Ambassadors Club

The Ambassador Committee is an organization of recognized professionals who call upon members and prospective members to provide information and to answer questions about the Chamber of Commerce, its programs, and its services. The Ambassadors have a unique opportunity to bring community attention to the Chamber and to their own member firms, while at the same time enhancing the public relations and communication efforts of the Chamber of Commerce. Chamber membership and retention shall be a continuing goal of this organization.

Overall Purpose:
The Ambassador Committee will promote the Chamber by acting as Ambassadors of Goodwill to current members and the communities at large of Shelby County. The Ambassadors shall serve as the Shelby County Chamber of Commerce's "Official" host group for Chamber-sponsored functions.

Mission Statement:

Responsibilities of Committee Members:

1. Ambassadors shall serve for a minimum term of two years.
2. Ambassadors will be expected to attend all Ambassador Meetings. Three unexcused absences from Ambassador Meetings shall prompt contact from a member of the Executive Committee, in order to verify level of interest in the club membership.
3. Ambassadors will be expected to attend as many Chamber events as possible. These events include but not limited to Annual Dinner, Trade Fair, Cash Bash, Golf Outing, Ribbon Cutting, Open House, etc.
4. Ambassadors will perform Retention Questionnaires to at least 4 Chamber members each month. Emphasis will be given to calls on new members.
5. Ambassadors will participate in the Four Star Program by mentoring at least one new or in-active member per quarter.
6. Ambassadors will be expected to accept assignments to act as hosts, greeters at Chamber functions, and officiate at ribbon cutting ceremonies as their duties and as time will allow.
7. An Ambassadors participation point system will be monitored and recorded so accurate records can determine which members are active.
8. Ambassadors will promote, in their monthly contacts, the Chamber and its programs. Invitations to attend functions and activities shall be a regular part of each call.
9. Ambassadors will promptly turn in to the Chamber office all call sheets and other required reports, preferably on the day Retention Questionnaires are distributed.
10. Ambassadors shall wear, on all calls as well as at every chamber function, their nametag.
11. Ambassadors shall keep the chamber informed of new business, changes of business ownership, and other opportunities for new chamber memberships or special calls by the Ambassadors and/or staff.
12. Ambassadors will not sell products, promoter their own business interests or solicit donations, while acting in their Ambassador capacity.

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As an Ambassador of the Chamber you are a very important part of the membership cultivation program. Ambassadors are selected on the basis of their interest, dependability, integrity, energy, and communication skills. In order to be an effective Ambassador, you must yourself acknowledge that the Chamber is a worthwhile organization dedicated to being the advocate for the business communities of Shelby County. Your job as an Ambassador is to provide a communication link between our membership and the Chamber.

As an Ambassador it is your roll to promote membership and encourage participation of members to attend Chamber functions, greeting members at Chamber events and performing other goodwill projects of the Chamber as a determined by the Ambassador Team.

With a membership of over 460 members it is difficult at best for the staff of the Chamber to make annual calls and visits to our members. Ambassador retention calls make it possible for each member to receive this personal contact, which helps them as a member of the Chamber realize the value of their investment. This also gives members the opportunity to express concerns and/or get answers to questions they may have. In representing the Chamber it is the responsibility of the Ambassador to take the initiative to keep themselves informed and positive about Chamber programs.

You as an Ambassador are not expected to "sell" Chamber membership, but each retention call is in a sense a sales call. When calling on members and presenting Chamber benefits to that member the "sale" will be realized when renewal time comes around.

It is very important that you carry out your Ambassador responsibilities in a professional way. The credibility of the Chamber is closely linked with your creditability as an Ambassador. While attending functions and calling on members you represent your own company as well as the Chamber. You will undoubtedly develop a long and varied list of contacts and community information that will prove helpful as you yourself do business in the communities of Shelby County.

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Chamber Ambassador
Policies and Procedures

Objective

1. Promoting membership retention
2. Encouraging participation of current members at Chamber functions.
3. Visiting members in their business, and subsequently providing feedback to Chamber Staff.
4. Greeting members at Chamber functions and performing other goodwill projects such as ribbon cuttings, etc.

1. Membership in the Chamber Ambassadors Club shall be limited to persons who are members of the Chamber or employed by current members of the Chamber who are in good standing.
2. The Ambassadors may designate and/or appoint honorary members who have provided volunteer services to the community but are no longer affiliated with a member business due to retirement or other appropriate reasons. Honorary members shall not exceed four individuals.
3. The Club will consist of no more than 30 (thirty) members. There shall be no more than 2 Ambassadors per business.
4. The Executive Committee shall maintain a list of prospective members and shall recruit new members as the need arises.
5. New Ambassadors shall be teamed with a veteran Ambassador for at least their first two months of regular calls.
6. Ambassadors shall serve for a minimum term of two years.
7. A Leave of Absence for active Ambassadors may be granted by the Executive Committee when deemed appropriate.

Leadership

The Ambassadors Club shall be directed by an Executive Committee consisting of a past chair, a chair, 1st and 2nd vice chairs, and secretary. The officers shall rotate through each position with the past chair retiring from the Executive Committee and a new secretary being replaced each year. The Executive Committee will make nominations for replacement of the secretary as well as any other position vacated by resignation during the year. Election of Executive Committee members will be held at the regular Club meeting held in October of each year with the new members to begin their duties the following January. Simple majority of those present will determine the election. The calendar year of the club shall coincide with that of the Chamber.

The chair will work with the staff member so designated by the Chamber Board President. The chair will preside over monthly Executive Committee and general membership meetings, appointing committees as needed for the operation of the club.

The first and second vice chairs as well as the secretary shall act in their office, assisting the chair by assignment of the Executive Committee.

Various duties may include:

1. Motivating Ambassadors
2. Recruiting new members
3. Recognizing members' accomplishments
4. Training Ambassadors
5. Making assignments for Ambassadors
6. Record keeping
7. Representing the Club at Chamber functions or other functions in the community.
8. Developing the annual program of work and accompanying budget with members input for approval by the Chamber Board of Directors.

Meetings

The Executive Committee shall meet monthly or at the discretion of the chair.

Ambassadors shall meet monthly on the fourth Wednesday of the month at 12:00 pm. Other meetings may be held, as the Chair shall direct.

Responsibilities of Club Members

1. Ambassadors will be expected to attend all Ambassador meetings. Three unexcused absences from Ambassador meetings shall prompt contact from a member of the Executive Committee, in order to verify level of interest in the club membership.
2. Ambassadors will be expected to attend as many Chamber events as possible. These events include but not limited to Annual Dinner, Trade Fair, Cash Bash, Golf Outing, Ribbon Cutting, Open House, etc.
3. Ambassadors will call on at least 4 Chamber members each month. Emphasis will be given to calls on new members.
4. Ambassadors will be expected to accept assignments to act as hosts, greeters at Chamber functions, and officiate at ribbon cutting ceremonies as their duties and as time will allow.
5. An Ambassadors participation point system will be monitored and recorded so accurate records can determine which members are active.
6. Ambassadors will promote, in their monthly calls and contacts, the Chamber and its programs. Invitations to attend functions and activities shall be a regular part of each call.
7. Ambassadors will promptly turn in to the Chamber office all call sheets and other required reports, preferably on the day Retention Questionnaires are distributed.
8. Ambassadors shall wear, on all calls as well as at every chamber function, their nametag.
9. Ambassadors shall keep the chamber informed of new business, changes of business ownership, and other opportunities for new chamber memberships or special calls by the Ambassadors and/or staff.
10. Ambassadors will not sell products, promote their own business interests or solicit donations, while acting in their Ambassador capacity.

Amendments to Policies and Procedures

All suggested amendments are subject to the approval of the Chamber Board of Directors.

Ambassador Club

Standard of Operations

Mission Statement:

The Ambassadors shall serve as the Shelby County Chamber of Commerce's "Official" host group for Chamber-sponsored functions.

Purpose:

The Ambassador Club is an organization of recognized professionals who call upon members and prospective members to provide information and to answer questions about the Chamber of Commerce, its programs, and its services. The Ambassadors have a unique opportunity to bring community attention to the Chamber and to their own member firms, while at the same time enhancing the public relations and communication efforts of the Chamber of Commerce. Chamber membership and retention shall be a continuing goal of this organization.

Membership:

All members of the Ambassadors Club shall be members in good standing of the Shelby County Chamber of Commerce, either as individuals or as representatives of member organization.

Members of this group will be added by suggestion of other Club Members, Board Members or other committees.

The Shelby County Chamber of Commerce Ambassador Club shall be limited to 30 in number.

An Ambassador shall lose membership status for the following reasons:

1. If his/her firm cancels membership in the Chamber.
2. If his/her firm's membership dues reach a 60 day delinquent status.
3. For not fulfilling the responsibilities described below.

All Ambassador Nominees shall attend an orientation process. The nominee may decide, at any time, to withdraw their designation to the Ambassadors. The nominee must attend 3 meetings before making a commitment.

Any member not fulfilling his/her minimum participation and eligibility requirements shall be contacted by an Ambassador Chair. Voluntary Resignation shall be submitted in writing to the Ambassador Chairperson with a copy to the Chamber Board President.

Honorary Members:

The following individuals will be eligible for Honorary Membership:

1. Chairman of the Chamber and all Board Members.
2. Current Mayor of the City of Shelbyville.
3. Special exceptions as agreed upon by a majority vote of the Chamber Ambassadors in attendance.

Qualifications:

An Ambassador should be a professional in the area of sales, public relations, or in an area where outside contact with the business community is required, and whose business will directly benefit from Ambassador Calls.

An Ambassador needs to be interested in community involvement and have future leadership potential for service to the Chamber of Commerce.

An Ambassador needs to be knowledgeable about Chamber services, programs and activities and the business community.

Responsibilities:

An Ambassador will attend monthly meetings. Ambassadors who miss more than three unexcused consecutive meetings will lose their Ambassador status.

All Ambassadors will mentor at least one new or in-active member per quarter. This activity is referred to as the Four Star Program. Once the Ambassador has selected a member, and initial phone call or visit is made. Throughout the year, the Ambassador should invite the member to all Chamber events. Ambassadors who are unable to meet contact requirements will lose Ambassador status.

Provide completed monthly reports to the Ambassador Chairperson at the meetings. The Ambassador may fax 317-392-3901 or email chamberinfo@shelbychamber.net this to the Chamber if they miss a monthly meeting.

Act as host at one Chamber event per year.

Attend special orientation meetings and participate in special Chamber drives as requested.

Identify and recommend potential new Ambassadors to the Ambassador Chair or staff.

Assist with the identification of prospective member firms whenever possible.

Attend special events, i.e. ribbon cuttings, business openings as a Chamber representative.

An official name badge, to be worn at all Chamber special events, will be supplies to each Ambassador by the Chamber.

Revisions:

Revisions to the above rules shall be determined by approval of the Board of Directors. Activities:

• Monthly Ambassador meetings - fourth Wednesday of each month at 12:00pm
• Annual Dinner - last Tuesday in February
• Legislative Breakfast - March
• Trade Fair - second Wednesday in April
• Cash Bash - last Saturday in April
• Golf Outing - second Thursday in August
• Indian's Night at Victory Field - August
• Ribbon Cuttings
• Monthly Network Luncheons - 2nd Wednesday of each month
• Chamber Functions as needed

• Inclusion in Chamber mailings including the Monthly Newsletter
• Opportunity to gain recognition in the Shelbyville News within the business community for individual activity production.

AMBASSADOR CHAIRPERSON DUTIES AND RESPONSIBILITIES

In addition to adhering to the above guidelines for an Ambassador Club member, the chairperson is asked to perform the following duties:

• Organize, direct, lead and facilitate the Ambassador Club and its activities.
• Conduct monthly meetings.
• Record attendance at monthly meetings and submit report to appropriate liaison. Hand out and collect monthly Ambassador Reports.
• Communicate with Ambassador Club members as needed between regular monthly meetings.
• Work with the liaison to coordinate Ambassador Activities with membership goals.
• Actively recruit and assist with training of new Ambassador Club members.
• Maintain a list of potential new Ambassador Club members for reference.
• Contact Ambassadors who are not in good standing and report findings to Chamber for appropriate action.
• Attend Chamber special events as requested.
• Hand out sign-up sheet for activities at each meeting.

RIBBON CUTTING PROCEDURES

1. The Chamber contacts each known new business.
2. Business must submit a completed application to the Chamber stating type of product, service, etc.
3. Ask business to give the Chamber one-month notification of its opening date so that plans may be made.
4. Work with business to schedule ribbon cutting ceremony, put notice in the Shelbyville Newspaper about the type of business, date and time of ribbon cutting.
5. Prior to date of ceremony, put notice in the Shelbyville News - Direction Page about the type of business, date and time of ribbon cutting.
6. The Ambassadors Club will insure presence of two Ambassadors to be present at the ribbon cuttings. Alternates need to be designated in case of illness. A yearly calendar could be devised with Ambassadors assigned to each particular month.
7. Two weeks after the ceremony, the same two Ambassadors should follow up with a call to the business to see how it is progressing. Thank the business and encourage participation in Chamber Activities.

WHAT IS THE CHAMBER?

The mission of the Shelby County Chamber of Commerce is to: "Provide value added services and programs that create opportunities for our members and an improved quality of life in Shelby County"

CHAMBER BENEFITS & SERVICES:

Advocacy Annual Banquet Broadcast Email Bulk Mail Permit Business Card Rack Business Counseling by Chamber Staff Business/Community Directory Cash Bash Community Awards (Citizen; Business; Golden Pineapple; Golden Apple) Community Guide & Membership Directory Directions Page Articles FAX Machine & Copier Free Radio Time Gift Certificates (Certificheck Program) Golf Outing Industrial Directory Leadership Shelby County Literature Display Member 2 Member Discounts Membership Labels Membership List

Membership Plaque Networking Networking Luncheon (Monthly) New Member Welcome Kit Newsletter Professional Assistance Quality of Life Brochure Business Referrals Relocation Packets Resource/Information Library Ribbon Cutting Ceremonies Seminars Shelbyville/Shelby County Map Sponsorship Opportunities Trade Fair Website Exposure

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