How diplomats prepared for the fleet's port visits

Were American ambassadors and consuls scrambling to prepare for the Great White Fleet?

No. Roosevelt's administration organized the visits closely and ensured that diplomatic posts were prepared and supported.

Roosevelt took care to prepare ambassadors and consuls before the fleet arrived. Diplomatic posts received substantial support, and the visits were organized closely. Advance preparation ashore accompanied the naval deployment. American representatives had support for the reception instead of being left to arrange it unaided.