# Event appointment booking form and status worksheet

Copy this worksheet for a meeting type at your event. A general admission ticket and a specific appointment are separate records unless your actual booking system explicitly combines them. Replace all placeholders and test the selected provider before publishing the link.

## 1. Appointment offer

| Decision | Event-specific answer |
| --- | --- |
| Event, date and time zone | |
| Meeting purpose and eligible audience | |
| Is event admission required? Where is that obtained? | |
| Host or specialist and backup owner | |
| Room, booth or video link owner | |
| Meeting duration and planned turnover/break | |
| Maximum people per appointment | |
| Booking opens/closes; lead-time rule | |
| Who resolves a host, room or calendar conflict? | |
| Help route if the booking page is inaccessible | |

## 2. Form fields

| Field | Required? | Why it is needed | Where the answer goes |
| --- | --- | --- | --- |
| Name and reply email | | Match and contact the booker | |
| Meeting type | | Route to the right host | |
| Available slot OR preferred time (choose one label) | | Reserve or request a time | |
| Time zone shown to the booker | | Avoid ambiguous times | |
| Organization/role, if relevant | | Match the conversation | |
| Short topic or question, if relevant | | Prepare the host | |
| Access or communication request route | | Arrange assistance without placing sensitive details in general notes | |

Do not ask for a full ticket record, payment details or sensitive personal information unless the specific workflow genuinely requires them and has an approved handling route.

## 3. Slot and status rules

| Slot/host | Room or link | Start/end with time zone | Capacity | Host and room availability checked? | Booking owner |
| --- | --- | --- | --- | --- | --- |
| | | | | | |

| Status | When to use it | Message to the booker |
| --- | --- | --- |
| Requested | Preferred time received; no slot reserved | “We received your request. This is not a confirmed appointment. We will respond through [route] by [time].” |
| Confirmed | Slot and required resources reserved | “Your [meeting] is confirmed for [date, start–end, time zone] with [host] at [place/link]. [Event admission requirement].” |
| Change proposed | Original plan cannot be met; booker has not accepted the alternative | “We propose [new time]. Your original appointment status is [state]. Please reply through [route].” |
| Cancelled | Appointment released or withdrawn | “Your appointment for [date/time] is cancelled. [Next step/support route].” |

If the chosen scheduler uses different technical states, map them to truthful attendee-facing messages. Do not call a mere request “confirmed.”

## 4. Preview and change record

Test one normal booking, a competing request for the same host and time, a host-availability change, cancellation, a mobile screen and the event’s time zone. Inspect the actual success page, staff notification, booker email and calendar entry. Confirm that the venue/room, co-host and event admission are not silently assumed.

| Test or change | Expected result | Observed result | Owner | Fix and retest |
| --- | --- | --- | --- | --- |
| | | | | |