Ambassador Team Welcome Kit

Your Role at a Glance

As a Lead Ambassador, you are a community leader, not just an event planner. Your mission is to inspire, guide, and connect local members while coordinating with your team to create world-class experiences.

You will be supported by two other key players:

• Vendor Coordinator: Builds and maintains vendor relationships.

• Event Coordinator: Manages venue, setup, and supplies.

You are the heart of the chapter—our local voice, energy, and inspiration!

Top 5 Responsibilities

1. Lead the Team: Host monthly syncs with your Vendor and Event Coordinators to track progress.

2. Promote the Events: Share flyers, text members, and encourage RSVPs through social and personal invites.

3. Welcome the Divas: Be the first smile they see. Greet guests, introduce speakers, and close with gratitude.

4. Celebrate Your Team: Shout out your coordinators and volunteers at the event and after.

5. Submit the Report: Complete the post-event report within 3 days.

Quick Timeline for Every Event

• 6-8 Weeks Out: Confirm venue and sponsor

• 4 Weeks Out: Launch RSVP & start promotion

• 2 Weeks Out: Confirm attendance, supplies, and final details

• Week Of: Final walkthrough + Team sync

• Day Of: Arrive early, set up, lead the night

• Within 3 Days After: Submit report, photos & receipts

Monthly Checklist

Use this checklist to stay aligned and consistent:

• Lead Ambassador Monthly Checklist

  Team Leadership

  • Host a 15-minute check-in with Vendor & Event Coordinators

  • Review team progress and reassign tasks if needed

  • Encourage and celebrate team wins

  Event Planning & Promotion

  • Confirm upcoming event details: venue, sponsor, and supplies

  • Request flyer (if not yet done)

  • Share RSVP link in at least 2 social posts

  • Personally text or message at least 10 local Divas

  • Ensure SOP and event agenda are reviewed with your team

  Member Engagement

  • Welcome new Elite Divas personally (text, email, or call)

  • Highlight a local member or story to HQ for spotlight

  • Remind members to RSVP and invite a friend

  Admin & Reporting

  • Upload post-event report within 3 days of event

  • Submit receipts and at least 10 event photos

  • Review vendor engagement for upcoming events

  Optional Power Moves

  • Reach out to 1 potential vendor or venue partner

  • Share a personal leadership tip or quote in the FB group

  • Nominate a team member for recognition

Tips for a Magical Event

• Stick to the SOP but bring your personal flair!

• Always have music, decor, and photo moments

• Ask questions to spark conversations

• Keep the vibe positive, inclusive, and celebratory

Welcome, Vendor Coordinator!

You’re the key to unlocking sponsor partnerships and ensuring our events are fully supported and successful. Your mission is to connect with vendors, manage sponsor logistics, and keep the experience smooth for everyone.

Top 5 Responsibilities

1. Identify potential sponsors (OMD groups, pharma, finance, etc.)

2. Send intro emails & follow-ups using the approved templates

3. Answer vendor questions & guide them through the registration process

4. Confirm sponsor attendance, AV needs, table setup, and meal preferences

5. Submit vendor details to Lead Ambassador and confirm all is ready

Monthly Checklist

• Vendor Coordinator Monthly Checklist

  • Identify and reach out to 1–3 potential vendors

  • Send intro and follow-up emails using templates

  • Confirm vendor commitment 

  • Ensure vendor completes registration form

  • Coordinate with event coordinator for table setup and AV needs

  • Confirm meal preferences and parking instructions with vendor

  • Email vendor reminder 1 week before event

  • Greet and assist vendor at the event

  • Send post-event thank-you + link to feedback survey

Tips for Success

• Focus on relationships first—start with who you know

• Always follow the “don’t send details until they ask” approach

• Track outreach with a simple spreadsheet or contact tracker

Click HERE for the full SOP.

Need Help?

• Templates & sample scripts: Found in the Ambassador Resources

• Questions? Email: [email protected]

Welcome, Event Coordinator!

You create the magic! Your mission is to secure the venue, manage the event logistics, and make the setup stunning and seamless.

Top 5 Responsibilities

1. Confirm venue that fits SOP guidelines (private room, AV, parking, etc.)

2. Order supplies and décor for the theme

3. Coordinate with Lead Ambassador for flyer & theme execution

4. Arrive early and oversee setup

5. Assist with check-in, photos, and clean-up

Monthly Checklist

• Event Coordinator Monthly Checklist

  • Confirm venue booking and event time

  • Verify AV availability (projector, screen/TV, mic)

  • Confirm seating/table layout, parking, and private room

  • Request or organize themed décor and gifts

  • Coordinate with Lead Ambassador to confirm RSVP numbers

  • Double-check dietary needs or food preferences

  • Pack and prep supplies 2–3 days in advance

  • Arrive at least 1 hour early for setup

  • Assist with attendee check-in and ambiance (music, lighting, signage)

  • Oversee cleanup and pack reusable items

  • Update supply inventory and notify HQ if restock is needed

Tips for Success

• Visit venue in person if possible

• Keep a rolling checklist of décor used and needed

• Take photos of event setup for inspiration next time

Need Help?

• Supplies, flyers & SOPs: Found in the Ambassador Resources

• Questions? Email: [email protected]

Event Purpose: Empower women ODs through engaging, themed educational events that foster connection, growth, and wellness.

Timing: 6:30 PM – 9:00 PM (adjust as needed per event)

Location Requirements:

• Private room with door

• AV (projector, screen or TV)

• Free parking or valet

• Central and accessible

Team Breakdown

Lead Ambassador (Community Leader)

• Welcomes guests & opens event

• Introduces speakers & icebreakers

• Closes with gratitude & announcements

• Submits post-event report/photos

Vendor Coordinator

• Confirms up to 2 vendors

• Manages registration & AV/table needs

• Coordinates sponsor presentations

• Sends thank-you & feedback survey

Event Coordinator

• Books venue, coordinates with vendor for logistics

• Orders supplies/decor, manages check-in

• Oversees event setup, flow, and cleanup

Event Flow Snapshot

6:30 – 6:45 PM | Registration + Networking

• Check-in table with sign-in sheet

• name tag pickup (if theme requires)

• Light music, casual mingling

6:45 – 7:00 PM | Welcome & Icebreaker #1

• Lead opens with greeting + theme intro

• Icebreaker (e.g. Power Poses)

7:00 – 7:20 PM | Vendor Presentation(s)

• 1 or 2 vendors (certified goes second if applicable)

7:20 – 8:10 PM | Featured Lecture or CE Talk

• 40-50-minute talk + Q&A

8:10 – 8:25 PM | Announcements + Icebreaker #2

• Upcoming events, new member shoutouts

8:25 – 9:00 PM | Showcase or Final Icebreaker

• Example: Red Shoes Parade or Reflection Circle

• Award or giveaway

Supplies Checklist

• Sign-in sheet

• Decorations & table settings

• Nametags or masks (theme-based)

• Icebreaker materials (handouts, props)

• Speaker gifts

• Music & speaker bios

• Post-event report & photos submission

Need Help?

• Email: [email protected]

• SOPs & Templates: In Ambassador Resources

Let your light shine and create a night they won’t forget!

#EmpowerConnectPromote