How to Welcome New People to Your Event: A Guide for Ambassadors
Welcoming someone to an event might seem like a small thing, but for someone new, it can change everything. A smile, a friendly face, and a warm hello can make the difference between feeling anxious and feeling like they belong.
As Ambassadors, you’re not just greeting people, you’re creating a space that feels safe, friendly, and inclusive from the very first moment. Here’s how to do that, with tips and real quotes from Ambassadors who know what it’s like.
1. Be at the Door and Smile
Start right at the entrance. Stand by the door and welcome everyone with a genuine smile and open body language.
“A simple hello and a smile can go a long way.”
Say something like:
So glad you made it
Lovely to meet you
Nice to see you again
Be ready to guide them. Point out where the toilets are, where to get a cuppa, and give them a quick idea of what to expect during the event.
“Smile, tell them you're really glad they could make it, and ask how they are – how’s it going?”
When people are nervous, clarity and kindness help. Having a tea and coffee station gives people something to do right away, which can ease that awkward first five minutes.
2. Go to Them — Don’t Wait
Once they’re inside, don’t wait for them to approach you. Walk over, introduce yourself, and ask open questions that gently spark conversation.
Try asking:
Is this your first time at one of our events?
Where in Wales are you from?
How old are your children?
How’s your day been so far?
“Making someone smile and introducing yourself warmly is lovely.”
Your warmth helps take away some of that nervousness people bring with them when walking into something new.
3. Make Introductions and Build Small Connections
Help people feel like part of the group by introducing them to others, especially more established members.
“Introduce people to each other.”
“Find any connection to someone else and introduce them by name.”
Even small connections help. For example:
Oh, you love coffee? You should talk to Rachel, she’s always in Starbucks.
Or
You mentioned you’re into upcycling, Steve’s great with that stuff.
It doesn’t have to be deep, just a shared interest and a name can go a long way in helping someone feel included.
4. Be Inclusive and Mind the Gaps
Keep an eye out for anyone standing alone. Be proactive in inviting them into conversations.
“It’s important that the space doesn’t feel cliquey.”
“Make sure nobody is feeling left out.”
You could say:
We were just chatting about something, come and join us
Or
Would you like to meet a few others who are here for the first time?
Start group conversations that naturally include everyone standing nearby, and if you notice a few new people, gently bring them together for a chat.
“Start off some chats that include everyone present, so everyone feels included and conversation starts naturally.”
5. Gently Check In
During the event, check in with new people now and then. A simple, How are you getting on?
is enough to let someone know they haven’t been forgotten.
And keep your energy calm and kind.
“Be the calmest (as in regulated, not quiet) person in the room — they will pick up on your vibes.”
When you hold the space with confidence and care, it helps others feel safe enough to relax.
6. If It’s Busy, Buddy Up
If you’re expecting a lot of people, bring another Ambassador along with you. One of you can focus on greeting new arrivals, while the other chats with familiar faces and supports conversations already flowing.
“Make sure you have an Ambassador buddy — one of you can greet the newbies, and one of you can chat to the parents who’ve been a few times.”
This keeps the welcome flowing and ensures no one gets missed.
7. Start the Welcome Before They Arrive
Use the Facebook or Whatsapp Groups, think about starting the welcome before the event even begins.
“Start a conversation on Facebook first — comment on the post to see if people engage.”
You could say something like:
We’re so excited to see you this week, if it’s your first time, don’t worry. We’ve got friendly faces, and you’re very welcome.
Give a hint of what to expect. Be transparent in your workshop bio. Tell people it’s fine to be nervous and remind them that everyone comes somewhere for the first time.
8. Support Nervousness with Clear Info
Let people know who the Ambassadors are so they know who to talk to when they arrive. And think about offering extra support for first-timers.
“Make sure it’s made clear who your Ambassador is so they can come talk to you and be introduced.”
“Be very transparent in the workshop content. Give them ideas and hints for coming along for the first time.”
Everyone comes somewhere for the first time. Your job is to make that first time feel safe, supported, and even joyful.
“I always think about what makes me feel welcome — and what I can do to make others feel happy, safe, and less nervous.”
“Be open to new adventure.”
So smile. Say hello. Introduce yourself. Include people. Keep an eye out for anyone feeling a little unsure.
To read more about Thrive and to get involved yourself, then take a look here.