# First-time attendee community path and owner worksheet

English editable template. Copy for one event edition. The path is an optional invitation, not a condition for admission, session access, or receiving ordinary event information. Confirm actual dates, locations, access settings, capacities, contact choices and staff coverage with the event owner.

## A. Purpose and boundaries

- Event edition and approved public URL:
- Community purpose in one sentence:
- Who is invited to choose this path:
- Event owner / page publisher / accessibility contact:
- What remains available without joining a group, app or introduction:
- Separate route for ticket, registration and access issues:
- Separate route for urgent venue concerns:
- Does a continuing group actually have an owner? [ ] yes [ ] no
- If yes: joining route, moderator, open/close plan and approved contact choices:

## B. Before → during → after owner map

| Stage | Attendee question | Optional entry point and exact public wording | Time / place / URL | Owner + backup | Non-app or independent path | Capacity / change trigger | Source of approved fact |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Before: event page | Who is this for and what happens? |  |  |  |  |  |  |
| Before: attendee message | Do I need to RSVP, download, or share interests? |  |  |  |  |  |  |
| Arrival or stream entry | Where is a real person or clear link? |  |  |  |  |  |  |
| First break | What topic can I join, hear or leave? |  |  |  |  |  |  |
| Later session | How do I continue if this topic fits? |  |  |  |  |  |  |
| After event | Is there a specific next step? |  |  |  |  |  |  |

Keep optional activities fewer than the team can operate. A blank capacity is not a promise of unlimited space. Do not infer accessible routes, platform features or ongoing group availability; verify each with its owner.

## C. Host and returning-member brief

- Activity ID / approved description and version:
- Main host / backup / check-in contact:
- Exact start and end, meeting point, format, topic:
- What the host says in the first minute:
- How guests can listen, join late, change tables or leave:
- What a returning attendee is specifically volunteering to do:
- How the host confirms both people want an introduction:
- What information may be shared for an introduction:
- Where ticket, access, accessibility or urgent questions are handed off:
- What changes if the room, host or capacity changes:
- How the new time/place reaches the public page, programme, information desk and host:

## D. Optional preference or RSVP field review

Use a form only if it helps run a real activity. Do not turn first-time status into a public label.

| Proposed field | Why the host needs it | Required or optional | Who sees it | How the attendee is told about its use | Remove if unnecessary? |
| --- | --- | --- | --- | --- | --- |
| Preferred topic/question |  |  |  |  |  |
| Preferred participation format |  |  |  |  |  |
| Contact for this activity |  |  |  |  |  |

Check that fields have visible labels, clear instructions, usable keyboard interaction and a visitor-tested completion path. Keep the ordinary event information available to anyone who skips the form.

## E. Public-path rehearsal and change log

| Channel | Exact version / URL / location | Phone and keyboard check | No-app or independent route visible? | Approved by | Published at | Observed by visitor | Recheck owner |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Event page |  |  |  |  |  |  |  |
| Attendee message |  |  |  |  |  |  |  |
| Programme |  |  |  |  |  |  |  |
| Information desk |  |  |  |  |  |  |  |
| Host brief |  |  |  |  |  |  |  |
| Online link, if used |  |  |  |  |  |  |  |
| Post-event follow-up |  |  |  |  |  |  |  |

Rehearsal tester who did not write the plan:
- [ ] Found the optional invitation from the public event page.
- [ ] Understood what happens, exact time, location/link and host.
- [ ] Found ordinary sessions and support without joining.
- [ ] Used a phone and keyboard without an organizer account.
- [ ] Followed the online route, if any, with visitor permissions.
- [ ] Verified the alternative if an app or group is unavailable.
- [ ] Confirmed the host and front desk have the same current version.

## F. Event-day observations and next-edition decision

Record operational evidence without describing a headcount as friendship, belonging or future attendance.

| Question | Evidence or voluntary comment | Limitation or other plausible explanation | Owner action |
| --- | --- | --- | --- |
| Was the entry point open as advertised? |  |  |  |
| Could people find and leave it? |  |  |  |
| Were access questions repeated? |  |  |  |
| Did the non-app path work? |  |  |  |
| Were follow-up links current? |  |  |  |

One change to test next edition:
Temporary invitation closed or maintained by:
Final public URL and review date:

Official accessibility references:
- W3C Making Events Accessible: https://www.w3.org/WAI/teach-advocate/accessible-presentations/
- W3C Forms Tutorial: https://www.w3.org/WAI/tutorials/forms/
- W3C Accessibility Principles: https://www.w3.org/WAI/fundamentals/accessibility-principles/