Speakers Bureau Committee
What is the Purpose
The purpose of the Speakers’ Bureau Committee is to provide outreach from the Museum to schools, community groups, service organizations, and business enterprises. A cadre of experienced Heard Museum guides offer lectures, power-point presentations, and hands-on programs.
There is no charge for the presentations. However, adult groups are encouraged to donate money to cover equipment and materials expenses.
Who is Involved
The Speakers’ Bureau Committee has a Co-Chair for Scheduling and a Co-Chair for Technology. With the assistance of the Education Coordinator, these positions are appointed by the Guild President. The other members of the Committee are the cadre of experienced guides who have volunteered to be the Speakers’ Bureau presenters. All Speakers’ Bureau presenters must have: (1) completed Las Guias training, (2) completed at least one year as a Museum tour guide, and (3) performed at least five daytime tours annually.
What are the Tasks
1. The Speakers’ Bureau Co-Chair for Scheduling
Monitors a special phone line for Speakers’ Bureau. Organizations interested in scheduling a presentation may do so by calling 602-251-0293 and leaving a message. The Chair checks the messages every day and returns the calls.
Receives requests for presentations from community organizations and schools and relays those requests to the presenters via e-mail. He/She assigns the presentation either to the first speaker who accepts or to the one most appropriate to the audience.
Posts the speaking schedule via e-mail at least once a month so guides know when audio-visual equipment and materials are being used.
Encourages each adult group requesting a presentation to make a donation to cover the costs of equipment and materials (Schools are not asked to donate.)
Provides those making a donation with a mailing address. Checks should be made out to the Heard Museum Guild and be identified as a Speakers’ Bureau donation.
Sends a thank you is sent to the donor with the amount donated included in the letter.
Orients new volunteers to the Speakers’ Bureau and schedules them to accompany seasoned speakers as an apprentice.
Prepares a monthly report showing presentation dates, number of children attendees, number of adult attendees, number of tours given, income received, and the number of presentations made by each speaker. This information is relayed to the staff Education Program Coordinator so that speakers will get their tour credits. (Note: One tour credit is given for each presentation made. When apprentices accompany an experienced speaker, they also receive one tour credit.)
Replenishes the materials in the touch-it cases when needed. The Co-Chair consults with the Museum’s Education Services Manager about artifacts and/or materials, i.e., maps, posters, etc., that could come from the Museum or Education’s collections.
Seeks the assistance of the Museum’s Marketing Department staff in making the community more aware of the Speakers’ Bureau and in soliciting new requests.
2. The Speakers’ Bureau Co-Chair for Technology
Makes sure the necessary repairs are performed on the equipment, i.e., computers, projectors, cabling, etc. He/She also replaces and/or upgrades this equipment when necessary.
Upgrades the PowerPoint presentation from time to time. The Technology Co-Chair oversees these upgrades and assists in the creation of new PowerPoint presentations and scripts. If requested, he/she will arrange courses in how to produce PowerPoint presentations.
Seeks approval from the Museum’s Education Services Manager for newly produced presentations..
Orients all new volunteers to the Speakers’ Bureau equipment and PowerPoint programs.
Inventories the Speakers’ Bureau materials, i.e., CDs and scripts, at least twice during the season. September and January are suggested.
3. The Speakers’ Bureau Co-Chairs
Are voting members of the Education Council. They attend and make reports at the monthly Council meetings.
Work closely with the Guild’s Education Coordinator and attend all meetings scheduled by the Coordinator.
4. The Speakers’ Bureau presenters
Contact the group, organization, or agency representative to confirm date, time, place, topic, and any other requests. For the audio-visual presentations, the speakers will provide the necessary projection equipment but may need to have a projection table and screen set up. For the hands-on presentations, the speakers will bring “touch-its” for the audience to handle.
Sign out the equipment and materials to be used just prior to the day of engagement. Three PowerPoint kits (laptop computer, projector, & cabling) are available in a locked cage at the Receiving entrance of the museum. In addition, there are loose-leaf binders for each presentation with a CD and script inside. Also, there are “touch-it” suitcases. The Security Officer at the desk has the key to unlock the equipment cage. A list of people with permission to enter the cage is given to security each year. Complete instructions for equipment usage age available from the Co-Chairs.
Make presentations lasting between 35 and 45 minutes.
Return and sign in the equipment and materials in good order immediately following the engagement to avoid conflicts in use.
Distribute Museum and Guild membership brochures, as well as other appropriate informational material at each presentation and invite participants to visit the Museum.
Forward immediately any donations received to the Co-Chair of Scheduling.
Submit promptly the following information about each presentation to the Co-Chair of Scheduling: (1) date of the presentation, (2) name of the group, (3) topic presented, (4) the number of children or number of adults attending, (5) amount of time taken for the presentation, and (6) income received.
What is the Time Line
August
Prepare and submit the committee budget in August.
September
Inventory Speakers’ Bureau materials in September and January.
October
Recruit volunteers at the Guild Job Fair.
September - May
Post the speaking schedule by e-mail each month.
Prepare a monthly report to the staff Education Program Coordinator showing presentation dates, number in attendance, and number of presentations by each speaker.
Anyone interested in becoming a member of the Speakers’ Bureau should contact:
Edna Weinberg
hiwein@qwest.net