Agree w/ everyone's thoughts here. One company I worked for had a Confluence page (this could also be done in Sharepoint or your company intranet) and we had guidelines for marketing requests like this and SLAs, etc. so that you're not put in a position that really isn't feasible or sustainable. I would suggest outlining what is needed for the whole process and a realistic amount of time to secure a customer, etc. and then clearly outline what is in scope and what isn't. Then I also agree that if you have a system to catalogue your reference pool (we use Deeto but this can be done on a spreadsheet or Smartsheets, etc) but have a column or "opt in" where the customer says if they are willing to speak publicly. You can ask the question during customer story interviews, as an example (we had a list of activities and our team would ask what they'd be interested in doing and then that gets recorded on a sheet or you could use a form, etc). You definitely need a service desk or at least a form for marketing requests (Smartsheets works well for this if you don't have Asana or Jira) to manage requests and keep track of the steps. A lot of work to set up but then I would suggest going on a "roadshow" with this info to your marketing partners or other teams who tend to put in these requests to share how the process works and what their end of commitment should look like in order to leverage your "recruitment" or sourcing efforts. For a customer to create a presentation, they need a few months! And the team should have at least a couple of talking points prepared about what is in it for the customer speaker.
