Chapter 20., Section 10. Developing a Speaker's Bureau — Main Section | Community Tool Box

• What is a speakers bureau?

• Why develop a speakers bureau?

• Who can you reach with a speakers bureau?

• How do you set up a speakers bureau?

One of the best ways to better understand an experience you haven't had yourself is to listen to someone who has lived through it and has chosen to share their perspective. You can tell young people that impaired driving is dangerous, for example, but hearing from someone who has experienced a serious crash may make the issue more immediate and understandable. Personal stories can help audiences connect information with real experiences.

Another effective way to deepen understanding is to hear from someone with professional, technical, community, or lived expertise. For example, a group learning about breast cancer screening might benefit from hearing both from a health professional who can explain current screening guidance and from someone who can speak about navigating screening or treatment from personal experience.

Speakers can help narrow the gap between hearing information and understanding how an issue affects people's lives. For this reason, speakers bureau programs can be useful tools for education, awareness, community dialogue, and relationship building.

What is a speakers bureau?

When an organization decides to start a speakers bureau, it develops a roster of people who are prepared to speak publicly about the organization's areas of interest, experience, or expertise. Speakers may have relevant lived experience, professional or technical knowledge, community leadership experience, or another meaningful connection to the issue. The organization lets community groups know that these speakers are available, and speaking engagements can be scheduled through the sponsoring organization.

Speakers bureaus can educate and inform the public about an organization's work and the issues it addresses. Some rely largely on volunteers, while others compensate speakers for their time and expertise, particularly when people are being asked to share lived experience or participate regularly.

Speakers bureaus can send a single speaker or an entire panel, depending on the purpose of the engagement. Your organization can create several topic-specific groups of speakers or one broader bureau that can respond to a variety of requests.

Why develop a speakers bureau?

There are a variety of reasons to use a speakers bureau in your organization or initiative. Depending on how it is structured, a bureau may require relatively few resources while still reaching many people. Speakers bureaus can be used for purposes such as:

• Raising public awareness about your issues: Issues that seem unfamiliar, complicated, or distant can become easier to understand when people hear from speakers with relevant lived experience, professional knowledge, or community expertise. For example, a speakers bureau focused on HIV might include people living with HIV, health professionals, advocates, or others who can discuss prevention, treatment, stigma, and quality of life from different perspectives.
• Increasing your organization's visibility: Speakers bureaus can introduce large numbers of people to an organization's purpose, programs, and resources. A campus LGBTQ+ organization, disability organization, cultural center, health initiative, or other student group might send trained speakers to classes, residence halls, staff trainings, or student organizations to explain its work and create opportunities for discussion.
• Increasing public understanding of your organization: If people have limited or inaccurate information about your group, a speakers bureau can help explain your mission, services, activities, and community role.
• Providing examples of hope, leadership, and possibility: People with lived experience may choose to share what they have learned, the supports that helped them, and the different paths their lives have taken. For example, people in recovery from substance use disorders may speak about recovery, treatment, harm reduction, peer support, setbacks, and the variety of ways people build healthier and more stable lives.
• Recruiting new members or volunteers: Speaking to groups that include potential members or volunteers can help people understand the work and decide whether they would like to become involved. For example, a campus counseling or crisis-support organization might speak with resident assistants or student leaders about available services, how to connect students with help, and opportunities to volunteer.
• Attracting media attention: Local media may be interested in public education efforts, community events, or issues highlighted by a speakers bureau. If you work with media, make sure speakers understand that participation is voluntary and that they can decide what personal information they are comfortable sharing publicly.
• Raising funds: Speakers can provide information about membership drives, benefit events, donation opportunities, or ways to support the organization's work. Some organizations also charge fees for presentations or request honoraria for speakers.

Who can you reach with a speakers bureau?

You can reach many different groups with a speakers bureau. Here are a few possibilities:

• Business groups such as local Chambers of Commerce, professional associations, or employer networks
• Service and community organizations
• Faith and spiritual communities
• Workplace groups, such as employees at a business, school, public agency, or health care organization
• Volunteer and staff training groups
• Civic, advocacy, or community organizations
• Environmental and conservation organizations
• Classes at local schools, colleges, and universities
• Professional associations, labor organizations, and worker groups
• Businesses or agencies interested in staff development related to accessibility, inclusion, health, community relations, or another relevant topic
• Cultural organizations, neighborhood groups, disability organizations, immigrant and refugee organizations, LGBTQ+ organizations, and other community-based groups

Later in this section, we'll talk about how to decide which groups to approach about your speakers bureau program.

How do you set up a speakers bureau?

Recruit and select your speakers

You may already know people who work with your organization, participate in its programs, or have relevant knowledge or lived experience and are interested in public speaking. These are the kinds of people you may want to invite to participate in your speakers bureau.

Good speakers may be:

• Able to communicate clearly in a way that works for the intended audience
• Prepared for the setting and type of presentation
• Knowledgeable about the issue or able to speak thoughtfully from relevant lived experience
• Engaging and responsive to the audience
• Respectful of people whose experiences or viewpoints may differ from their own
• Committed to the organization's purpose and the goals of the presentation

Think carefully about the audience and the purpose of the engagement. A speaker who works well with one audience may not be the right person for another. For example, a researcher may be ideal for an audience seeking detailed evidence, while a community member with lived experience may connect more effectively with an audience interested in how an issue affects daily life. Often, combining different kinds of expertise works especially well.

Avoid making assumptions about what an audience can understand based on education level, age, background, or other characteristics. Instead, prepare speakers to use clear language, explain unfamiliar terms, provide relevant examples, and adjust the presentation based on what the audience needs.

Word-of-mouth and personal invitations may be enough for a small speakers bureau. When inviting people, clearly explain what participation involves, how often they might be asked to speak, whether they will be compensated, what support and training will be provided, and whether they may decline any engagement.

This is especially important for people sharing personal experiences. No one should feel pressured to disclose trauma, health information, immigration status, experiences of violence, substance use, disability, sexual orientation, gender identity, or other sensitive information simply because those experiences are related to the organization's mission.

If you need more speakers, you might work with partner organizations, community leaders, advocates, professionals, and other networks to identify people who may be interested. Be specific about what you're looking for, and meet with potential speakers before adding them to the roster. When appropriate, offer an orientation, sample presentation, or practice session rather than expecting people to arrive already prepared.

Once you have identified potential speakers, decide who will participate in the bureau. Your selection criteria should be related to the purpose of the program rather than appearance, personality type, education level, or whether someone fits a particular stereotype of a "good" representative.

• Keep in mind that speakers will be associated publicly with your organization. Make sure they understand the organization's purpose, values, and expectations for respectful communication.
• Speakers should be able to answer basic questions about the organization or know how to direct people to someone who can. Provide them with current information, contact details, and resource materials.
• When speakers share personal experiences, include a range of perspectives when possible. One person's story should not be presented as representative of everyone with the same identity, diagnosis, experience, or background.

Varied experiences on a speakers bureau panel

Maya and Jordan coordinate sexual health education programs in two different communities. Both are developing panels that include young adults willing to talk about experiences with pregnancy, parenting, reproductive health care, and related decisions.

Maya's first panel includes only young parents who had strong family support, remained in school, and had access to stable housing, health care, and childcare. Their experiences are important, but audiences could mistakenly conclude that all young parents encounter similar circumstances.

Jordan develops a broader panel that includes people with different experiences. Some became parents and had strong support; others faced financial or housing barriers; some changed educational plans; some used public assistance; and others chose adoption or abortion. Panelists decide for themselves which parts of their experiences they are comfortable discussing.

The purpose is not to present one experience as more "successful" or more legitimate than another. It is to help audiences understand that people's experiences differ and are shaped by many factors, including personal goals, family and community support, access to health care, education, childcare, housing, income, and public policy.

Decide whether each engagement will involve one speaker or a panel. A panel may work especially well when multiple perspectives are important, while a single speaker may allow for a more focused or in-depth presentation. You can use both approaches depending on the occasion.

Make sure you have enough speakers that no one feels obligated to participate too often. Public speaking -- particularly when it involves personal experiences -- can be emotionally demanding. Give speakers control over how often they participate and encourage them to take breaks when needed.

Put together a roster of your speakers that includes information to help you schedule them efficiently

You'll need a roster to schedule speakers and communicate reminders and updates. For a very small bureau, this might simply be a contact list with availability. Larger programs may use a secure spreadsheet or database.

Protect speakers' privacy. Collect only the information you actually need, limit access to the roster, and ask speakers what information they are comfortable having shared with event organizers or audiences.

You might include some or all of the following information:

• Dates of previous speaking engagements, so that opportunities can be distributed fairly
• Upcoming engagements
• Availability and preferred frequency of speaking engagements
• Accessibility needs, transportation needs, or accommodations the organization should arrange
• Topics the speaker is comfortable discussing
• Topics or personal information the speaker does not want to discuss publicly

Each speaker's particular areas of knowledge, professional expertise, community experience, or lived experience can also help you create panels that include complementary perspectives.

Here's an example of a roster for a community inclusion speakers bureau:

Speakers Bureau Roster: Community Perspectives Program

Name	Contact	Availability	Topics / experience
Adams, Sally	Contact on file	Mon, Wed evenings	Indigenous community leadership; education
Chao, Ken	Contact on file	Weeknights, weekend days	Asian American community experience; immigrant family advocacy
Franklin, Elvis	Contact on file	Saturday afternoons	LGBTQ+ inclusion; community advocacy
Lieberman, Jay	Contact on file	Weeknights	Jewish community experience; interfaith dialogue
Lopez, Teresa	Contact on file	Weeknights & Sundays	Latino community engagement; bilingual outreach
Pratt, Jenny	Contact on file	Weeknights	LGBTQ+ inclusion; youth advocacy
Rogers, Lakisha	Contact on file	Weekend days, Tues nights	Black community leadership; education
Reynolds, Bob	Contact on file	Tues, Wed afternoons	Disability advocacy and accessibility
Silverstein, Amy	Contact on file	Varies; contact about dates	Disability advocacy; Jewish community experience
Wood, Al	Contact on file	Weekdays before 5 PM	Black community leadership; civic engagement

Your own roster may use different categories depending on the purpose of your speakers bureau. Avoid listing identity characteristics unless they are relevant to the speaker's chosen topic and the speaker has agreed to have that information included.

If certain speakers focus on particular topics, create a list of those topics to include with outreach materials.

Contact groups and organizations that might be interested in scheduling a speaking engagement

Spend some time brainstorming about groups that might be interested in or benefit from hearing from your speakers. Often these will be groups with interests or goals connected to your organization, but you might also ask:

• Which groups are already working on issues related to the topics our speakers address?
• What groups would be a good fit for our style and format of presentation?
• What groups may include potential volunteers, partners, supporters, or donors?
• What communities have expressed interest in learning more about these issues?

Find the appropriate contact person in each organization and develop a contact list or database. Outreach can take place through email, phone calls, social media, organizational websites, professional networks, or personal introductions.

Depending on how large you want your speakers bureau to become, you might also announce it through your newsletter, social media, website, community calendars, press releases, partner organizations, or other communication channels.

When contacting potential hosts, briefly introduce your organization, explain the speakers bureau, describe available topics, and explain what audiences may gain from the presentation. Make it easy for organizations to request a speaker or panel.

Speakers bureau outreach message

Williamsburg Peer Power Speakers Bureau
Williamsburg Peer Power Program
2349 West 89th Street
Williamsburg, OR 09834
555-0987

Anne Thornton
Girl Scout Troop #978
PO Box 56
Williamsburg, OR 09837

September 30, 2026

Dear Ms. Thornton,

The Williamsburg Peer Power Program works with young people to promote health, safety, and informed decision-making. One part of our work is a speakers bureau in which trained young people share information and perspectives on topics such as nicotine and vaping prevention, substance use, healthy relationships, mental health, and other issues affecting young people.

We understand that your troop will be discussing nicotine and vaping prevention next month, and we'd like to offer a speaker or panel as a possible activity. Our speakers can discuss how nicotine products are marketed to young people, the health effects of nicotine use, strategies for handling peer pressure, and resources for young people who want help quitting.

Please feel free to contact me at 555-0987 if you'd like to discuss possible dates, topics, accessibility needs, or the format that would work best for your group.

Sincerely,

Peter Markos
Williamsburg Peer Power Program

Speakers bureau outreach can also connect with issues or events currently receiving community attention. The goal should be to contribute useful information and dialogue rather than simply taking advantage of a crisis or someone's traumatic experience for publicity.

Connecting speakers bureau outreach with community issues

Here are several examples:

• After students raise concerns about sexual harassment on a college campus, a campus organization offers facilitated workshops and speakers on respectful workplace behavior, harassment prevention, bystander intervention, and available reporting and support resources.
• When community organizations are discussing LGBTQ+ inclusion and discrimination, a local human rights organization offers speakers with relevant lived, professional, and advocacy experience to community groups interested in learning more.
• Before prom and graduation season, a local traffic-safety coalition offers presentations on impaired driving, safe transportation planning, designated drivers, seat-belt use, and how young people can help friends avoid unsafe situations.
• During Black History Month, Black students and community leaders who have chosen to participate offer panels on local history, identity, community leadership, and contemporary experiences. Presentations make clear that no single speaker represents the experiences of all Black people or communities.

After sending outreach information, follow up after an appropriate amount of time. Introduce yourself, remind the contact person about the speakers bureau, and ask whether the organization is interested in scheduling a presentation. Be prepared to discuss possible dates, topics, formats, accessibility needs, and audience expectations.

Contact speakers who are available for the time needed and line up enough people to cover the event

Use your roster to identify speakers who are available and interested. Contact them with information about the audience, topic, format, date, time, location, transportation, accessibility, compensation if applicable, and anything else they should know before deciding whether to participate.

Speakers should always be able to decline an engagement or particular topic without penalty.

Send a confirmation message to any group with which you've scheduled a speakers bureau presentation

After you've scheduled an engagement, send a brief confirmation by email or another agreed-upon method. Include the date, time, topic, location or virtual link, expected audience, duration, format, accessibility arrangements, technology needs, and contact information.

Speakers bureau confirmation message

Williamsburg Peer Power Speakers Bureau
Williamsburg Peer Power Program
2349 West 89th Street
Williamsburg, OR 09834
555-0987

Anne Thornton
Girl Scout Troop #978

October 20, 2026

Dear Ms. Thornton,

I'm writing to confirm that the Williamsburg Peer Power Speakers Bureau will provide a panel for your November 19 meeting at the Williamsburg Junior High gymnasium. The presentation will begin at 5:30 p.m. and end at approximately 7:00 p.m.

The panel will focus on nicotine and vaping prevention, including health effects, marketing to young people, peer influence, strategies for making informed choices, and resources for quitting. We will also leave time for audience questions.

Please let me know if any of these details are incorrect or if there are accessibility, technology, language, or other needs we should plan for in advance.

Thank you for inviting us.

Sincerely,

Peter Markos
Williamsburg Peer Power Program

Remind your speakers about the engagement

A few days before the engagement, send scheduled speakers a reminder by text, email, phone, or whatever communication method they prefer. Include the date, time, location or virtual link, expected duration, topic, transportation information, contact person, and any last-minute updates.

Have your speakers make their presentation

The actual details of a speakers bureau presentation can vary widely. Generally, a presentation may begin with basic information about the organization and purpose of the event, followed by introductions from the speakers.

Speakers with lived experience may choose to share personal stories, while people with professional or technical expertise may provide information, research, or practical guidance. Many panels combine both.

Speakers should decide in advance what they are and are not comfortable discussing. Facilitators can remind audiences that speakers are not required to answer personal, intrusive, disrespectful, or inappropriate questions.

Presentations are often followed by a question-and-answer period or facilitated discussion. Decide in advance how much time each part will take and who will moderate the conversation.

At the end of the presentation, collect some sort of feedback from the audience

Finding out what the audience thought can help speakers and organizers understand what worked well and what could be improved. Feedback might ask whether the presentation was clear, relevant, respectful, useful, and accessible; what participants learned; what questions remain; and what they would change about future presentations.

Speakers should also have an opportunity to provide feedback. Ask how the event felt from their perspective, whether the host organization created a respectful environment, whether any questions or interactions were uncomfortable, and what additional support would make future engagements better.

In Summary

There are many ways to share information and help communities learn about the issues and work your organization cares about. Media campaigns, community meetings, online communication, workshops, and other strategies all have value. A speakers bureau adds something different by creating opportunities for people to hear directly from individuals with lived experience, professional knowledge, community expertise, or a combination of these perspectives.

Speakers bureaus can increase awareness, strengthen understanding of an organization's work, recruit volunteers and partners, raise funds, and create meaningful dialogue. They can be relatively inexpensive to operate, but strong programs still require thoughtful recruitment, preparation, scheduling, accessibility, support, and respect for speakers' time and boundaries.

Most importantly, people should never be reduced to their diagnosis, identity, trauma, or life story. Speakers should have control over what they share, how often they participate, and how their experiences are described. When a speakers bureau is built around respect, informed participation, varied perspectives, and strong preparation, it can be a powerful tool for community education and engagement.