Las Guias Speakers Bureau

The purpose of the Las Guias Speakers’ Bureau is to reach out from the Museum to schools, community groups, service organizations, and business enterprises. A group of experienced Heard Museum guides offer lectures, power-point presentations, and hands-on programs at no charge. Adult groups are encouraged to donate money to cover equipment and materials expenses. The Speakers’ Bureau Committee includes a Chair, a Scheduler, and a Technology Committee Liaison (member of the Guild Technology Management Committee). The other members of the committee are the Speakers’ Bureau Presenters who are experienced Las Guias guides (see requirements below). All members of the Speakers Bureau are members of the Education Council and may attend all meetings and make progress reports as needed or requested.

The Speakers’ Bureau Chair

  • Sets up meetings and makes all arrangements necessary with the Museum Events Coordinator.
  • Revises the Synopsis when necessary. Sends a copy to members of the committee, the editor of Artifacts, and the
  • Revises the Roster in September. Sends a copy to the Museum Security Officer, and members of the committee.
  • Works closely with the Technology Committee Liaison to the Speakers Bureau and the Technology Management Committee Coordinator.
  • Works closely with the Speakers’ Bureau Scheduler.
  • Upgrades the PowerPoint presentations from time to time. The Chairperson oversees these upgrades and assists in the creation of new PowerPoint presentations and scripts.
  • Seeks approval from the Museum’s Director of Education for newly produced presentations.
  • Orients all new volunteers to the Master Volumes I, II, and III, in the Cage and in the library, the individual notebooks with one CD and script, the touch-its, and the check-out procedures.
  • Inventories the Speakers’ Bureau materials, i.e., CDs and scripts, touch-its at least once during the season, usually at the beginning of the year. Reports problems to the Guild Museum Education Coordinator.
  • Consults with the Museum’s Director of Education and/or Curatorial staff 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 Editor of Artifacts and the Museum’s Marketing Department staff to make the community more aware of the Speakers’ Bureau and to solicit new requests.
  • Reviews the content of the public section of the Guild website to determine the accuracy and currency of the information pertaining to the work of the committee. Sends necessary changes
  • The Chairperson recruits replacements and additions to the committee when necessary. The Chairperson keeps the Guild Museum Education Coordinator informed of all recruiting efforts and requests assistance as needed.
  • At the end of the year, reviews the committee job description posted on the Guild website and in the Committee Notebook. They should both be the same. Makes any necessary changes and sends to the President Elect and to
  • Creates a committee notebook. Attend the Notebook Turnover Meeting. The only paper copy goes in the notebook. Email the report to the Guild Coordinator of Education one week prior to the notebook turnover meeting. Follow this format for naming the file:  Speaker’s Bureau Committee_final_report_2013-05-08.

The Speakers’ Bureau Scheduler

  • Monitors a special phone line for Speakers’ Bureau. Organizations and schools interested in scheduling a presentation may do so by calling 602-251-0293 and leaving a message. The Scheduler checks the messages frequently and returns the calls.
  • Receives requests for presentations from organizations and schools and relays those requests to the presenters via e-mail. The scheduler assigns the presentation to the presenter most appropriate to the audience.
  • Posts the speaking schedule via e-mail at least once a month so guides know when equipment and materials are being used. Notifies presenters by email of any potential conflicts with the schedule.
  • 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 in the memo line as a Speakers’ Bureau donation.
  • Sends a thank you to the donor with the amount donated included in the letter.
  • 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.)

The Speakers’ Bureau Presenters

  • Guild members wishing to become a Speakers’ Bureau Presenter must have:
  • Completed Las Guias training,
  • Completed 50 Heard Museum tours, Exceptions to this requirement may be granted on an individual basis by the Museum Director of Education based upon an applicant’s prior experience as a public speaker and/or extensive knowledge of Native American culture and history.
  • Volunteered to be the Speakers’ Bureau presenters,
  • Attended an orientation with the Chair. After completing orientation, the new presenter reviews the schedule to find an experienced presenter to apprentice before giving their first solo presentation. This will count as one tour for both parties.
  • Contacts the Technology Committee Liaison to the Speakers’ Bureau for questions about operating the equipment.
  • Contacts the group, organization, or agency representative to confirm date, time, place, topic, and any other requests.
  • Signs out the equipment and materials to be used just prior to the day of engagement. 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 are available from the Technology Committee Liaison to Speakers’ Bureau.
  • Makes presentations lasting no longer than 45 minutes unless the contact person requests a shorter program.
  • Returns and signs in the equipment and materials in good order immediately following the engagement to avoid conflicts in use. Except for driving time, does not leave computer kits in the trunk of a car from May through October because of heat damage to the batteries.
  • Has Museum and Guild membership brochures available to distribute.
  • Forwards immediately any donations received to the Scheduling Chair.
  • Submits promptly the following information about each presentation to the Scheduling Chair: (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.

Technology Committee Liaison

The job requirements for this position will be submitted to the Technology Management Coordinator by the Speakers’ Bureau Chair. A technology liaison to the Speakers’ Bureau will be assigned by the Technology  Coordinator in consultation with the Speakers’ Bureau Chair.

This assignment may include, but is not limited to, the following responsibilities as agreed upon by the Technology Management Coordinator and the Speakers’ Bureau Chair:

  • Makes sure the necessary repairs are performed on the equipment, i.e., computers, projectors, cabling, etc.
  • Replaces and/or upgrades the equipment when necessary.
  • Uses the Technology Committee’s Equipment Description form (Excel spreadsheet) to inventory the Speakers’ Bureau equipment, i.e. computers, projectors, cables, electrical cords, accessories, cases, etc. Sends copies to the Technology Committee and the Speakers’ Bureau Chairperson when changes are made.
  • Orients all presenters to the use of the Speakers’ Bureau equipment and Power Point presentations.
  • Submits a budget to the Speakers’ Bureau Chairperson for equipment replacements or upgrades.
  • Installs new or edited programs on all equipment when asked by the Chairperson.
  • Arranges courses in how to produce PowerPoint presentations if requested.

Time Line


  • Prepare and submit the committee budget in August.


  • Inventory Speakers’ Bureau materials.


  • Recruit volunteers at the Guild Job Fair.

September – May

  • Keep the Guild Museum Education Coordinator informed regarding concerns or problems as well as new initiatives and progress.
  • Coordinate technology needs with the Technology Committee Liaison and Technology Management Coordinator.
  • Post the speaking schedule by e-mail each month.
  • Prepare a monthly report to the staff Tour Coordinator showing presentation dates, number in attendance, and number of presentations by each speaker.


  • Review website description of committee work and send changes to Make sure job descriptions are the same in the notebook and website. Send changes to the President Elect and to
  • Attend the Notebook Turnover Meeting and submit notebook and copies of the Committee’s annual report. E-mail report in MSWord format, preferably, or in any text format to the Guild Webmaster.
  • The Heard Museum Guild Board encourages innovation and process improvement, but new initiatives and/or different approaches, activities, or actions must be discussed with the assigned Coordinator and/or Guild Executive Committee and, if necessary, approved by the Guild Board and/or Museum.

Rev. 3/2014