Activities

As a WiDS Ambassador, you are expected to lead multiple activities during your 12-month license period, which may include:

• Host events such as regional conferences, Datathons, upskill workshops, networking sessions, or job fairs.
• Share your expertise as a speaker or mentor through talks, panels, WiDS Podcast guest appearances, or training sessions. 
• Develop content and resources in collaboration with WiDS, including podcasts, blogs or vlogs, WiDSTORY features, and toolkits.
• Build connections to extend the WiDS network by facilitating partnerships, making introductions to sponsors or community organizations, connecting WiDS with institutional leaders. 

Ambassadors are responsible for developing and producing all the event content made available to attendees and participants. This responsibility also includes obtaining all required third party licenses, consents, and permissions.

Ambassadors contribute their time and expertise without compensation from WiDS Worldwide. Ambassadors are responsible for all costs incurred in connection with such activities. 

Conduct & Expectations 

As a WiDS Ambassador, you are a representative of the global WiDS community. To ensure consistency, quality, and impact across all regions, ambassadors are expected to:

Use the WiDS Platform as their central hub for posting events, sharing updates, and communicating with the community. All events and related communications must be managed through the platform. 

Conduct & Representation: Ambassadors are expected to uphold professional conduct at all times, treating participants, partners, and fellow ambassadors with respect.  Ambassadors serve as visible representatives of WiDS and should embody the mission and values of the organization in all activities.

License & Renewal: Ambassador licenses are granted on a calendar-year basis. Renewal must be requested and is contingent on fulfillment of ambassador requirements and adherence to guidelines.

Use of WiDS Marks

The WiDS Marks include the official Event Name and regional event logos provided directly by the WiDS Worldwide team. Only these official versions may be used. Use of WiDS Marks is permitted only after the Ambassador agrees to the WiDS Trademark License, which can be found here.  

Permitted Uses:

• On websites or registration pages created for WiDS regional events
• In marketing materials promoting the event
• In social media posts related to the event

Restrictions:

• Logos may not be altered, broken apart, or used to create derivatives.
• WiDS Marks may not be co-branded with other logos.
• WiDS Marks may not be incorporated into any other trademark or service mark.
• Community Initiatives (CI) marks or unrelated branding may not be used.

Social Media/Public Relations

When using social media to promote events and content produced, The WiDS Marks (Event Name and WiDS regional event logo) are available to be used, without modification, in account names and images, during the term of the License.

LinkedIn:  Ambassadors may list WiDS involvement under “Volunteering” on their profile as shown here:

YouTube: Videos from regional activities can be posted as a YouTube playlist, with a name that is consistent with the Event Name of the WiDS regional event.

Public Relations (PR): Ambassadors may provide the WiDS Marks (WiDS regional event name and logos) to journalists for use in articles that promote or increase awareness of the Ambassador’s regional activities and their intents and purposes. Any requests related to WiDS Worldwide’s broader mission should be referred to team@widsworldwide.org

Funding and Securing Sponsors

Ambassador’s regional events are not-for-profit. Registration fees can be assessed, and sponsorships can be obtained to apply towards the cost of producing, promoting, and hosting the regional event(s). Any funds remaining beyond what was used for the events/activities can be applied towards subsequent regional events/activities or donated to a non-profit whose mission is aligned with WiDS’ mission. Funds may not be directed to the Ambassador for personal benefit.  Without limiting any other remedy available, misuse of funds will result in revoking the status as Ambassador and termination of the WiDS Trademark License.

Ambassadors are responsible for securing sponsors, if and as needed. Ambassadors may decide to invite representatives from sponsor organizations to speak on topics consistent with the event programming.

Speakers

We ask that at least 50% of speakers be women, though speakers of all genders – including men and non-binary individuals – are welcome. Speakers may present their AI and data science research or applications in their respective domains. Additionally, non-technical topics related to data science, such as personal journeys, career challenges, and professional development, are popular and effective in panel formats at these events. 

Ambassadors are responsible for securing and vetting speakers. Ambassadors may opt to pay speakers an honorarium and decide to reimburse the speaker for travel expenses associated with speaking at the conference.

No promotion of a company’s services/products is allowed in or in association with the regional events/activities.

Event Requirements

• Ambassadors must have an active license to host an event. 
• All public events must be posted on the WiDS platform. Private events are submitted separately.
• Events may also be shared on LinkedIn and/or regional WiDS accounts as long as the official WiDS account is tagged.
• Attendance must be collected for every event using the QR code provided by WiDS.
• Ambassadors must submit a Post-Event Summary to WiDS. 
• Failure to comply with reporting or required activities may affect renewal.

Event Websites

Here are the guidelines for setting up an optional WiDS regional website to support the events/activities:

Homepage

• Display the WiDS regional event logo and Event Name (without modification)  at the top of the home page.
• Sponsor and collaborator logos should be placed at the bottom of the home page, with the title “Sponsor(s)”, “Co-Sponsors”, or “Collaborators” as appropriate. 

Website content

• On the “About” page: use the following to describe the Ambassador role with regards to the WiDS Worldwide mission.
  • “WiDS [Event Name] is independently organized by [name of Ambassador(s) or the Ambassador’s organization] to be part of the mission to increase participation of women in data science and to feature outstanding women doing outstanding work.”

Unacceptable content 

• Websites cannot display content that is illegal, dangerous, derogatory, harassing, salacious, offensive, or otherwise determined by the WiDS Worldwide team to be unacceptable or inappropriate. 
• Website content cannot directly or indirectly identify Ambassador as an agent or employee of WiDS Worldwide.

Use of Content

• Ambassadors are responsible for ensuring that all their event/activity content (including videos, photos, music and other third-party trademarks or content) are properly cleared or licensed for use, that associated releases are obtained, and that any trademark, service mark or copyright attribution is properly noted.
• Livestream or webcast sessions of the regional activities can be made available to the public, e.g., YouTube, as permitted in the WiDS Trademark License.
• Photographer credit must be attributed when photographs are published. Ambassadors must be certain to obtain the rights to use an image prior to using the image. Unless the source of the rights to use the image is expressly known, the image cannot be used.
• Notice and releases required by local laws and regulations are the responsibility of the Ambassador.