Boca Chamber Ambassadors

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The Role of the Ambassador

Greater Boca Raton Chamber of Commerce Ambassadors are a select, motivated and informed group of Chamber members who take great pride in representing the Chamber. Ambassadors are committed to expanding their knowledge of Chamber affairs and are reputed as very reliable sources of information. They must be able to answer questions about the Chamber and be willing to continually advance their skills as the public relations arm of this organization. Ambassadors serve as the backbone of the Chamber’s membership and marketing program. Their efforts include staffing regularly scheduled Chamber functions, attending ribbon cuttings, meeting and welcoming every new Chamber member at the New Member Orientation and obtaining possible new member leads for the Chamber’s Sales Department.

In order to become an Ambassador you need to attend 3 meetings. Meetings are held on the first Friday's of every month (unless otherwise noted). For more information on becoming an Ambassador, please contact Kristen Coleman at kcoleman@bocaratonchamber.com or 561.395.4433 ext. 233.

Ambassador Guidelines

1. Ambassador Membership

Membership in the Ambassador Committee will be limited to those individuals who are employed with an active Chamber member in good standing. To be considered current and active, an Ambassador must attend three monthly Ambassador meetings, work at least one Chamber function every quarter and attend at least one ribbon cutting ceremony every quarter. In order to maintain Ambassadorship, an Ambassador may not miss three consecutive meetings without a legitimate excuse.

2. Monthly Ambassador Meetings

The Ambassador Committee will meet on the First Friday of each month at 12 noon in the Chamber Boardroom (or other suitable meeting place as may be announced). All committee business will transpire at this meeting. Your attendance at these meetings is stressed in order to insure the success of the Ambassador's programs. It is at these monthly Ambassador meetings that you will volunteer to work at the various Chamber functions.

3. Monthly Chamber Programs / Functions - Requirements

Ambassadors are encouraged to attend at least one Chamber program or function each month. at some Chamber programs or functions Ambassadors will have an active assigned role. If you commit to an assignment, make plans to fulfill your obligation to the Chamber program or function. Chamber programs and functions will be announced at each Ambassador meeting as well as in The Boca Chamber Connection (newsletter), mid-month e-mail and are always listed on the Chamber's website (www.bocaratonchamber.com).

4. Special Events - Participation

Ambassadors are encouraged to participate in the Chambers special events. These events are to be considered as valuable "tools" in which to promote involvement of new members. Maintaining a good knowledge of the many marketing and promotional opportunities available through participation in the Chamber's special events is a must. Ambassadors will be briefed regularly as these events are coordinated.

5. Ambassador Badges

The Ambassadors will be recognized while performing their duties as Chamber representatives. To accomplish this, active Ambassadors have the opportunity to purchase a badge once they have fulfilled the requirements of membership listed in Item #1 above. The significance of the badge is identity. When you wear your badge you will be distinguished as a very important representative of the Greater Boca Raton Chamber of Commerce. Active Ambassadors can order badges at the monthly committee meeting at a cost of $10.00.

To order a badge, the Ambassador must request an Ambassador Badge Application form and submit it with the $10.00 fee. It is the responsibility of the Ambassador to complete the form and submit it to the Ambassador staff liaison at the Chamber. The Committee Chair and Co-Chair will receive complimentary gold badges.

Ambassador Responsibilities And Sub-Committees

MONTHLY FUNCTIONS

At each Ambassador meeting, volunteers will be assigned to help facilitate the monthly New Member Orientation, Membership Breakfast, Successful Women in Business (SWIB), Young Business Professionals (YBP), Membership After-Hours Network and Phone Calls. Signing-up to work these functions is a definite commitment to attend the function. If something does interfere with fulfilling your obligation, please call the Sub-Committee Chair as soon as possible so a replacement can be arranged. As a courtesy to the entire Ambassador committee, we suggest that you do not sign up for the same event every time and that you rotate your commitments, specifically with the New Member Orientation since you are only able to volunteer once every quarter. This Particular event is monitored by the Ambassador Committee Staff Liaison to avoid duplication.

NEW MEMBER ORIENTATION
This is one of the most important programs to help new Chamber members become active in the Chamber. Ambassador responsibilities include greeting all new members at the door and making sure they sign in and put on a "New Member" name tag. Ambassadors walk the New Member in and introudce them to fellow Ambassadors or new members. Also, you are to inform the new member that lunch is complimentary and encourage them to help themselves. If new members feel welcome at the New Member Orientation, they will feel comfortable as a member of the Greater Boca Raton Chamber of Commerce. Because only two (2) Ambassadors, plus the Sub-Committee Chair, can attend this event, do not sign up for this function more than once a quarter (unless needed).

MONTHLY MEMBERSHIP BREAKFAST
The Chamber's Monthly Membership Breakfast takes place on the second Thursday of each month at 7:45 AM (unless otherwise noted). Location will vary and will be announced well in advance of the event. Ambassadors who will take tickets and work the name tag table should be in place no later than 7:15 AM. Responsibilities include taking tickets and welcoming members. Having at least one Ambassador at each door/table will encourage interaction and business card exchanges. Ambassadors should also make an effort to sit at separate tables to encourage networking and to facilitate introductions. The sub-commitee chair is responsible for making sure that all the scheduled Ambassadors are at their assigned posts at the event and finding alternate volunteers if needed.

MONTHLY MEMBERSHIP AFTER-HOURS NETWORK
We consistently draw between 150-200 Chamber memgers each month to this event. You will find that this is the function where we need the most help from the Ambassadors.
Ambassador's Regular responsibilities at Networking Functions may include:
1. Monitor the door to make sure each attendee has a ticket
2. Collecting business cards
3. Welcoming members
4. Facilitating networking between attendees - particularly new members
5. Assisting members with name tags
6. Making sure that the function flows smoothly

Check with the network subcommittee chair periodically to see if any additional help is needed, otherwise just be there and help to make sure everyone feels welcome. A name tag table will be staffed with at least one (1) member from the committee to assist attendees and make them feel comfortable and welcome at the event. These committee members should also try to introduce any new members that come to the table to other Ambassadores or Chamber members. The sub-committee chair is responsible for making sure that all the scheduled Ambassadors are at their assigned posts at the event and finding alternate volunteers if needed.

SUCCESSFUL WOMEN IN BUSINESS (SWIB)
The Chamber's Successful Women in Business events take place on the third Thursday of each month. Events include luncheons (12:00pm - 1:15pm) & after-hours networks (5:30pm - 7:30pm). Location will vary and will be announced well in advance of the event. Ambassadors who will collect business cards and work the name tag table should be in place no later than 11:40 AM for luncheons & 5:15PM for after-hours networks. Responsibilities include collecting business cards, welcoming members, facilitating networking between attendees & making sure that the function flows smoothly. Having an Ambassador at the entrance will encourage interaction and business card exchanges. The sub-committee chair is responsible for making sure that the scheduled Ambassador is at her assigned post at the event and finding an alternate volunteer if needed.

YOUNG BUSINESS PROFESSIONALS (YBP)
The Chamber's Young Business Professional events take place on the third Tuesday of each month. Events alternate between luncheons (12:00pm - 1:15pm) & after-hours networks (5:30pm - 7:30pm). Location will vary and will be announced well in advance of the event. Ambassadors who will collect business cards and work the name tag table should be in place no later than 11:40 AM for luncheons & 5:15PM for after-hours networks. Responsibilities include collecting business cards, welcoming members, facilitating networking between attendees & making sure that the function flows smoothly. Having an Ambassador at the entrance will encourage interaction and business card exchanges. The sub-committee chair is responsible for making sure that the scheduled Ambassador is at her assigned post at the event and finding an alternate volunteer if needed.

MEMBER RETENTION

PHONE CALLS SUB-COMMITTEE
First impressions are very important. That's why as an Ambassador you may be asked to make a telephone call to invite new members to the New Member Orientation. The purpose of this call is to welcome the new member into the Chamber and offer your assistance (as a representative of the Chamber) in making their experience with the Chamber an enjoyable and pleasant one. The Phone Calls Sub-Committee is an important one in maintaining communication with the new members. Although it may appear to be a simple telephone call it is extremely important in reaching out and offering help. This sub-committee will also make a 8-month follow-up cal to see how things are going for the member. Notes will be taken after each call, and if a member needs further assitance that information will be provided to the Ambassador Committee staff liaison.

Boca Chamber Ambassadors

Sunday, February 13, 2011

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