1. 2017 PNDC Room and Speaker Ambassador Training

2. Thank you for participating in the PNDC Ambassador program.
During this training, we will provide you with information you need and new changes for this year.
Conference badges have been mailed to those that have registered. If you have not received yours, contact Emily Rademacher right away at the WSDA at
Don’t forget, you must register for the PNDC first and we will reimburse you after the Conference.

3. Location Meydenbauer Center Hyatt Regency Bellevue 1110 NE 6th Street
Bellevue, WA 98004
Hyatt Regency Bellevue
900 Bellevue Way NE
Bellevue, WA

4. Ambassador Check-In and VIP Lounge Access
Located at the Hyatt Regency Bellevue
1st floor, outside of the Evergreen Ballrooms
Reminder: you will need your badge to gain access to all areas
If you forget your badge, please go to registration so they can reprint it for you.
VIP Lounge
Locations:
Hyatt – 2nd floor, Grand K
Meydenbauer – 3rd level, Room 303
All Ambassadors and Speakers will receive a lounge pass to access these rooms which will be included in your packets. Complimentary breakfast and lunch will be served in the VIP Lounge.

5. Ambassador Packets
All Ambassadors will receive the following in each packet:
Ambassador Ribbon
VIP Lounge Pass
Ambassador Evaluation
CE Code for the session
Speaker Ambassadors also have:
Opening and closing announcements
Workshop Ambassadors will have:
Roster of attendees signed up for that course

6. Speaker Ambassador Responsibilities
The first and most important thing you need to do is call or the speaker and introduce yourself as their speaker ambassador.
Be sure to set a time and place for the two of you to meet onsite.
All speaker ambassadors have been ed the speaker’s contact information so you should have this available.
Onsite, check to make sure your speaker has everything they need and let them know you are there to help out any way you can.
Offer to accompany them to the VIP lounge for breakfast and lunch.
Breakfast will be served from 7:00 a.m. – 9:30 a.m. on Thursday and 6:30 a.m. – 9:00 a.m. on Friday.
Lunch will be available from 11:00 a.m. – 1:30 p.m.
Once you get to the room, let the speaker know where you will be should they need anything. And make sure to tell the room ambassador about any special requests.
You will begin the session by reading the speaker introductions and announcements included in your ambassador packet.
The session will conclude after you read the closing announcements.

7. Room Ambassador Responsibilities
As a room ambassador, you will primarily interact with the attendees.
You will need to be in your room no later than 30 minutes before the session starts in order to be there for early arrivals.
As attendees enter the room, greet them, and scan their conference badge.
It is very important to make sure only attendees with conference badges (not Exhibits Only badges) are allowed in the lecture and workshop rooms. If they don’t have a conference badge, direct them to the registration area to purchase one.
NEW THIS YEAR! We are scanning everyone’s badge as they enter the room. The goal is to collect data, NOT for CE credit. We are still using the Codes for CE as we did in 2016.
When a room is full, you must place the “Session is Full” sign found outside of each room on the easel just outside the door.
To ensure that a room is actually full, encourage attendees to sit up front and in the center of the rows leaving the empty chairs on the outside of aisles.
If the room starts to fill up and there are only a few seats left, point those empty seats out to the attendees so they know where to go.
If there are no empty seats available, shut the door to discourage other people from coming into the room and display the “Session Is Full” sign.
This must be done promptly to ensure all attendees are made aware of the situation. And remember that only scouts and PNDC staff may stand in the back of the room.
Make sure you get a chair for the speaker ambassador and yourself. Otherwise, you might have to stand throughout the session.
If you need assistance, AV technicians and PNDC staff can be found in the hallways.
Remember to keep the doors closed during the session.
It is also extremely important for all speaker and room ambassadors stay inside the room at all times.

8. Speaker and Room Ambassador Responsibilities
At the conclusion of the session, both speaker and room ambassadors must fill out the ambassador evaluation form and return it to ambassador check in.
It is very important that this be done so we can effectively plan for next year’s conference.
Without a completed evaluation, PNDC staff cannot verify your ambassador duties were completed and you will not be reimbursed for that session.

9. CE Credits
Again this year, CE forms will be available online and through the PNDC mobile app. Attendees can access CE certificates in just five easy steps:
Click on the CE icon on the app or visit the wsda.org/pndc
Enter the registration number found on your conference badge
Enter the unique session code given out by the ambassador at the conclusion of lectures and workshops
Fill out a short 5 question course evaluation
Choose to print or the CE certificate
All Ambassadors will have the CE code for each of their sessions but the codes SHOULD NOT be given out prior to the conclusion of the lecture or workshop.
If anyone should ask for the CE code, kindly let them know that you do not have these available until the end of the lecture.

10. Badge Types Full Conference Badge Exhibits Only Badge
Access to all lectures and Exhibit Hall
Workshops require an additional tickets
Exhibits Only Badge
Access to Exhibit Hall Only
No Lectures or Workshops

11. Scouts and Workshop Assistants
Scouts are allowed in to any session for minutes
They MUST have this orange ribbon
Workshop Assistants will typically be exhibitors
They MUST have a VALID Exhibitor Pass in addition to their badge to assist with a workshop

12. Reimbursement
In order to receive reimbursement, you must complete the evaluation found in your packet for each session you are an ambassador for.
These need to be returned to the check-in desk.
Reimbursement will be sent after the conference is over and the WSDA staff has verified attendance via the evaluation forms.
Each ambassador will be required to submit a reimbursement form.
Conference badge refund (25% for each verified session attended)
Parking reimbursement – up to $12 per day

13. Emergency Information
Each location has its own way of handling emergencies.
Hyatt Regency:
Dial 911
Pick up any phone to dial 55 and inform the hotel of what is going on.
Let PNDC Staff know there is an emergency
Meydenbauer:
dial 911

14. Mobile App
Make sure to download the free PNDC app onto your mobile device before you arrive at the conference.
Just go to your app store and search for PNDC.
With this app you can build your own schedule, access CE certificates, download handouts, navigate venue maps, and tons of other interactive options.
You can also post pictures and messages on the app just like you do with Facebook.
If you are using Facebook, Twitter, or any other social media platform, remember to use #PNDC17 on all your posts.
This app will heighten your experience at PNDC and provide attendees with all of the information they could need.

15. Thanks again and we look forward to working with you.
THANK YOU!
Thank You once again for serving as ambassadors this year.
Please take this short questionnaire to let us know you have completed this training
If you have any questions about your duties, you can Emily at or call her at and she will be happy to help you in any way she can.
Thanks again and we look forward to working with you.