Consider   maintaining your reference library: the following materials in l l l l l l l Fact  sheets Press clips or broadcast summaries Newsletters Copies  of  speeches  previously  given Specially  prepared  speech  materials  that  may  be obtained from the CHINFO Speakers Support Division Selected   periodicals   and   Navy   magazines publishing key Navy speech themes Command  information  materials LETTER FILE 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 following: l l l l l l l Letters  from  organizations  that  request  speakers (fig. 6-15) 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 (fig.  6-21) ADVERTISING  THE  BUREAU After you establish a speakers bureau, you need to develop  appropriate  speaking  platforms-groups  before whom your speakers can deliver the Navy’s message. Use the following methods to advertise your bureau and encourage worthy speaking requests. Brochures Distribute brochures to present information on the availability y of speakers, topics that can be requested and the method of requesting. Letters Send  letters  to  various  organizations  telling  them about  your  speakers  bureau  (fig.  6-22).  Enclose  copies of your speaker request form. Publicity 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. Toastmasters International 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. Neighbor Commands 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 6-35