How would you update workshop attendees?
State what changed and give people a way to check an alternative.
The question
A fictional Australian service delivery practice question asks you to update people booked for a community workshop.
| Room | Capacity | Booked | |
|---|---|---|---|
| 10:00 | West Room | 10 | 10 |
| 11:00 | Ground Room | 10 | 6 |
The 10:00 workshop moved from East Room. The 11:00 session is unchanged and Ground Room is step-free.
- Room accessThe venue is checking access to West Room.
- Booking deskAttendees can contact the desk to ask about rooms or request a change. Check space and get consent before moving a booking.
“What can you tell attendees now, and how would you revise the message when the room check arrives?”
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A strong answer, step by step
Open each step in turn. This is one strong answer, not the only one.
Step 1: What can you confirm now?
What would you do here? Open the move you’d make.
Name the confirmed change and the unchanged session
The strong move. People can see which booking the change affects.
Call both rooms step-free
Tempting, but it misses something. West Room access is still being checked.
Announce that both workshops have moved
Tempting, but it misses something. The record changes only the 10:00 workshop.
See how a strong candidate says it
“The 10:00 workshop moved from East Room to West Room in the same building. The 11:00 workshop in Ground Room is unchanged.”
Why it works: These details come from the current booking record.
Step 2: What action can attendees take?
What would you do here? Open the move you’d make.
Give the booking desk as the next contact
The strong move. It connects people to a place where they can check options.
Move all 10:00 bookings to 11:00
Tempting, but it misses something. The later session has fewer available places and people have yet to agree.
Tell people to ask when they arrive
Tempting, but it misses something. The desk can help them decide before the workshop.
See how a strong candidate says it
“The booking desk can answer questions about the move and check available places if someone needs a different session.”
Why it works: The desk can check capacity and record a change when the attendee agrees.
Step 3: What changes after the room check?
The venue confirms West Room is reachable only by stairs. Three people booked at 10:00 asked for step-free access. No one has moved bookings yet.
What would you do here? Open the move you’d make.
Update the access information and offer the later session privately
The strong move. There are enough places if people choose to move and the desk confirms availability.
Publish the names of the people who need step-free access
Tempting, but it misses something. People can act on the room information without anyone’s booking details.
Confirm three booking changes without asking
Tempting, but it misses something. A space being available does not confirm that a different time works for someone.
See how a strong candidate says it
“The 11:00 session has 4 places free. I’ll update the notice about the stairs and contact the 3 affected attendees privately. If they all choose the later session, 1 place remains.”
Why it works: The room check changes what the notice must say. The spare capacity gives the attendees an option.
Step 4: What is your public message?
What would you do here? Open the move you’d make.
Name the room, the access details and the contact
The strong move. The information helps people decide what to do next.
Say all affected attendees have been moved
Tempting, but it misses something. Their choice and the booking desk’s confirmation are still needed.
Announce only the new room name
Tempting, but it misses something. People would miss the access information and the available alternative.
See how a strong candidate says it
“The 10:00 workshop has moved to West Room, which is reached by stairs. The 11:00 workshop is in step-free Ground Room. Contact the booking desk to check a place or discuss another option.”
Why it works: The notice gives the new room, its access limits and a clear next action.
The answer, in short
- Decision
- Publish the access update and confirm any requested booking changes privately.
- Because
- The new room uses stairs. There are four available places in the step-free session before any transfers.
- What would change it
- If the later session fills or an attendee cannot attend, ask the booking desk to discuss another option.
Common traps
- Leaving out an access limit that changes someone’s decision.
- Assuming a different time works for everyone.
Check your answer
- Which session moved?
- How can people reach the new room?
- How many places are available?
- Who can confirm a change?
Last reviewed Nov 11, 2026