

Decisions on what legislation is brought up in committee
or to the floor for a vote are made by the majority party
leadership. The structure of the U.S. House of Representatives
allows the majority party to set the agenda and – assuming
all members of that party vote together – pass legislation,
regardless of the minority party’s views.
The U.S. Senate structure is less rigid and provides more
power for individual legislators, even those in the minority
party. This holds true unless the majority party holds 60
or more senators – also known as a filibuster-proof majority –that vote together.
The lists below highlight the top leadership posts in the
U.S. House of Representatives and U.S. Senate.

U.S. House of Representatives
•
•
•
•
•

Speaker of the House – Chosen by membersof the majority party.
Majority Leader – Dictates the floor schedule on behalfof the majority.
Majority Whip – Manages the vote or "whip" countfor the majority.
Minority Leader – Chosen by the members ofthe minority party.
Minority Whip – Manages the vote or "whip" countfor the minority.

U.S. Senate
•
•
•
•
•

Committees are comprised of members of both parties,
but the chair is always a member of the majority party
and the minority party has fewer members seated on thecommittee. As with the floor agenda, the decision to bringup legislation or hold a hearing is determined by the chairand majority party members.
Each committee oversees different jurisdictions and legislative
issues. It is not uncommon for bills, especially larger and more
complex packages, to have issues of overlapping jurisdiction
and require input from multiple committees.
Based on the issues important to AAOMS and the jurisdictionsof the various U.S. House and U.S. Senate committees, thecommittees that take the most action that can potentiallyaffect the specialty are:

U.S. House of Representatives Committees
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•
•
•
•
•

Energy & CommerceWays & Means
Rules
Appropriations
Small Business
Education & the Workforce

U.S. Senate Committees••••

Health, Education, Labor & Pensions
Finance
Appropriations
Small BusinessPresident Pro Tempore – Largely a symbolic role heldby the most senior member of the majority party.
Majority Leader – Dictates the floor schedule on behalfof the majority.
Majority Whip – Manages the vote or "whip" countfor the majority.
Minority Leader – Chosen by members of theminority party.
Minority Whip – Manages the vote or "whip" countfor the minority.

OMS Action Network Grassroots Toolkit

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The Legislative Process
The chart below outlines the process of how a bill becomes a law. It is important to note legislation does not necessarily follow thisexact route on the way to the president’s desk – in fact, that very rarely happens. Regardless, it is still important to understand the listof hurdles a bill must overcome before becoming law.

Bill is Introduced
Committee Hearings
Committee Hearings

If passed, sent toother chamber

Floor Action

Floor Action
If passed with
amendments
If passed
without
amendments

Conference Committee Between
House and Senate

House and Senate Vote on
Conference Report Language

If approved
Bill Goes to Executive forApproval

If vetoed
Goes back to
Legislature/Congress
Measure requires two-thirds vote by bothchambers to override veto

If signed

Bill Becomes Law

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American Association of Oral and Maxillofacial Surgeons

GETTING INVOLVEDThe Spectrum of Grassroots Activities
Becoming involved in AAOMS grassroots advocacy does not have to be a large time commitment. The OMS Action Network seeks tooffer a variety of advocacy options that can fit into your busy schedule. Advocacy can take as much or as little time as you want.
Below is a chart outlining the spectrum of suggested AAOMS grassroots activities, ranging from those that take very little time toothers that require a more substantial time commitment.

Most Time Commitment
Become an OMS Key Contact. You will be
the go-to resource for advocacy and
OMSPAC activities involving your legislator.

Host a fundraiser for your legislator.

Join your legislator's healthcare advisory panel and becomea great local resource.

Host a visit in your office for your local legislator.

Attend the AAOMS Day on the Hill program held every spring in Washington, D.C.

Schedule a meeting with your legislators in their local offices in your home state.

Request an OMSPAC contribution for a legislator or agree to deliver one locally on behalfof the specialty.

Write, tweet or post on Facebook to contact your legislators regarding our issues. AAOMS makes this easythrough our grassroots software, VoterVoice.

Least Time Commitment
OMS Action Network Grassroots Toolkit

5Advocacy Activities

Attend a Local Town Hall Meeting

Join a Legislator’s Healthcare Advisory Committee

One of the most effective ways to gain the attentionof elected officials and their staff is to attend a town hallor community meeting. Legislators arrange these meetingsto hear from their constituents. To accommodate travel
schedules, they generally occur during district work periods,
more commonly referred to as a congressional recess.

Members of Congress rely on industry leaders in their local
communities to provide input on how federal legislation could
affect their constituents once enacted. Many legislators have
local advisory committees covering small business, education,
environment and healthcare issues. As a practicing OMS,
your professional experience is a useful resource whenhealthcare legislation is up for consideration.
To join an advisory panel, reach out to your local legislator’s
district office and inquire if it exists and mention your interestin joining. It is valuable to ask at that time how active thegroup is and the makeup of the membership. This is a subject
that can also be broached with legislative staff when meetingwith congressional offices on Capitol Hill. If a panel exists,
staffers in Washington, D.C., can advise of the correct local
contacts to follow up about potential membership on anadvisory board.
Joining an advisory committee offers multiple opportunities
to meet with your legislator and staff in an official setting,which can help build a strong relationship that can be relied
upon when it is appropriate to advocate for the specialty
further down the road.

Town hall meetings are a great introductory event for those
new to grassroots activities. These meetings are usually
advertised in the local paper or on candidates’ websites.
Sometimes these meetings have a scheduled topic, but themeetings can also be open forums where voters have directcontact with their elected official.
Before attending a town hall meeting, it may be helpful to dosome background research – find out which committees yourlegislator serves on and what bills he/or she has introduced.
Additionally, please use the AAOMS governmental affairs
team as a resource to develop possible questions to ask
during the meeting.
Even if you do not have the opportunity to ask a question at
the town hall, be sure to make your presence known to thelegislator and his or her staff. Take the time to introduce
yourself as a constituent and an OMS and it will pay off in
future meetings as you can mention attending previous local
events.

Participate in AAOMS Advocacy Campaigns
Through the “Take Action” section of the Advocacy& Government Affairs web page on AAOMS.org, AAOMS
members have the opportunity to participate in a varietyof advocacy campaigns. VoterVoice software enables
participants to easily send members of Congress a letter
via email, tweets and Facebook posts regarding AAOMS’s
current legislative issues. These campaigns are user friendly
and provide members with the necessary tools to contact theirrespective legislators.
Some advocacy campaigns remain active throughout
a legislative session, like those requesting support for AAOMS-supported legislation. Others are more time sensitive andrequire immediate action. In those cases, a member-wide
advocacy alert email is sent out directing members to the“Take Action” section of AAOMS.org, which highlights thecurrent advocacy campaign needing action. Once on the“OMS Grassroots Action Center” page, a member has theopportunity to personalize the letter text provided.
A member then simply has to input his or her address, click“send” and the message will be sent to the appropriate
legislator.
An alert may also be sent to those using the VoterVoice app,which can be downloaded via the Apple App or Google
Play stores. Search for “VoterVoice” to download the app.
Once downloaded, search for “American Association of Oraland Maxillofacial Surgeons” to connect to AAOMS grassroots
campaigns and easily take action from your phone.
AAOMS.org/takeaction

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American Association of Oral and Maxillofacial SurgeonsParticipate in the AAOMS Day on the Hill
The AAOMS Day on the Hill program offers a chance for
AAOMS members to advocate on behalf of the specialty withcolleagues in the busy environment of Capitol Hill. AAOMS
provides talking points on legislative priorities, as well as
additional resources and presentations crafted specifically to
prepare you for congressional meetings. This program isgreat for those new to advocacy as well as AAOMS members
who are experienced in sharing our message with legislators.
For more information, please visit AAOMS.org/dayonthehill.

Typical AAOMS Day on the Hill Program
Tuesday
4:30 to 5 p.m
5:15 p.m.
6:30 to 8 p.m.
Wednesday
7 to 8:30 a.m.
8:30 a.m..
11:30 a.m. to 3:45 p.m.

Tips for Conducting a
Congressional Visit (geared
towards newcomers)
Cocktail Reception
Dinner & Keynote Speaker
Breakfast & Morning Program(includes discussion of legislative
issues)Congressional Meetings
Optional Debriefing

Scenes from past Day on the Hill meetings.

OMS Action Network Grassroots Toolkit

7Invite a Legislator to Speak at a Local Meeting
Members of Congress are invited to speak at numerous
events every year, especially back in the district. Speaking
engagements in front of a large crowd of constituents area great way for legislators to easily reach out to many votersat the same time. It would also be an impressive addition to
an official gathering such as an OMS state society or state
PAC Board meeting.
AAOMS already invites legislators to speak at our Day on
the Hill meetings, but inviting a member to a local meeting
would be a great opportunity to expose OMSs who may
have never been active in politics to advocate firsthand andto hear at length from a local federal official on issues that
directly relate to the specialty.
Step 1: Identify your legislators
The federal government has official websites that can direct
you to your federal legislators. To locate and contact yourU.S. Senators, please visit Senate.gov to see a complete listof senators and links to their official websites. Contact
information for their local offices are usually found at thebottom of the page or under a “Contact Me” tab.
If you are unsure of your U.S. Representative, please visit
House.gov and fill in your zip code in the “Find Your
Representative” tool located on the top right of the page.
If you do not know the last four digits of your zip code,
put in the first five and click to continue. This will lead you
to an additional step to retrieve this information. Once you
have entered your full zip code, it will link to your U.S.
Representative’s official website. As with Senate websites,
contact information for the Washington, D.C. and local offices
are usually found at the bottom of the page or under a“Contact Me” tab.
If the member is coming to discuss money or fundraising inanyway, or is picking up a PAC contribution, the event needs
to be coordinated through the member’s campaign officerather than through the district office. Most campaigns thesedays have a website that you can easily find through a
Google search and the campaign website should containcontact information. You can also contact the AAOMS
governmental affairs staff if you need assistance.
Step 2: Compose a speaking engagement request letter
When requesting a legislator speak at an upcoming local
event, it is important to provide the office with the request
in writing and that it includes your contact information, times/
availability, a quick summary about the format of themeeting and suggestions for topics to be included in thepresented remarks. A sample request to a congressional
office letter is provided at right for your reference.
Step 3: Contact the congressional office
After completing your request letter, print it out on personalor office stationary (unless the meeting involves a fundraiser)and sign it. Then email or fax the letter to the primary local
office. The request should be emailed or faxed in as opposed
to using the U.S. postal system as security protocols may
delay your letter. Additionally, keep the original letterin case you need to resend.

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American Association of Oral and Maxillofacial Surgeons

About a week after sending the initial communication, pleasecall to follow up with the legislator’s local scheduler. He or
she may ask you to resend the request.
Please keep in mind that senators and representatives keep avery hectic calendar, even in the district. It is importantto send a local speaking request out at least six to eightweeks in advance and to be as flexible as possible withscheduling a time slot for the legislator’s remarks.

Sample Speaking Request Letter
Month X, 20XX
The Honorable <first and last name><local office address><city>, <state> <zip>
Dear <Congressman or Senator_last name>:
On behalf of the <group name>, I would like to invite
you to be the keynote speaker at our upcoming meetingat <venue> in <location>. We would love to hear fromyou at any point between <time slot> on <date>.
The <group/meeting name> is held annually andprovides an opportunity for the <number of OMS> oral
and maxillofacial surgeons in the region to meet anddiscuss issues that are important to the specialty.
Specifically, we would love to hear from you on <issues
i.e. tort reform or craniofacial anomalies>
We hope your schedule will permit you to join us for our
upcoming meeting. Please contact <contact name,phone number email>, with any questions or to advise
us of your attendance.
Sincerely,<your name><your street address><your city, state, zip>
<your phone number><your email>Request a Local Meeting or Site Visit with a Legislator
Meeting with your legislator locally provides anotheropportunity to advocate for the specialty without the travel!
Meeting locally also allows an OMS to really makea connection as a constituent and a healthcare provider.
And unlike Day on the Hill in Washington, D.C., while alegislator still has commitments in their home district, theirschedule cannot be interrupted by last minute votes.
These meetings should go hand in hand with the efforts being
made in Washington, D.C., to advance AAOMS’s legislative
agenda. For that reason, be sure to become familiar with theissues and association talking points, and include those as
topics for discussing in your meeting request. If you need any
clarification on AAOMS advocacy priorities, please contact
AAOMS governmental affairs staff at 800-822-6637
or visit AAOMS.org.
Step 1: Identify your legislators
The federal government has official websites that can direct
you to your federal legislators. To locate and contact yourU.S. Senators, please visit Senate.gov to see a complete listof senators and links to their official websites. Contact
information for their local offices are usually found at thebottom of the page or under a “Contact Me” tab.
If you are unsure of your U.S. Representative, please visit
House.gov and fill in your zip code in the “Find Your
Representative” tool located on the top right of the page. If
you do not know the last four digits of your zip code, put inthe first five and click to continue. This will lead you to an
additional step to retrieve this information. Once you have
put in your full zip code, it will link to your U.S.
Representative’s official website. As with Senate websites,
contact information for the Washington, D.C. and local offices
are usually found at the bottom of the page or under a“Contact Me” tab.
If the member is coming to discuss money or fundraising inanyway or is picking up a PAC contribution, the event needs
to be coordinated through the member’s campaign officerather than through the district office. Most campaigns thesedays have a website that you can easily find through a
Google search and the campaign website should containcontact information. You can also contact the AAOMS
governmental affairs staff if you need assistance.
Step 2: Compose a meeting request letter
When scheduling a meeting with a legislator it is important toprovide the office with the request in writing and that it
includes your contact information, times/availability, and aquick summary about what will be discussed at the meeting.
Please find a sample request letter on the following page.
Step 3: Contact the congressional office
After completing your request letter, print it out on personalor office stationary (unless the meeting involves a fundraiser)and sign it. Then email or fax the letter to the primary local
office. The request should be emailed or faxed in as opposed
to using the U.S. postal system as security protocols may
delay your letter. Additionally, keep the original in case youneed to resend. Remember, if the member is coming to discuss
money or fundraising in anyway, or is picking up a PAC

OMS Action Network Grassroots Toolkit

9contribution, the event needs to be coordinated throughthe member’s campaign office rather than through the
district office.
About a week after sending the initial communication, pleasecall to follow up with the legislator’s local scheduler. He or
she may ask you to resend the request. Please keep in mind
that senators and representatives keep a very hectic
calendar, even in the district. It is important to send a local
meeting request out at least six to eight weeks in advanceand to be as flexible as possible.
Please be aware that legislators, especially on the west coastor in rural areas, may not be able to travel home every week
when Congress is in session. It is helpful to request a meeting
during a congressional recess to increase the chances ofavailability. If you have questions about the congressional
calendar, please contact AAOMS government affairs staff.

Sample Local Visit Request Letter
Month X, 20XX
The Honorable <first and last name><local office address><city>, <state> <zip>
Dear <Congressman or Senator_last name>:
I am an oral and maxillofacial surgeon and a constituent,currently practicing/residing in <practice/residence town
included in congressional district.>
I would like to request an appointment for myself <and–number- of local colleagues> to meet with you andyour healthcare aide to discuss some significant policy
issues affecting how oral and maxillofacial surgeons inyour <district or state> are able to provide care topatients—and your constituents. [I would like to request
a meeting between <time slot> on <date> at <yourlocal office located in <town>.] OR [I would like toinvite you to tour my <practice/hospital> between<time slot> on <date> in <town>.]
Specifically, we are seeking support <insert AAOMS
priority legislation in paragraph form here with short
descriptions>.
Thank you, <Congressman/Congresswoman/
Senator_Last name>, for your consideration of thisrequest. I will follow up with your scheduler to confirm an
appointment. If your office would prefer to contact mesooner, I can be reached at <your area code andphone number/ email address>.
I look forward to the opportunity to meet with you and to
discuss the legislative priorities of the specialty.
Sincerely,<your name><your street address><your city, state, zip>
<your phone number><your email>10

American Association of Oral and Maxillofacial SurgeonsTips for a Successful Meeting with Your Legislator

the congressional committees he or she serves on and theircareer background.

Once you have secured a meeting with your legislator orappropriate congressional staff, it is important to use theopportunity to educate and advocate for the specialty,
as well as lay the groundwork for a long-term relationship.
Below are some tips and reminders to ensure a successful
meeting:

Tip 3: Make the Constituent Connection
Legislators are greatly influenced by what they know andwhat they hear – especially from the people they represent.
It is important to establish a personal connection with thelegislator or congressional staffer.

Tip 1: Be Prompt & Patient
Plan to arrive ten minutes beforehand, but keep in mind it is
not uncommon for a legislator to be late or to have a meetinginterrupted by other pressing matters in the member's
crowded schedule. If interruptions do occur, be flexible.

Members of Congress are elected to represent the bestinterests of their district or state. Wherever possible,
demonstrate the connection between what you are requesting
and the interests of the member’s constituency. Remember,many of your patients are constituents too!

Do not be surprised if you only get to meet with the member’s
staff. It would be impossible for legislators to personallyattend every constituent meeting, so they rely heavily on theirstaff to meet with constituents and understand each issue.
Staff members are likely to have a very in-depth
understanding of your issue, and building a relationship witha member’s staff can be just as important.

Tip 4: Stay on Message
Legislators and their staff are very busy and time isa valuable commodity. Be sure to stick to the key topics andtalking points. It is important to make your legislative asks
clear and concise.

Tip 2: Be Prepared
It is important to have a plan on what you will be discussing
at the meeting and have a list of “asks” for the congressional
office. Legislators and staff spend hours every day inmeetings, so it is important to make a positive impression andrelay a list of clear requests in order to stand out from otheradvocacy groups.
Ideally, you should bring leave-behind materials outlining
basics about what oral and maxillofacial surgery is and what
the association’s legislative priorities are. These materials
are provided onsite for Day on the Hill, but if you aremeeting with a legislator locally, please contact a memberof the AAOMS governmental affairs staff and request
meeting materials.
You do not need to be an expert on each issue you are
discussing, but you should be comfortable discussing thebasics of each issue. If you cannot answer a question askedof you, it is perfectly appropriate to say, “I do not know,
but I will find out the answer and follow up.” This actuallyis a good way to develop a relationship with the legislator’s
staff after the meeting.
Additionally, know the basic facts about the legislator you
will be visiting including political party, leadership positions,

At this same time, do not assume staffers know about OMS
or will feel slighted if you need to catch them up. Use thisas a chance to promote the specialty. Additionally, do not let
this explanation go longer than a minute or two and do not
get too technical.
If it becomes clear that the legislator or staffer disagrees withAAOMS’s position, move on to the next issue. On the other
hand, if they promise to “look into it,” take the opportunity
to offer yourself and AAOMS staff as a resource for
additional information. This provides a great excuse to senda follow-up message after the meeting.

Also, be sure not to offer any endorsement of any legislation
or issues on behalf of AAOMS. The AAOMS President is the
only one who can speak on behalf of the association.
Tip 5: Avoid Campaign Talk
When you are meeting in a legislator’s official office either
locally or in Washington, D.C., it is important to keep
the discussion focused on policy and not politics. Even if you
are a supporter, it is not appropriate to mention theupcoming elections or a fundraiser in an official congressional
office. This talk should be limited to campaign events.
Tip 6: Dress Appropriately
Dress appropriately for the meeting. When in doubt, err on
the side of caution and wear business attire.

OMS Action Network Grassroots Toolkit

11Tip 7: Don’t Forget to Follow-Up
Be sure to get the name of any staff members you meet tofollow up. Ask for their business card so that you can spell
their names correctly and have their email addresses.
That person will likely be your source of contact for theduration following your visit.
Additionally, if you and the member discussed specific OMS
issues, be sure to share the information with AAOMS and yourstate society. This information is often very helpful on thelobbying front.
After the meeting, be sure to send a thank you note
to express your appreciation for the time and briefly restate
the issues discussed and the way you would like to see them
respond to the issue (i.e., co-sponsoring a bill). Please find atemplate thank you letter below for your reference.

Sample Thank You Letter
Month X, 20XX
The Honorable <first and last name>
United States <House of Representatives or Senate>
Washington, DC <20515 if House, 20510 if Senate>
Dear <Congressman or Senator_last name/Congressional
Staffer>:
Please accept my heartfelt thanks for taking the time outof your busy schedule to meet with me on <date>at <location>.
Oral and maxillofacial surgery is a dental specialty thatstraddles both dentistry and medicine and as such hasa unique set of legislative priorities. It is important to our
specialty to advocate for measures that focus on providing
better patient care.
I hope we can count on your support for the following
AAOMS legislative priorities<insert below brief descriptionof each issue discussed>:-Issue 1-Issue 2-Issue 3
Please do not hesitate to contact me should you have any
questions on these issues or other topics relating to oral andmaxillofacial surgery.
Once again, thank you for your time and attention and yourservice to our country.
Sincerely,<your name><your street address><your city, state, zip>
<your phone number><your email>12

American Association of Oral and Maxillofacial SurgeonsTips for a Successful Site Visit with Your Legislator
As with securing a meeting in your legislator’s local office,scheduling a tour of your practice or hospital allows fora great opportunity to educate and advocate for the
specialty, as well as lay the groundwork for a long-term
relationship.
Tip 1: Clarify Site Visit Itinerary Beforehand
There are different types of activities that can be included
in a site visit, such as a tour of the facility, witnessingof a procedure or a simple meet and greet. It is important toconfirm the planned activities before the meeting and to keep
the total visit under an hour unless otherwise pre-approvedby the legislator’s staff.
Tip 2: Be Prepared
While a site visit is less formal than a sit-down meeting,it is still important to have a plan on what you will be
discussing at the meeting and have a list of “asks” for the
congressional office. Legislators and staff spend hours every
day in meetings, so it is important to make a positive
impression and relay a list of clear requests in order to standout from other advocacy groups.
Ideally, have materials on hand that outline the basics onwhat oral and maxillofacial surgery is and the association’s
legislative priorities. These materials are provided onsite for
Day on the Hill, but if you are meeting with a legislator
locally please contact a member of the AAOMS
governmental affairs staff and request meeting materials.
Before or after the tour, consider arranging an informal
gathering so that you and your employees have a chance
to ask the member questions and to tell him or her about yourpractice. You may want to have a coffee break, a morning
breakfast or turn the visit into a fundraiser. Please note you
must decide if you will make this a fundraiser before you
start planning the event as different planning steps are
required by law and must be taken. For questions, please call
the AAOMS governmental affairs staff at 800-822-6637.
Tip 3: Make the Constituent Connection
Legislators are greatly influenced by what they know andwhat they hear - especially from the people they represent.
It is important to establish a personal connection with thelegislator or congressional staffer.
Be sure to share all the beneficial things your practice hasdone for the community. Talk about the number of patients
you see on a yearly basis, types of procedures and how
federal legislation and regulation implementation affectyour practice.
Tip 4: Avoid Campaign Talk
Even if you are a supporter, it is not appropriate to mention
the upcoming elections or fundraising unless the site visit
is part of a fundraiser.

Additionally, if you and the member or staff discussed
specific OMS issues, be sure to share the information withAAOMS and your state society. This information is often very
helpful on the lobbying front.
After the meeting, be sure to send a thank you note toexpress your appreciation for the time and briefly restate theissues discussed and the way you would like to see them
respond to the issue (i.e., co-sponsoring a bill).

How to Become an OMS Key Contact
Becoming an OMS key contact for your legislator relies oncontinued reinforcement by you, but it does not require
a substantial time commitment to make an impact. As an OMS
key contact, you will be the go-to resource for advocacy and
OMSPAC activities involving your legislator.

Tip 1: Participate in Day on the Hill and Meet Locally withyour Legislator
The first step is to make the connection via a congressional
meeting. Ideally, you can be a presence in both Washington,
D.C., and locally in your home state. This will make youa familiar face to both the district and Washington,
D.C. staff.
You can also attend town hall meetings and public events
hosted by your legislator. Be sure to reintroduce yourself
and reconnect with any local staff you recognize andthe legislator.
Tip 2: Utilize Contact Information to Follow-Up
After taking a congressional meeting, it is critical to follow up
with the office within a week of the meeting. A quick email
to the appropriate staffer to thank them for their time andoffer future assistance is all that is necessary.
Tip 3: Offer Your Expertise
In addition to meeting locally, it is helpful to offer yourself
up as a local resource. Many legislators have healthcare
advisory groups or expert panels that they turn to whendrafting legislation or to request input on policy underconsideration. Usually these groups are informal and do notmeet very frequently.
Tip 4: Engage in OMSPAC Activities
In addition to being seen as a policy resource for AAOMS,
to get more face time with legislators you can also
participate in OMSPAC activities, such as deliveringan OMSPAC contribution and hosting a fundraiser. OMSPAC
provides another opportunity for OMSs to build relationships
with key decision-makers on Capitol Hill.
Tip 5: Repeat and Reinforce
It is important to maintain the relationship with your legislator.
This is achieved by continuing to participate in the suggested
advocacy and OMSPAC activities consistently for the durationof their time in office.

Tip 5: Don’t Forget to Follow-Up
Be sure to get the name of any staff members you meet tofollow up. Ask for their business card so that you can spell
their names correctly and have their email addresses. That
person will likely be your source of contact following
your visit.

OMS Action Network Grassroots Toolkit

13

OMSPAC, Campaigns & Elections
What is OMSPAC?
Quick facts• OMSPAC has consistently been among the top 25 heathindustry PACs contributing to federal candidates.
• OMSPAC focuses on coordinating contribution delivery
by local OMSs whenever possible, as opposed to
on Capitol Hill by our Washington, D.C. representation.
• While all AAOMS members benefit from OMSPAC, only
about 20 percent of membership participates.
OMSPAC needs the support of all AAOMS eligible
members in order to further its recognition in
Washington, D.C.
• OMSPAC has a comprehensive website at OMSPAC.org
that allows OMSs to get the latest political informationand view OMSPAC publications.
What is a Political Action Committee (PAC)?
A political action committee (PAC) is an entity createdto permit individuals with common concerns to join together
to support like-minded federal candidates and campaigns.
The impact made by pooling contributions is significantly
greater than that of a single contribution. This poolingof resources in OMSPAC enables oral and maxillofacial
surgeons to significantly impact the political process.
Why does AAOMS need OMSPAC? What is
OMSPAC’s mission?
The legislative process is dynamic and needs to be continuallymonitored. Whether we seek to enact policy that will improvethe care we can deliver to our patients or prevent somethingthat will impede our ability to treat patients – there is always
a need to have a dialogue with elected officials so we can
educate them on how legislation and regulations they enact
may affect our patients as well as our specialty. This dialogue
helps protect your professional future. Federal statutes andregulations continually change. It is critical to elect lawmakers
who understand the concerns of our patients as well as oral
and maxillofacial surgery.
OMSPAC provides the best opportunity to elect those who
realize the importance of oral and maxillofacial surgery andhow it relates to a patient's overall health. With more than
4,000 federal PACs representing the views of labor,
attorneys, big business, pro-life, pro-choice, pro-gun, antigun, insurance and managed care and any other concern, you
can imagine competing for the attention of policymakers.
It is vital that OMSPAC is there to be sure oral andmaxillofacial surgery's voice is heard.
OMSPAC’s mission is to identify and provide election support
for those federal candidates who understand the unique roleof OMSs in the nation's healthcare system.
How are contributions to candidates determined?
OMSPAC is a non-partisan political action committee.
The OMSPAC Board determines which federal candidates
and campaigns should receive support based on a numberof criteria, including but not limited to, issue support,
committee/leadership assignments, and a member's personal

14

American Association of Oral and Maxillofacial Surgeonsrelationship with a candidate. However, you can be sure
OMSPAC will only contribute to candidates/campaigns that
support the specialty of oral and maxillofacial surgery.

Requesting/Delivering OMSPAC Funds
How do I request an OMSPAC contribution fora candidate?
The first step in requesting an OMSPAC contribution is tocontact OMSPAC staff with your request. It is helpful to fillout the contribution request form available at OMSPAC.org/
candidate-central, which provides space for information suchas the candidate’s name, party affiliation, your relationshipwith the candidate, the requested amount and why you
recommend this candidate receive OMSPAC funds. Once therequest is made it is put before the OMSPAC Board –comprised of your peers – for consideration.
How do I deliver an OMSPAC contribution?
Delivering an OMSPAC contribution is a great way to getface time with a legislator in an unofficial setting. Deliveries
can be made in a variety of places – at a fundraiser, at alegislator’s campaign office, at a one-on-one visit outside ofa legislator’s government office or even during a visit toyour practice.
In addition to being eligible to deliver contributions you
personally request, OMSPAC staff may reach out andrequest your assistance in delivering money that was preapproved by the OMSPAC Board to a legislator inyour area.
The first step in delivering an OMSPAC contribution iscontacting the legislator’s campaign staff. It is important you
contact the campaign, rather than the official government
offices. OMSPAC staff can assist in providing the necessary
contact information.
Once you have made contact with the campaign, let themknow that you are a constituent and an OMS with acontribution to deliver on behalf of OMSPAC. It may also be
helpful to let them know the amount of the contribution.
At that point, request an opportunity to deliver thecontribution to the legislator. The actual type of meetingscheduled depends on the flexibility of the specific campaign.
OMSPAC staff is always available to assist in coordinatingthese meetings.
After a meeting has been scheduled, contact OMSPAC staff
and request that the check be sent. The contribution will bemailed to your preferred address along with additional
materials – a meeting evaluation form and hints to a
productive meeting.

While it is not required that you support only OMSPAC
candidates, we encourage you to keep staff aware of youractivities and to utilize the skills and resources available
to you. Staff also benefits from the insight offered by OMSs
in the district, providing an inside look at candidates at home.

Hosting a Fundraiser
There is no more effective way to cement a good relationshipwith a legislator than to participate in his or her campaign.
By making a financial investment in their campaigns
and volunteering to host a fundraiser in your home on behalfof the candidate, you will have an excellent chance of
becoming one of their valued constituents and friends. It will
also help establish you as a key player in the politics of your
district or state.
Tip #1: Legal Considerations
If you hold a fundraiser on behalf of a candidate for federal
office, you should be aware of certain provisions in Federal
Election Law. You and your spouse are permitted to spend up
to $1,000 for the costs of invitations, food, and beverages
when you hold a fundraiser or any other event in your homeon behalf of the candidate without it being counted as a
campaign contribution. Further, you may make these
expenditures in any single election, which means you may hosta fundraiser during the primary and again during thegeneral election on behalf of a federal candidate. These
expenditures do not count against the individual contribution
limit of $2,700 per candidate per election.
Do not under any circumstances use your office letterhead
for mailing. Office letterhead is considered a corporate good
and thus, according to Federal Election Commission (FEC),
cannot be used for federal campaign purposes. Instead, use
your personal letterhead for mailings related to the event.
Also, when preparing your mailings for the event, your office
staff is prohibited from printing, stuffing, addressing or
stamping your mailings. The FEC strictly forbids this. If staff
volunteer to help with the event outside of office hours, or are
members of the steering committee for the event, then they
can help with the event preparations.
Tip #2: Candidate Considerations
In order to maximize the effectiveness of the fundraiser
on behalf of the specialty, you must consider the candidate's
position on key healthcare issues and committee assignments.
Contact the AAOMS governmental affairs staff to determine
if the candidate has a record of support on healthcare issues,
specifically issues of importance to the OMS community.
In addition, you should speak with OMSPAC staff todetermine if it has already made a political contribution tothis candidate or any other declared candidate in this race.

Tip #3: Scheduling & Logistics
The first step is to let the candidate’s campaign staff know
you are interested in hosting a fundraiser in your home.
Together, you should set a date, time and place for the event.
Make sure that the candidate can attend rather thana surrogate representative for the campaign. Once thelogistical details have been set, it is helpful to follow up in
writing to confirm the details. In setting the date, you willneed to allow for a preparation time, which varies dependingon the type of event you are hosting.
You may decide to host an informal coffee, a cocktail
reception or a reception and dinner in your home. A coffee
or reception will require a shorter time frame than a dinner
and the type of fundraiser you host may be dictated by thecandidate's schedule. Your choice also may depend onwhether the candidate wants a small intimate fundraiser withhigh-level contributors or one that attracts more voters.
For example, you will be able to host more guests at a
reception than a dinner, but at a lower ticket price.
Tip #4: Fundraising Expectations
You must have a realistic expectation of how much money you
can expect to raise. Often ticket prices are determined byseveral factors, including the kind of event, the nature of theoffice being sought, whether the candidate is an incumbent
and the leadership positions he/she may hold.

It is better to quote a figure too low and over-deliver than topromise a higher amount and under-deliver. Nothing is worse
than under-delivering; it will ruin your credibility and possibly
compromise your relationship with the candidate. Contact the
campaign to determine how much should be raised at theevent and then decide if you think you can realistically raisethat amount.
Developing a tiered structure is effective in getting
contributors to give at the next level. The amounts can varydepending on the size of the event and who it is for.
If your event is for a federal candidate and the price is morethan $50 per person – say in the case of a more expensive
fundraising dinner – the reply card must comply with certain
federal reporting requirements. Ask the campaign staff forassistance in developing the card to be certain it meets stateand federal legal requirements.
Tip #5: Reaching Out to Your Community
The most important step in organizing and planning afundraiser in your home is to develop a steering committee toassist in selling tickets. Your OMS colleagues, friends,
neighbors and local political party activists are good choices.
Remember, the larger you make the steering committee, thebetter odds that you'll have a good turnout at the fundraiser.

OMS Action Network Grassroots Toolkit

15

Do’s and Don’ts of Delivering an OMSPAC Contribution
Do• Do be familiar with the candidate. Take the time to learnsome basic background facts – both political andpersonal. See if any personal connections can be made(ex. Children in same school).

•

Do treat staff members with courtesy. Try wheneverpossible to meet with the candidate but do not be
discouraged if you meet with a campaign staff member.
Staff is the doorway to the candidate and tends to havemore influence over issues.

Don’t deliver a check to a member of Congress onfederal property. Federal law prohibits this. This includes
staff offices on Capitol Hill or at the member’s district
office. Consider inviting them to your office instead oragree to meet at their campaign office or a local
restaurant or fundraiser.

•

Don’t ever link campaign contributions to legislative
support (ex. “we are giving you this check inappreciation of your support of H.R XXX.”). This iscompletely illegal.

Do use personal experiences to make your point. It iseasier to drive home a point with individual experiences
or community stories.

•

Don’t delay delivering a contribution check. Serious legal
problems can occur if the check is reported to the FEC as
being made by OMSPAC during one reporting period/
election and as being received by the candidate in adifferent reporting period/election.

•

Don’t use medical jargon. This can often confuse thecandidate and staff members. It is always best to use
lay terms.

•

Don’t offer any endorsement of the candidate on behalfof OMSPAC or promise any future contributions.
OMSPAC does not endorse candidates and any
contribution request must be vetted through the OMSPAC
Board of Directors.

•

Do pay attention to the candidate. He or she may haveadditional information on a subject matter in which you
are interested.

•

•

•

Do establish an ongoing relationship. This will give you
more influence as a constituent. Offer to be a resourceon healthcare issues that come before Congress.

•

Do leave your contact information. Make sure thecandidate can get in touch with you so you can be
updated on the campaign’s progress.

•

Do dress appropriately. Dress as indicated on any event
invitation. When in doubt, err on the side of caution andwear business attire.

•Do get a picture of you and the candidate. Send
OMSPAC the picture of you with the candidate and wewill include it in an upcoming OMSPAC publication andon our website.

•

Do return your Contribution Delivery Questionnaire to
OMSPAC. By returning this document, staff will be awareof any necessary follow-up.

•

Do promote AAOMS’s priorities. The following are
examples of approved statements about important
AAOMS legislative issues that you can make when
speaking with a member of Congress or their staff during
delivery of a contribution:• The following legislative issues are important to
the AAOMS and OMSPAC: X,Y,Z. Here’s why…
• I’m glad to see that you support legislation to
X,Y,Z.
• What is your opinion of X,Y,Z issue? Would you
be willing to consider supporting it? Here’s why
it’s an important issue for OMSs.

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Don’t
• Don’t ask for a commitment on any legislative issues.
To deliver contributions in return for commitments on
legislative issues is a violation of the law.

American Association of Oral and Maxillofacial Surgeons

FREQUENTLY ASKEDQUESTIONS
Is grassroots advocacy effective?
Yes! While the federal legislative process is notorious forbeing slow-moving, the most effective way to advancelegislative goals is through grassroots advocacy. Thousands ofbills are introduced in Congress every session, but only aselect few become law. Often, it takes years to build enoughsupport to move a bill through Congress.
Participating in grassroots activities ensures that AAOMS has
the ability to successfully share the specialty’s priorities withkey members of Congress.
Do I have to be informed about politics to participate?
No! AAOMS staff always provides both political and policy
background information when appropriate.
My local legislators have not been supportive of AAOMS
positions in the past. Should I still reach out to them?
AAOMS always encourages its members to meet with theirlocal legislators. While public officials might not agree withall of AAOMS’s legislative priorities, there may be somecommon ground. If you have had a notably negative
experience with a particular legislator and/or their staff,
please contact AAOMS staff.
My local legislator is a member of the political party
I do not support. Why should I engage him/her via
grassroots advocacy?
When participating in AAOMS grassroots activity, it isimportant to remember you are advocating on behalf of thespecialty. While you may have a different party affiliationand opposing political views, your legislator may support
AAOMS legislative priorities.
You should only take meetings you feel comfortable with, but
members are encouraged to advocate on a bipartisan basis.
This is critical because the political winds shift often in
Washington, D.C., and it is important to have friends on bothsides of the aisle. The party in power has the potential toswitch every election cycle.
I’m interested in participating in AAOMS advocacy efforts,
but am nervous about attending meetings solo. Are there
other OMSs in my area that are active?
AAOMS encourages members new to advocacy to reach out
to their colleagues with more experience. If you are unawareof other AAOMS grassroots participants in your home state,please contact AAOMS staff for a list of experienced
advocates willing to provide insight.

OMS Action Network Grassroots Toolkit

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Rosemont, IL 60018
800-822-6637
AAOMS.org