your reference library:
the following materials in
Press clips or broadcast summaries
Copies of speeches previously given
Specially prepared speech materials that may be
obtained from the CHINFO Speakers Support
Selected periodicals and Navy magazines
publishing key Navy speech themes
Command information materials
A letter file has two major purposes: (1) to provide
a complete record of the operations of the speakers
bureau and (2) to provide a reference for new personnel
in operating the bureau and continuing established
procedures without loss of efficiency.
Your correspondence file should contain the
Letters from organizations that request speakers
Replies to organizations, accepting or rejecting
requests, as well as follow-up letters with
additional details (fig. 6-16)
Notification to the speaker nominee confirming
the speaking engagement (fig. 6-17)
Reports of speaking engagements made by
speakers following their presentations (fig. 6-18)
Thank you letters from sponsoring organiza-
tions to speakers of the bureau
Official commendations or letters of appreciation
to speakers (fig. 6-19)
Special forms used in operating the bureau, such as
work sheets (fig. 6-20) and speaker request forms
ADVERTISING THE BUREAU
After you establish a speakers bureau, you need to
develop appropriate speaking platforms-groups before
whom your speakers can deliver the Navys message.
Use the following methods to advertise your bureau and
encourage worthy speaking requests.
Distribute brochures to present information on the
availability y of speakers, topics that can be requested and
the method of requesting.
Send letters to various organizations telling them
about your speakers bureau (fig. 6-22). Enclose copies
of your speaker request form.
Advertise in various publications (command
newspapers, radio and television spot announcements,
etc.). Speakers can advertise the bureau when
addressing various groups (for example, as an offer of
service to the community to provide speakers for
programs). Issue news releases advertising the bureau.
Chamber of Commerce
Inform the local chamber of commerce about your
speakers bureau. They often receive requests for
speakers and may refer them to you.
Inform your local Toastmasters club of the speakers
bureau. As in the case of the local chamber of commerce,
they can refer speaking requests to you.
Retired or Reserve Personnel
Ask these groups to advertise among their many
civilian contacts the availability of military speakers.
Inform adjacent military commands of your bureau.
They will frequently receive requests they cannot fill
and will refer them to you.
EVALUATION OF REQUESTS
With the speakers bureau effectively organized and
properly publicized, numerous speaking requests can be
anticipated. It is now the task of the public affairs office
(or head of the speakers bureau) to evaluate requests for
speakers to ensure that providing a speaker is in the best
interests of the service and make sure the command will
get all the possible benefits from the speaking