Fly-In Fundamentals

Planning a fly-in to D.C. can be stressful. The U.S. Chamber is here to help ease that process for all of our members. Whether you want to learn more about different formats or how to book meetings with your representatives, explore below to find all the answers to our most frequently asked questions on fly-ins.

For more information, please reach out to Ivy Mitchell, Assoicate Manager, Federation Relations and Coalition Partnerships at imitchell@uschamber.com.

Why Plan a Fly-in to DC

Why should my organization plan a fly-in trip to Washington, D.C.?

The main purpose of a fly-in trip to the nation’s capital is to bring business advocates from your city or state for meetings with legislators and policymakers about issues that are important to the local business community. These trips provide an opportunity for your business leaders to advocate for local, state, and regional issues that are important for business growth and job creation. They can also help business leaders gain access to, and build relationships with, key decision-makers and administration officials.

What are some benefits of planning and attending a fly-in trip?

There are several benefits for both the organization hosting the fly-in, as well as for the attendees.

Benefits for the host organization:

• Advocacy: Fly-in trips provide an opportunity for business leaders to advocate for local, state, regional, and federal issues that are important for business growth and job creation.
• Membership Benefit: Hosting a fly-in is a valuable membership benefit and can be used as a tool to engage prospective new members as well.
• Non-Dues Revenue Opportunity: Many organizations use these trips to generate both sponsorship and attendee revenue.
• Exposure: Fly-in trips help showcase your organization’s advocacy work and can be highlighted on social media and by your local media.

Benefits for the attendees:

• Networking: Fly-in trips can provide business leaders with a platform to network with other business owners and professionals in their community. By attending a fly-in trip with your organization, your attendees can gain access to a network of fellow small business owners, community leaders, government officials, business prospects, and more.
• Learning Opportunities: Fly-in trips provide your attendees with learning opportunities on a variety of topics, such as policy issues, industry trends, and best practices.
• Exposure: Fly-in trips can provide your attendees with exposure to new markets, customers, and partners.
• Access to Key Decision-Makers: A visit to our nation’s capital can help business leaders gain access to key decision-makers and administration officials, including Members of Congress and leaders from federal agencies.

Why should we meet with the U.S. Chamber of Commerce during our fly-in trip?

To support chambers of commerce and trade associations with their fly-in, the U.S. Chamber of Commerce offers the Washington, D.C. Fly-In Program, which provides member organizations with access to top U.S. Chamber policy and advocacy experts for a program tailored specifically to their business priorities.

Any dues-paying member of the U.S. Chamber of Commerce may request a briefing from U.S. Chamber policy and advocacy experts during their fly-in trip.

Our experts can explain important policy issues and answer questions in a relaxed, informal setting to prepare fly-in attendees for meetings with legislators and other key decision-makers. In addition, the U.S. Chamber of Commerce provides business leaders with a platform to network with other business owners and professionals in their community.

Expert Tips

How do I select dates for a fly-in trip?

Selecting dates for your fly-in trip will depend on the purpose of the trip and the availability of hotels, venues, legislators, and policymakers. When planning your trip, it’s important to first determine the purpose of your trip. If you’re planning to meet with your congressional representatives during your trip, make sure to choose dates based on when both the House and Senate are both in session. Check out this helpful calendar – the yellow dates are when both chambers are in session.

How many people should I bring on a fly-in trip?

The number of people a fly-in group should bring on a trip to Washington, D.C. can vary depending on the organization’s goals and the nature of the specific event. When planning your fly-in trip, consider the number of attendees that would be manageable for your organization, the purpose of your trip and the impact a small or large group will have on your goals. Many organizations choose to host a larger group to increase revenue, while others bring a smaller number to have more focused conversations with legislators.

What should I charge for participation?

The participation fees for a fly-in trip can greatly vary depending on delegation size, the purpose of the trip, and what’s included in the itinerary. You will need to create a budget to determine the overall cost and any revenue you hope to make from the trip.

Most organizations also charge a different amount for members and non-members. Registration fees typically do not include hotel or airfare, so be sure to factor in these additional costs when planning your trip.

How do I attract sponsors?

Your sponsorship package is the most important aspect of finding sponsorship. Be clear as to what you can give your sponsor in return for their product or monetary contribution.

The package should include information about the event, including a clear explanation of what you hope to achieve from your fly-in trip, the expected number of attendees, the demographics of the attendees, and the benefits of sponsoring the event. You can offer different levels of sponsorship, with increasing benefits for higher levels of sponsorship.

Research companies that may be interested in sponsoring your event. Look for companies that have a history of sponsoring similar events or that have a vested interest in the issues you will be discussing during your fly-in trip.

Once you have identified potential sponsors, reach out to them with your sponsorship package. Be sure to explain why your fly-in trip is a good fit for their brand and how sponsoring your event can benefit their business.

After you have reached out to potential sponsors, follow up with them to see if they are interested in sponsoring your event. If they are not interested, ask for feedback on how you can improve your sponsorship package for future events.

Once you have your sponsors confirmed, communicate with them regularly before the event to ensure they know what to expect, their role, etc.

During the fly-in, make sure to recognize your sponsors and ensure that they receive all the benefits their sponsorship entitles them to. A dedicated staff member who will manage your sponsors during the fly-in is recommended.

After your fly-in trip, be sure to thank your sponsors for their support. Send them a thank-you note or email and let them know how their sponsorship helped make your event a success. Continue to recognize them in any post-trip newsletters or other communications back home.

How do I promote our fly-in trip to attract attendee interest?

Determine your target audience and create a marketing plan that includes social media, email marketing, and other channels.

Create a webpage that provides information about your fly-in trip, including the itinerary, travel dates, and registration information.

Use social media platforms such as Facebook, X (formerly Twitter), and LinkedIn to promote your fly-in trip. You can create a Facebook event page and invite your followers to attend. You can also use X and LinkedIn to share updates about your event and engage with potential attendees.

Send email newsletters to your members and other potential attendees to keep them informed about your fly-in trip.

Partner with other organizations that have a vested interest in the issues you will be discussing during your fly-in trip. You can also partner with local businesses to offer discounts or other incentives to attendees.

Offer early bird discounts or other incentives to encourage early registration. This can help you generate interest in your fly-in trip and increase attendance.

How can I measure the success of our fly-in trip?

Measuring the success of a fly-in trip can depend on the goals of the trip. Here are some metrics that can be used to measure the success of a fly-in trip:

• Attendance: If the attendance is high, it can indicate that the event was well-promoted and that the experience and goals of the trip were relevant to the attendees.
• Engagement: Monitor how your attendees engage during meetings with policymakers, the number of attendees who participated in networking events, and the number of attendees who provided feedback after the event.
• Policy outcomes: Was your message communicated? Were your advocates prepared? Did you achieve progress or actionable next steps as a result of your meetings?
• Media coverage: Review the number of news articles, blog posts, and social media posts about the trip and the impact of this coverage.
• Return on investment: How much revenue was generated as a result of the trip? How many new business opportunities were created and how many new partnerships were formed? Did your sponsors find value in the trip? Did you accomplish your goals?

Scheduling Tours and Meetings with Representatives and Officials

How do I schedule meetings with members of Congress during a fly-in trip?

First, think about which legislators you want to meet with and what issues you want to discuss. You can find your Representative based on your zip code or your U.S. Senators based on your state.

Contact the legislators’ offices to request a meeting. You can find information about how to contact Members’ offices in Washington, D.C. and in their home state districts through the Senate office directory and House office directory.

If your Senator(s) or Representative is unavailable, consider requesting a meeting with a member of their staff. Congressional staffers often have excellent insight into the specific issues under consideration in Congress, so meeting with staff is worthwhile.

How do I schedule a speaker from the White House Administration?

To invite a speaker from the White House to your event, you can contact the White House Office of Public Engagement by submitting a request through their website. Or you can call 202-456-1414 and ask to speak with someone in the Office of Public Engagement. Be sure to submit your request as early as possible – most requests are made months in advance.

How do I reserve meeting space at the Capitol Visitors Center?

Request meeting space at the U.S. Capitol Visitor Center (CVC) by contacting your Congressional Representative’s office. The CVC has a policy in place for the use of meeting rooms and spaces. Requests for the use of any space in the CVC must be made by a current Member of the U.S. Congress or an Officer of Congress. Requests are processed on a first come, first served basis. Event space requests may be made up to a maximum of 4 months in advance. CVC room requests by Members and Officers on behalf of external groups may take up to 15 business days to process. Please keep this timing in mind when planning your event. Space is only available for events that have a clear connection to Congressional legislative business.

How do I coordinate a tour of the U.S. Capitol?

To coordinate a tour of the U.S. Capitol, you can visit the U.S. Capitol Visitor Center’s website and fill out the online form to reserve a tour. Alternatively, you can contact the Facilities Management Division at 651-201-2300 to make a reservation. To coordinate a tour of the U.S. Capitol through your member of Congress, you can contact their office directly.

How do I schedule a tour of the White House?

To schedule a tour of the White House, you can submit a request through your Member of Congress and their Congressional Tour Coordinator. You can reach out to your Member of Congress and Congressional Tour Coordinator through the U.S. House of Representatives Switchboard at 202-225-3121, the U.S. Senate Switchboard at 202-224-3121, or online.

Public tour requests must be submitted a minimum of 21 days in advance and no more than 90 days in advance of the requested tour date(s). Reservations cannot be accepted for tour dates outside this 21-90 day window. If your tour is confirmed, please note that you will be assigned a specific time. All White House tours are free of charge. The White House tour schedule is subject to change, with little notice, based on inclement weather or official use.

How do I schedule a tour of the Library of Congress?

To schedule a tour of the Library of Congress, you can contact the Visitor Services Office at (202) 707-8000 or email them at vso@loc.gov to arrange a special docent-led tour. These tours must be prearranged by calling the Visitor Services Office or emailing them.

How do I schedule meetings with federal departments and agencies?

To schedule meetings with federal agencies, including the Department of Commerce, Department of Labor, Department of Transportation, Department of Education, and U.S. Customs and Border Protection, you can contact the respective departments directly.

Please note that scheduling meetings with federal departments may require a significant amount of time and effort. It is recommended that you plan ahead and be prepared to provide detailed information about the purpose of your meeting and the topics you wish to discuss.

Key Materials

Two vital materials we recommend providing attendees are an itinerary and a trip guide. See below for examples of each.

Sample Agenda – 4-day Itinerary

Day 1

• Arrive in Washington, DC
• Welcome reception
• Dinner

Day 2

• Breakfast
• Briefing from the U.S. Chamber of Commerce on the current political climate & key issues affecting the local business community
• Meetings with federal agency officials
• Lunch with federal officials
• Tour of the White House
• Reception with federal officials

Day 3

• Breakfast
• Briefing on key issues affecting the local business community
• Meetings with members of Congress
• Lunch with policymakers
• Tour of the U.S. Capitol
• Reception with federal officials

Day 4

• Breakfast
• Debriefing on the trip
• Departure

Please note that this is just a sample itinerary and can be customized based on the specific needs of your organization.

Sample Agenda – 2-day Itinerary

Day 1

• Arrive in Washington, DC
• Policy briefings from the U.S. Chamber of Commerce
• Welcome reception
• Dinner
• Optional Activity: Night Tour of the U.S. Capitol

Day 2

• Breakfast policy briefing
• Congressional briefings
• Lunch on your own
• Debriefing on the trip
• Departure

Please note that this is just a sample itinerary and can be customized based on the specific needs of your organization.

Sample Agenda – 1-Day Itinerary

Day 1

• Welcome reception and dinner

Day 2

• Breakfast meeting with policy briefing from the U.S. Chamber of Commerce
• Congressional briefings
• Departure

Please note that this is just a sample itinerary and can be customized based on the specific needs of your organization.

Trip Guide

It is useful to provide a packet of information to your fly-in attendees before they travel. There are many ways to present this information, from a physical packet to a webpage, or even an app! Here are some recommended items to include in your trip guide:

• Sponsors: Highlight the companies and individuals presenting the event at the beginning of the guide.
•  Trip Contacts: List out staff members for attendees to contact with questions – staff from government affairs, events, and communications teams are good.
• Agenda: Break down the program agenda from arrival to conclusion. Be sure to include locations and transportation plans.
• Speaker Information: Include short bios for policy briefing speakers.
• Congressional Directory: List out congressional representatives your group will be meeting with. Include their office location, office phone number, and committee assignments.
• Blank Note Pages (if guide will be printed)

Venue, Hotel, and Restaurant Recommendations

Hotels

Capital Hilton
Located at 1001 16th Street NW, this hotel is within walking distance of the White House and the National Mall.

Courtyard Washington Convention Center
Located at 900 F Street, NW, this hotel is within walking distance of the U.S. Capitol and the National Mall. 

Grand Hyatt Washington
Located at 1000 H Street, NW, this hotel is just a few blocks from the White House and the National Mall. 

The Hay-Adams
Located at 800 16th Street, NW, this hotel is across the street from the White House and within walking distance of the National Mall.  

Hilton Garden Inn Washington DC Downtown
Located at 815 14th Street NW, this hotel is within walking distance of the White House and the National Mall.

Hotel Washington
Located at 515 15th Street NW, this hotel is within walking distance of the White House and the National Mall. 

Hyatt Place Washington DC/White House
Located at 1522 K Street NW, this hotel is within walking distance of the White House and the National Mall.

Intercontinental The Willard Hotel
Located at 1401 Pennsylvania Avenue NW, this hotel is within walking distance of the White House and the National Mall.

J.W. Marriott Hotel
Located at 1331 Pennsylvania Avenue, NW, this hotel is within walking distance of the White House and the National Mall.  

The Mayflower
Located at 1127 Connecticut Avenue NW, this hotel is within walking distance of the White House and the National Mall.

The Quincy
Located at 1823 L Street NW, this hotel is within walking distance of the White House and the National Mall.

Sofitel DC
Located at 806 15th Street NW, this hotel is within walking distance of the White House and the National Mall.

Washington Marriott Metro Center
Located at 775 12th Street NW, this hotel is within walking distance of the White House and the National Mall.

Restaurants

BLT Steak
Located at 1625 I Street NW, this restaurant offers steak and seafood.

Bobby Van’s Steakhouse
Located at 809 15th Street NW, this restaurant offers steak and seafood.

Charlie Palmer Steak
Located at 101 Constitution Avenue NW, this restaurant offers steak and seafood.

Fiola Mare
Located at 3100 K Street NW, this restaurant offers Italian seafood cuisine and views of the Potomac River.

Founding Farmers DC
Located at 1924 Pennsylvania Avenue NW, this restaurant offers American cuisine and is owned by a collective of American family farmers. 

Georgia Brown’s
Located at 950 15th St NW, this restaurant offers Southern cuisine and seafood.

The Hamilton
Located at 600 14th Street NW, this restaurant offers American cuisine and live music performances.

Joe’s Seafood, Prime Steak & Stone Crab
Located at 750 15th Street NW, this restaurant offers seafood, steak, and stone crab.

Le Diplomate
Located at 1601 14th Street NW, this restaurant offers French cuisine. 

The Monocle Restaurant
Located at 107 D Street NE, this restaurant offers American cuisine and is known for its political clientele.

Old Ebbitt Grill
Located at 675 15th Street NW, this restaurant is one of the oldest in Washington, DC and offers American cuisine.

P.J. Clarke’s DC
Located at 1600 K Street NW, this restaurant offers American cuisine and is known for its burgers.

Rare Steakhouse and Tavern
Located at 1595 I Street NW, this restaurant offers steak and seafood.

Rasika
Located at 633 D Street NW, this restaurant offers Indian cuisine.

Briefing & Reception Venues

AT&T Forum
Located at 601 New Jersey Avenue NW, this venue offers a modern and flexible space for meetings and events. The venue has a variety of spaces, including a 300-seat auditorium, a 100-seat conference center, and a 5,000-square-foot event space.

The Darcy
The Wylie Boardroom seats 16 guests comfortably for discussions, presentations or private dinners. The Whitman Room is one of The Darcy’s more intimate meeting venues, seating 30 comfortably and suited to hosting breakout sessions, training sessions, workshops and presentations. With space for 60 guests seated or 80 standing, the Gaston Room can host a range of business and social get-togethers, including corporate meetings, workshops, private meals and cocktail receptions.

The Graham Georgetown Rooftop
Located at 1075 Thomas Jefferson Street NW, this rooftop can accommodate up to 140 guests for reception-style events and offers panoramic views of the D.C. skyline. 

Grand Hyatt Washington
Located just a short walk from the Walter E. Washington Convention Center, the Grand Hyatt Washington is the perfect spot for intimate or large meetings with 39 unique meeting and event spaces comprising 42,000 sq. ft of space for events of 10 to 2,000 guests.

Hall of States/The Capitol View at 400
Located at 400-444 North Capitol Street, NW, Capitol View at 400 is a premier rooftop venue located in the heart of Capitol Hill, Washington, D.C. It is Washington’s newest and most distinctive rooftop venue featuring spectacular views of the US Capitol, The Washington Monument and Union Station.

The Jefferson
The Jefferson offers beautiful natural light and can accommodate various types of business meetings. It is also perfect for hosting cocktail receptions, intimate dinners and even wedding ceremonies.

Library of Congress
Located at 101 Independence Avenue SE, this venue offers a variety of event spaces, including the Great Hall, the Members Room, and the Whittall Pavilion. The venue is known for its stunning architecture and historic collections.

National Press Club
Located at 529 14th Street NW, this venue offers 10 unique and historic event spaces to accommodate professional or social events. Each room is appointed with rich dark wood and deep blue and gold medallion carpeting which provides an elegant and warm club feel and exudes historic Washington. 

The Observatory at America’s Square
Located at 300 New Jersey Avenue NW, this luxury rooftop event space offers panoramic views of the Capitol and is perfect for weddings, corporate parties, fundraisers, brand launches, or happy hours.

The Rooftop at the Embassy Row Hotel
Located at 2015 Massachusetts Avenue NW, this rooftop bar offers views of the Washington Monument and the National Cathedral.

Top of the Gate
Located at 2650 Virginia Avenue NW, this rooftop bar offers breathtaking views of the Potomac River and the Kennedy Center.

Vue Rooftop DC
Located at 515 15th Street NW, this rooftop bar offers stunning views of the White House and the Washington Monument