Senate Committee Hearings: Preparation






Prepared for Members and Committees of Congress



Committee hearings allow Senators an opportunity to gather information on, and draw attention
to, legislation and issues within a committee’s purview, conduct oversight of programs or
agencies, and investigate allegations of wrongdoing.
This checklist identifies, primarily for staff, many of the tasks that need to be performed by a full
committee and, in most cases, subcommittees in advance of a hearing. Some of these tasks are
required by Senate or committee rules; others are common committee practice. Some tasks are
usually the responsibility of the committee’s majority staff, some are shared by majority and
minority staff, and some are performed by a Senator’s personal office staff. For more information
on legislative process, see http://www.crs.gov/products/guides/guidehome.shtml.






Preliminary Decisions...............................................................................................................1
Witness Selection......................................................................................................................1
Media Concerns........................................................................................................................2
Final Preparations......................................................................................................................2
Author Contact Information............................................................................................................2





ommittee hearings allow Senators an opportunity to gather information on, and draw
attention to, legislation and issues within a committee’s purview, conduct oversight of
programs or agencies, and investigate allegations of wrongdoing. C


This checklist identifies, primarily for staff, many of the tasks that need to be performed by a full
committee and, in most cases, subcommittees in advance of a hearing. Some of these tasks are
required by Senate or committee rules; others are common committee practice. Some tasks are
usually the responsibility of the committee’s majority staff, some are shared by majority and
minority staff, and some are performed by a Senator’s personal office staff. For more information
on legislative process, see http://www.crs.gov/products/guides/guidehome.shtml.
• Prepare a memorandum for the chair (and perhaps for other committee members)
outlining the need for and scope of the hearing, the expected outcome (hearing
only, committee print, preparation of legislation), possible witnesses, number of
hearing days anticipated, and political considerations.
• Obtain the chair’s approval to hold the hearing.
• Check the schedule of the chair and ranking minority member, determine
availability of and reserve committee hearing room, set date, arrange for an
official reporter, and confirm availability of “essential” witnesses.
• Several days prior to the hearing, brief committee members and staff, and send
them a memorandum confirming date, time, location, and topic.
• The day before the hearing, call Senators to determine expected attendance and
ascertain that a quorum (usually a single Senator) will be present to hear
testimony. Check for possible conflicts between hearing times and Senate floor
schedule. Senate Rule XXVI, paragraph 5, generally prohibits committee
meetings (except Appropriations and Budget meetings) after the Senate has been
in session for two hours, or after 2:00 p.m. when the Senate is in session. This
rule may be waived. Anticipate the need for possible recesses while Senators
leave for floor votes.
• Prepare an opening statement for the chair, ranking member, and other Senators.
• Select witnesses in conjunction with committee leaders, executive branch
officials, and issue leaders. Senate Rule XXVI, paragraph 4(d), provides that,
except for the Appropriations Committee, the minority is entitled to call its own
witnesses on at least one day of the hearing.
• Invite witnesses by phone, then by formal letter from the chair, providing hearing
information and requesting pertinent information. Invitation letters may include
date, time, location, and subject; a copy of pertinent Senate and committee rules;
reimbursement information (if applicable); deadline for submitting written
statements and the number of copies required; and the name and phone number
of a staff aide.
• Where appropriate, interview, depose, or subpoena witnesses.



• Obtain required number of copies of each witness’s written statement.
• Provide committee press secretary with material for announcements of events
and activities, and the committee website.
• In conjunction with the press secretary, work with the Senate Press Galleries to
coordinate media space and coverage. Information about the Senate’s media
galleries is at http://www.senate.gov/galleries/.
• In consultation with the press secretary, assemble media kits, and arrange
interviews or press conferences with the chair and other Senators.
• On the hearing day and in consultation with the committee press secretary,
distribute press releases, witness statements, and the witness list.
• Prepare Senators’ briefing books that include: a description of the subject, scope,
and purpose of the hearing; copies and comparisons of measures under
consideration; pertinent statutes and regulations, court decisions, and articles; a
chronology of major events; questions or talking points; and a list of witnesses,
biographical information, and copies or summaries of written testimony. Briefing
book material may be augmented as needed.
• Assemble materials on the dais, including a gavel and block (for the chair),
briefing books, Senate and committee rules (for staff), cups and water, and paper
and pencils.
• Place cups, water, and nameplates on the witness table.
• Provide the official reporter with the witness list and statements and committee
members’ opening statements.
Betsy Palmer
Analyst on the Congress and Legislative Process
bpalmer@crs.loc.gov, 7-0381