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Embassy Checklist

Everything you need to run the Ruby Passport experience at your event.

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Before the event

Complete these tasks in the days/weeks leading up to the event.

Send attendees a newsletter reminder to bring their passports Confirm your event stamp is ready (name, logo, date) Receive passports from Adrian (or confirm inventory from previous event) Prepare Embassy desk signage ("The Ruby Embassy", fun messages) Arrange photo setup (photo booth rental or camera + printer + adhesive paper) Gather supplies: pens, sharpies, stickers, double-sided tape Assign embassy workers / stamping personnel for the day Set up passport-scanner app access — ensure personnel have credentials Add Ruby Passport mention to the MC/intro announcement script

Event morning setup

Get everything in place before doors open.

Set up the Embassy desk with signage, stamp, pens, and stickers Set up photo booth / camera station near the Embassy desk Place passport stacks at the reception/registration desk (NOT on random tables) Brief reception staff: hand passport with badge, say "Claim yours by scanning the QR code" Brief embassy workers on the process: stamp, help fill in, scan, take photos Test the passport-scanner app on embassy workers' phones Test stamp ink pad — make sure it's fresh

During the event

Keep the passport experience running smoothly.

MC mentions the Ruby Passport during intro announcement Announce where the Embassy desk is located Announce what to do: get passport, fill it in, scan QR code, get stamp & photo Ensure Embassy desk is staffed throughout the event Embassy workers scanning passports and helping attendees claim theirs Stamping passports with the event stamp Taking and printing headshot photos for attendees Helping attendees fill in their passport details

After the event

Wrap up and prepare for next time.

Collect leftover passports and supplies from the Embassy desk Count remaining passport inventory Contact Adrian about leftover passports (keep for next event or return)

Embassy worker quick reference

Hand this section to your embassy personnel.

🖨 Print the full Embassy Worker Instructions sheet →

Your role at the Embassy desk

You're the friendly face helping attendees get their Ruby Passport set up. Here's the flow:

1
Greet them — welcome them to the Ruby Embassy.
2
Help them fill it in — name, date of issue, conference name on the first page.
3
Stamp it — place the event stamp on the first available stamp page.
4
Scan it — use the passport-scanner app on your phone to scan the passport's QR code.
5
Photo time — take their headshot, print it, and help them stick it on the passport.

Scanner app access

Open https://passport-scanner.avohq.io on your phone. Your organizer will provide the login credentials. Make sure you can log in before the event starts.

Need help?

If something isn't working or you run into any issues, email Adrian.

adrian@adrian.com

Put "Ruby Embassy — Urgent" in the subject line so it gets noticed quickly.

MC announcement script

Use this during the opening to let everyone know about the Ruby Passport.

"If you picked up a little burgundy booklet at registration — that's your Ruby Passport! It's a real passport-style booklet where you collect stamps from Ruby events around the world.

Here's what to do: fill in your name on the first page, then head over to our Embassy desk [point to location] to get your event stamp, have your photo taken, and scan the QR code to claim it digitally.

If you already have a passport from a previous event — bring it to the Embassy to collect this event's stamp! These passports are brought to you by the folks at Avo, who've made it possible to enjoy this at Ruby events all over the world."