Event Planning and Coordination Ambassador Rubric

Role Description

Event Planning and Coordination Ambassadors are tasked with orchestrating virtual events that enhance student life and foster community within the online and distance learning environment. They plan, promote, and execute a range of virtual events, from academic webinars to social gatherings, ensuring that these events run smoothly and achieve their intended objectives.


  • Identify student interests and needs to inform the planning of diverse virtual events.
  • Coordinate all aspects of event planning, including concept development, scheduling, platform selection, technical setup, and participant registration.
  • Collaborate with other ambassadors, faculty, and student organizations to pool resources and broaden event outreach.
  • Market and promote events through digital channels to maximize participation.
  • Gather feedback post-event to assess success and identify areas for improvement.

Expected Behaviors

  • Creativity and Innovation: Bring creative ideas for engaging virtual events that cater to a wide range of interests.
  • Attention to Detail: Ensure all logistical aspects of event planning are meticulously managed, from initial planning to post-event follow-up.
  • Communication Skills: Effectively communicate with all stakeholders, including participants, collaborators, and technical support teams, to ensure clear understanding and expectations.
  • Adaptability: Quickly adapt to changes or challenges that arise during the planning or execution of virtual events.
  • Leadership: Lead event planning teams with confidence, delegating tasks and motivating team members to achieve their best.

Performance Metrics

  1. Event Planning and Execution
    • The number of events planned and successfully executed.
    • Efficiency in handling event logistics, as demonstrated by smooth event flow and minimal technical issues.
    • Participant feedback on the overall event experience.
  2. Participant Engagement and Satisfaction
    • Attendance numbers compared to registration figures, indicate the effectiveness of event promotion and interest generated.
    • Levels of active participation during events, such as questions asked, interactions in chat rooms, or participation in event activities.
    • Post-event satisfaction surveys to gauge participant enjoyment and value gained from the event.
  3. Collaboration and Resource Management
    • Number and effectiveness of collaborations with other ambassadors, departments, or student organizations.
    • Efficient use of resources, including budget management, platform utilization, and promotional materials.
  4. Innovation and Diversity of Events
    • Range and diversity of events organized, catering to various student interests and academic needs.
    • Introduction of innovative event formats or themes that enhance the virtual event experience.
  5. Feedback Implementation and Improvement
    • Responsiveness to feedback from previous events in planning future initiatives.
    • Measurable improvements in event quality, participant satisfaction, or engagement as a result of feedback implementation.

Evaluation Frequency

  • Formal evaluations should be conducted after each major event or at least once per semester to assess the effectiveness and impact of the events organized.
  • Regular, informal meetings should be held with the event planning team and stakeholders to ensure ongoing support, address challenges, and adapt strategies for future events.

Personal Information

Professional Background

Ministry, Ambassador or Outreach Experience

e.g. good, bad, fair
e.g. social media, school. ministry

Interest and Motivation

Availability and Commitment

Clear Signature