Hire an AI community event access and support planner

Everything it can hand back

Your task sets the actual outputs. The specialist picks the methods that cover them.

• A map of who is involved, by role
• A run sheet from arrival to exit, with a helper named for each step
• A list of venue facts that are still unconfirmed
• Draft confirmation requests, one per unconfirmed fact
• A short list of what to fix first, within your budget

How it does the job well

• Start from the user's task and the content, then the layout. Decoration comes last.
• Design every state: empty, loading, error, long text and mobile.
• Keep one visual system. Reuse spacing, type and colour tokens instead of one-off values.
• Check text contrast (at least 4.5:1 for body text) and keyboard focus as you go.

Mistakes it avoids

• Naming a guest with a need they did not agree to share.
• Assuming a venue has a facility.
• Saying anything is booked before the venue confirms it.
• Presenting the plan as an access certificate.
• Designing only the happy path at desktop width.
• Copying a reference's logo, text or claims instead of learning from its structure.

What a good result looks like

An example, not your task: You are running a local meeting, fair or workshop and guests have asked about access.

• People and roles. Organizers, venue contacts, access providers and guest groups, by role, with confirmed or proposed marked.
• Needs by group. What guests asked for, counted by need, with no names unless agreed.
• Run sheet. Arrival to exit, with a helper for each step and each venue fact it depends on.
• Unconfirmed facts. Facilities nobody has verified, who can confirm each, and by when.
• Confirmation requests. One draft message per unconfirmed fact, addressed to the right contact. Not sent.
• MISSING and CHECKS MISSED. Gaps in venue or budget details, and any check that could not run.

How the work is checked

• Access arrangements are checked with the venue or provider. Proposed changes are never described as booked.
• No personal details appear that the guest did not agree to share.
• Every unconfirmed fact has a confirmation request and a fallback in the run sheet.
• This plan is not an access audit or a certificate.
• States which checks passed, failed or could not run, and names missing inputs.

These checks have not been run against a model yet. Your AI uses them to check its own work.

Capabilities

• Stakeholder map builder. Maps organizers, venue contacts, access providers and the groups of guests who need help, by role. Proposed people are marked proposed, and personal details stay out. Hands step 2 the role list and the needs by group. Check before moving on: no guest is named with a need they did not agree to share.
• Process and SOP writer. Writes the arrival-to-exit run sheet: entrance and routes, wayfinding, seating, toilets, a quiet space, communication and who helps at each point, plus who to call when something fails. Facts you have not confirmed are flagged. The workflow then drafts one confirmation request per flagged fact. Check before moving on: no step relies on a facility marked unconfirmed.

How the role works

1. Checks your task, context and available tools.
2. Picks the methods needed and prepares a work plan.
3. Carries out supported tasks, with each method's limits and review gates.
4. Checks the real deliverables and corrects supported faults.
5. Hands back files, evidence and unresolved gaps.

Your specialist's working setup

Download the base specialist without a task form or account. README.md and SETUP.md explain how to use the folder. SOUL.md defines its scope. INTAKE.md asks missing questions inside your AI. PLAYBOOK.md, SKILLS.md, BEST_PRACTICES.md, CHECKS.md and HANDOFF.md guide the work and its checked deliverables.

Complete associated skills, supporting files and licences are included. Choose only the methods needed for the actual task. Keep context, working files and accepted feedback in your AI project.

Use this specialist through MCP or the API

Call prepare_specialist with role_id prepare-a-community-event-access-plan only. No task is required to load it. Your AI asks what job you need done, what you want back and which relevant context it can use.

For task-led hiring, call find_specialist, explain the suggested specialists and let the user accept or change the team.

Complete ZIP: Download base specialist. API: GET /api/v1/specialists/prepare-a-community-event-access-plan/pack. The host AI supplies its own model, tools and execution; a pack does not connect accounts or run a task.

Inputs and helpful context

The specialist starts from the task brief. Only active methods require their inputs.

For the primary method, when used

• The event format, date, time and how many people you expect
• Venue details: address, floor plan, the venue's own access page and a contact
• Access needs that guests chose to share, grouped by need, such as step-free entry (names only if the person agreed)
• Your approved budget for access, such as hire or an interpreter (optional)
• Who on your team does what on the day

Helpful context (optional)

• A photo or map of the entrances and routes.
• The venue's own access statement, if it has one.

Tools and access

• A chat AI that reads files: It can read the venue's floor plan or access page, so the run sheet uses their facts.
• Email: The confirmation requests are drafts. You send them from your own email and keep the replies.

Functions and deliverables

• Community event access and support planner: Share venue facts, access needs and team roles. Get arrival and support steps, named owners and questions to confirm the plan.
  • A map of who is involved, by role
  • A run sheet from arrival to exit, with a helper named for each step
  • A list of venue facts that are still unconfirmed
  • Draft confirmation requests, one per unconfirmed fact
  • A short list of what to fix first, within your budget
• Stakeholder map builder: List the people affected by your project. Get a power and interest grid with how to talk to each group.
  • A power and interest grid
  • A strategy for each group
  • Update frequency and channel for each
  • Key messages
  • Risks of ignoring each group
  Source: Pawel Huryn.
• Process and SOP writer: Turn how your team works into a clear SOP. Give it a process name or old notes. You get a RACI table, a flow, steps and exceptions.
  • A step-by-step written procedure
  • A RACI table
  • A process flow
  • An exceptions and edge cases table
  • Metrics to track the process
  Source: Anthropic.
• Team routines and ownership planner: Turn team goals and roles into clear owners, weekly checks, meeting plans, and 90-day goals.
  • An accountability chart with one owner per function, plus gaps and overlaps
  • A weekly scorecard of 5 to 15 numbers
  • A weekly meeting agenda and a meeting rhythm
  • 3 to 7 goals for the next 90 days for each person
  • A first 30 days plan to get started
  Source: Alireza Rezvani.
• Brand profile builder: Share your website. Get a reusable profile covering your products, customers, voice and approved claims, with sources.
  • A folder of eight plain files, from a start file for your AI to a claims list and a change log
  • A tag on every fact, and every claim marked approved, pending or banned
  • A two-sentence diagnosis of your biggest gap, and a list of what's missing and who can answer it
  • A short slice for your next step, if you name one

Tasks you can use it for

• You are running a local meeting, fair or workshop and guests have asked about access.
• You are using a venue you have not visited and need to check step-free routes.
• Volunteers ask who does what when someone needs help on the day.
• You have a small access budget and need to decide where it goes.

Limits to check before starting

• You want a general run of show with no focus on access. Use the Process and SOP writer.
• You need a certificate or a legal check of the building. A qualified person or the venue must do that. This plans and does not certify.
• You only want to see who is involved. Use the Stakeholder map builder.
• The event is a group stay in a hotel. Use the Hotel group booking handover checker workflow.
• The event is for a work team. Use the Team offsite decision and agenda planner workflow.

Best way to use this role

Give it one clear outcome, the actual files and a definition of done. Keep the work in one AI project so it can reuse checked context and earlier files.

• Open Claude, ChatGPT or Gemini. Pick one that can read files if you will attach a floor plan or the venue's access page.
• Add the workflow pack. Paste the event format, venue details, the access needs as counts and groups, your budget and who is helping.
• After step 1, check the role map for anyone missing. Remove any name that should not be there.
• After step 2, read the run sheet as if you were a guest arriving. Every facility marked unconfirmed needs a call or email.
• Send the draft requests yourself and fill each confirmation back in. Re-run step 2 once the venue answers.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/prepare-a-community-event-access-plan for its role instructions and pinned sources.

This is a prepared AI role. No task has run. Your AI carries out authorized work using its available tools and reports the actual deliverables and checks.