Event security.
When you hear this phrase, you probably think of burly security guards monitoring the entrances to an event. While this is undoubtedly essential in ensuring your event is secure, physical security isn’t the only aspect of security you should be concerned about.
Cybersecurity is an equally crucial part of your event. Throughout the event process—registration, check-in, management, and follow-up—you will collect, store, manage, and use a considerable amount of private data. Personal data can include any of the following:
- Names
- Physical addresses
- Email addresses
- Phone numbers
- Dietary requirements and restrictions
- Disabilities
- Demographic information
- Job industries
- Social media handles
- Payment information
Your registrants want to know that you store their private information safely. As an event manager, you must follow all legal requirements for storing personal data.
Here are three ways to prioritize your guests’ privacy at your next event.
1. Know the Laws
There are certain privacy laws you must comply with throughout your event process. If you’re holding your event in the U.S., you’ll need to look up your state’s data protection laws.
You may have heard of the GDPR or General Data Protection Regulation. It’s an EU law, so you might think it doesn’t apply. However, if any of your guests are citizens of the EU, you’re subject to the GDPR. Make sure you follow its regulations to avoid any legal ramifications. You may want to consult an attorney to be on the safe side. (Remember that this post is not in any way a substitute for professional legal advice.)
2. Only Gather Necessary Information
Regardless of the laws you need to follow, there are some general tips to avoid problems.
Before your event begins, select a conference registration software that allows you to make custom registration forms. You’ll need this because you only want to ask for the necessary information when you build your registration forms.
Doing this offers two advantages. The first is that the less data you have, the less likely you are to run into privacy issues. The second is that offering fewer fields to fill out keeps registrants interested. Twenty minutes worth of forms will result in many registrants deciding that attending your event isn’t worth the hassle.
Remember, the registration form is the first real interaction your guests will have with your brand. Make it engaging and encouraging; don’t ask for unnecessary information and make them wary of handing over every bit of their private life.
3. Ask for Consent
You’ll need to examine the specifics of the privacy laws you follow to determine their consent requirements. Even if your state doesn’t require consent and you don’t need to adhere to the GDPR, asking your guests for consent is still a good idea.
You can ask for consent anywhere you use registrants’ personal information. Some examples include event badge printing, sharing contact details with sponsors, and sending marketing materials to registrants before, during, and after your event.
Remember to also include speakers in your consent forms. You should ask for their consent to share their bios, headshots, websites, or social media accounts in your event’s marketing materials.
Bonus Tip: Share Your Privacy Policy
Guests should have access to your privacy policy, which outlines how you intend to use registrants’ personal information and covers reasons their private information may need to be shared.
You may plan to use a personal QR code on each badge that links to a guest’s LinkedIn page. In this case, you’ll need to let them know that you will print this information. You should let them know every instance you’ll be processing their data, including how you use it to follow up with them after the event.
Your privacy policy should also account for emergencies. For example, you should state that you may need to share a guest’s personal information to protect someone’s health or save their life.
Your legal obligations weigh into many aspects of your privacy policy. If you’re unsure of any element, consult an attorney.
Protect Privacy with Your Software
When your guests attend your event, they want to feel safe and secure, both physically and digitally. Keeping the entrances monitored is one thing, but ensuring no one’s private information is compromised or used in a way they didn’t consent to is another.
When you pair our tips with live event management software that has strong security features, you’ll have a solid foundation for prioritizing the privacy of your speakers and guests.