Tag: event management

Will GDPR Change the Rights of Your Attendees?

Posted on by Eventsforce

The General Data Protection Regulation, or GDPR, has radically changed the way event planners collect and handle the personal information of people coming to their events. But compared to the past data protection regulations, what has actually changed when it comes to the rights of attendees?

eBook: The Event Planner’s Guide to GDPR Compliance

GDPR: Giving Individuals More Control

One of the big things about Europe’s new data protection law, which came into effect in May 2018, is that it focuses on the rights of individuals over organisations.  And it’s happening because current legislations no longer meet the privacy needs of the digitally connected world we live in today. The existing EU Data Protection Directive was first put in place in 1998 – long before the Internet, social media and cloud computing completely changed the way companies use data, and GDPR aims to address that.

GDPR is also happening because of the exponential rate that data is being collected by organisations today – and the events industry is no exception here.  We use so many different data collection tools that help us gather and analyse information on our attendees – from registration systems and mobile apps to surveys, social media, lead capture tools etc.  We also deal with a lot of personal information (attendee names, contact details, employment information, gender, disabilities, dietary preferences).  And this is one of the key things GDPR wants to address: that organisations dealing with personal data are doing so in a transparent and secure way – and always in the individual’s best interests.

Did you know that a data breach is essentially what can get your events into a lot of trouble under GDPR? Find out what you should do to prevent your attendee data from getting lost, stolen or compromised by getting your copy of ‘The Event Planner’s Guide to Data Security in a Post-GDPR World‘.

GDPR Will Standardise Individual Rights Globally

If your events are based outside the EU, then you may feel GDPR isn’t relevant to you.  But if you’re collecting personal information on European citizens and residents through registration forms and apps, then it doesn’t matter where your events are or where your events team is based, GDPR compliance is going to apply to you.

In fact, experts are predicting that the regulation will eventually expand outside the EU as the subject of data privacy and security becomes more and more front of mind.  The UK government has already confirmed that it will adhere to GDPR after it completes its exit from Europe and there are similar regulations in Canada and Australia (though not the US).  People all over the world are going to start demanding more rights over their personal information and we expect GDPR standards to become the norm over the coming years.

Read: Infographic – Are Your Events Complying to GDPR?

How Will GDPR Change Your Attendees’ Rights?

GDPR will certainly change attitudes to individual rights – especially in events. It will change the mindset of event planners when it comes to deciding what data they should collect from attendees, how they use that data for things like marketing campaigns and what they need to do to keep that data safe. People aren’t fully aware of their rights yet, but they will be.  In fact, IBM’s GDPR lead in the UK, Steve Norledge, recently commented how the new regulation may prompt legal firms behind the PPI claims industry to shift their business model to the GDPR and start flooding Facebook and Twitter feeds with adverts like: ‘Do you want us to do a subject-access request for you?  If they can’t serve it, we’ll raise a class-action’.

And as awareness goes up, enquiries from individuals will go up too.  As will the lawsuits -especially for those organisations who suffer a data breach or can’t show what steps they’ve taken to comply to the new regulation.  It is therefore vital that event planners understand what changes GDPR will bring about – especially when it comes to the rights of people coming to their events.

Let’s take a look at what rights GDPR will bring to attendees when it comes to organisations collecting and processing their personal information:

Right #1:  Find Out Exactly How Their Data Is Being Used

One of the major changes with GDPR will be the conditions of consent that attendees need to give for you to store and use their personal information.  Using pre-ticked boxes and automatic opt-ins within registration forms, for example, will no longer be an option. Instead, consent will need to be unambiguous, using unticked opt-in boxes, separate from other terms and conditions. Attendees will also expect more clarification on how their information will be used. For example: When you’re asking attendees if you can include their details in a delegate list, then you will need to clearly state what personal information will be included in that list, the names of the third parties you will be sharing that data with (industry sectors will no longer be enough) and how these organisations will be using their information.

Read: Event Marketing Under GDPR – Consent Vs Legitimate Interest

Right #2: Access Their Personal Data for Free

GDPR will give attendees a lot more power to access the personal information you hold on them.  Under current regulations, a Subject Access Request (SAR) allows organisations to charge £10 to be given what’s held on them.  With GDPR, requests for personal information have to be met within 30 days and free-of-charge.

Would you like to stay up to date on all things event tech?  Sign up to the weekly EventTech Talk Newsletter here and get all the latest news, advice and tips on the technology trends shaping the events industry today.

Right #3: Request the Deletion of Their Data

GDPR will give attendees the power to get their personal data erased from your systems without delay – particularly if the information is no longer necessary for the purpose it was collected (ex. they only shared their information for that one event), if consent is withdrawn, there’s no legitimate interest or if it was unlawfully processed. Not only will they have the right to get you to delete their data, but to also stop sharing it with third parties that they had previously given consent to (ex. suppliers, hotels, venues etc), who will also be obliged to stop processing it too.

Right #4: Obtain and Reuse their Personal Data

Your attendees will now have the right to ask your organisation to give them back a copy of all the personal data they previously provided you at an event –  or send this information to another organisation, which may be a competitor.  They have the right to ask for this data in a commonly used and machine-readable format.

Right #5: Be Informed of a Data Breach within 72 Hours

If you lose or misplace your attendee’s personal information (think of printed delegate lists) or their data is compromised through theft or a cyberattack on your systems, then they have the right to be informed within 72 hours from the time the breach is first discovered.  This can be difficult to do as most breaches can happen and no one will know about it for a while. However, failure to inform them in this timeframe can result in substantial fines for your organisation or a class-action lawsuit which your attendees can also now resort to in the case of a data breach.

Read: Look after your attendee data…or face the music!

Conclusion

The EU GDPR clearly presents some new challenges for event planners, but it also brings some big opportunities too. By focusing on the rights of individuals over organisations, the new regulation will help events become a lot more creative in the way they engage with attendees. Those that can show they’re dealing with personal information in a transparent and secure way and have respect for the privacy of individuals will succeed in building new levels of trust. And this will be key in deciding which organisations people will choose to deal with in the future.

Get your FREE eBook: ‘The Event Planner’s Guide to GDPR Compliance’, and learn what impact Europe’s new data protection regulation will have on event marketing, data management and event technology – as well as what steps event planners need to take now to get ready for the May 2018 deadline.

If you’d like to learn more about Eventsforce and how we can help your events comply to GDPR requirements, please contact one of our team on +44 (0) 207 785 6997.

 

 

 

Abstract Management: How to Source Great Content for Your Next Conference

Posted on by Eventsforce

Are you looking for great speakers for your annual conference?  Do you want your sessions to have memorable presentations with engaging content?  Of course, you do.  We all do.  Because at the end of the day, we know that great content is what truly matters to attendees.  Walking away from an event knowing that you’ve had a unique opportunity to learn or engage with something new is why people want to attend events in the first place.

If you’re an association or some kind of professional body hosting an annual conference, then you know that what stands at the heart of a great conference programme is your ability to source great speakers who will bring something new and exciting to the event.  And this comes through a well-executed abstract management process.

Abstracts Are Building Blocks of Successful Conference Programmes

To attract the right speakers, conference organisers typically ask members of their community to submit their presentation proposals so as to find the most interesting and relevant content for their event.  Once this call for abstracts (or papers) is sent out, the submissions are then reviewed by a team of reviewers whose aim is to select those presentations that promise to deliver a high-quality programme to attendees..

The abstract process is also important because it offers the opportunity to showcase new research in the event’s relevant field.  You wouldn’t want to attend the same conference each year where the same speakers present the same content.  By sourcing new and diverse research, you’re more likely to attract the right attendees and get them to come again the following year.

But getting the abstract management process isn’t easy.  Imagine asking one of your colleagues to give you feedback on a short document you’ve put together.  Sounds simple enough.  Give them a hundred documents to read and you’ll likely encounter some resistance. Now imagine asking ALL your colleagues to read a hundred documents and give you feedback.  That’s going to take some chasing. And how would you collate all their feedback?  That’s essentially the task the abstracts manager has to undertake.

Last time, we looked at the first stage of the abstract management process and some of the key things conference organisers need to think about when managing abstract submissions around their events – How to Manage Abstract Submissions for Successful Conference Programmes.  This week, we’re focusing on the next stage of the process – which is when the call for abstracts closes, and the process of reviews begins.

5 Ways to Improve Your Abstract Review Process

Once presentation submissions are made, the review process kicks off in order to find the most interesting content to present at the conference.  Yet deciding which abstracts to accept is likely to involve a pool of reviewers, with different experts needed for the various topics on offer. Some may be reviewed randomly and some be allocated to individual reviewers. There may be many rounds and stages of reviews, each with its own criteria and grading requirements. And all of this requires a lot of time and can be incredibly difficult to coordinate.

Have a look below at five simple tips that can help you get the most out of your abstract reviewers:

1. Be Selective with Reviewers – It is an obvious point but an important one, nevertheless. Make sure you assign the right reviewers to the right topics.  If the reviewer has expertise in the area they’re reviewing, then this will already save them an enormous amount of time understanding the content that’s been submitted to them. This also means they’re in a better position to score abstracts critically, which will have a more positive impact on the quality of your conference content. Be open with your selections too – don’t stick to the same reviewers year after year.  New ones can put a fresh perspective on things and bring about exciting new content from new speakers.

Are you a tech-savvy event planner? If you would like to get monthly round-ups on all things event tech, along with some expert advice on how to make the most out of your technology investments, then please sign up to the EventTech Talk newsletter here.

2. Be Clear About Review Criteria– The clearer your instructions to reviewers, the less challenges you’ll have at your end. Clearly define goals, deadlines, expectations and review criteria. Not doing this will result in inconsistency and again, can have a negative impact on your content.  Have clear guidelines on the kind of criteria they need to follow in the abstract evaluation process. So, this can include things like ensuring the abstract provides audiences with new information on a topic, that it addresses important industry or academia issues, that it is appealing to the target audience and that it matches the overall theme of the conference.  Whatever grading system you use, it’s always a good idea to also leave an open text box for reviewers to put their own comments – they may have suggestions which can add real value to the content of your presentations.

3. Be Realistic About Timelines – To get the best out of your abstract reviewers, you need to be considerate about their time. Give them enough time to accept your invitation and plenty of notice if they can’t. Make sure they know what timelines you’re working on – when they need to be available, when reviews need to be completed by, details on print deadlines for abstract journals and posters and so on. If you’ve done similar conferences in the past, then you’ll probably have an idea on numbers when it comes to submissions across different topic areas. Make sure you communicate that information with your reviewers so they have some idea on scale and can plan their time accordingly.

4. Plan for the Unexpected – It’s quite common for abstract submission deadlines to be extended, so be prepared and communicate the possibility of this happening with your reviewers beforehand as this means they’ll have less time to complete their reviews. Equally, you may be in a situation where during your review process, you launch another call for papers on a subject matter that has just become topical (for example: scientific funding in a post-Brexit world). If it’s relevant to your audience, then it’s probably something you don’t want your conference programme to miss out on.  Lining up your reviewers for unexpected changes like this should always be factored into your review management timeline.

5. Monitor Progress– Stay on top of how many abstracts have been reviewed, which are incomplete and which of your reviewers are the most or least active.  This will identify potential problem areas and help you assess the best way of addressing them. For example, if you have a large number of reviewers who start the grading process but don’t finish it, it may indicate a lack of commitment.  So, you may need to get them replaced.  Or perhaps they’ve got too many abstracts to review and you have to reallocate submissions to other reviewers. A good abstract management solution can help you track this kind of data and provide you with the real-time analysis you need for making more informed decisions.

Conclusion

Your abstract reviewers are just as important as your sponsors, exhibitors and all the other partners you deal with around your conference.  Most of them volunteer their time to make your conference better, so it makes sense to make their jobs as easy as possible. Simply the process by giving them clear and defined goals.  Make sure they understand your deadlines, review criteria and expectations.   Offer support and guidance through open communication channels and never forget to thank them as you’re probably going to need their help again next year.  Following these best practice guidelines will put you in a good position in developing successful conference programmes.  It will also help you avoid what may otherwise be a long drawn-out and often frustrating process in managing abstract reviews.

Are there any other tips you’d like to add to this list?  Please let us know as we’re always keen on publishing your views!

The Eventsforce Abstracts solution can simplify the whole process of abstract management – from inviting and reviewing online abstract submissions to building agendas, managing conference invitations, registrations and payments. It also provides powerful tools to monitor, manage and communicate with everyone involved. Click here to learn more.

How Google Is Helping Event Search and 6 Other Stories You Should Read

Posted on by Eventsforce

In this month’s round-up of top event tech news, we look at the industry’s first check-in solution that uses facial recognition technology, as well as a vital piece of legislation that will radically change the way event planners store and manage information on their European attendees.  We also bring you some interesting updates from Snapchat and Google, as well as a case study on how TED Talks is using Facebook Live to expand its audience reach. And lastly for a bit of fun and inspiration, we look at some fantastic examples of lighting effects and why you may need to consider hashtag printers for your next event!

Event Industry News: Zenus Launches World’s First Facial Recognition Event Check-In

Face recognition technology is officially here. EIN looks at how US-based start-up, Zenith, has launched an API to integrate its facial recognition technology with event registration platforms across the world.  By allowing attendees to use their faces to check-in to an event, the system has the potential of replacing traditional tickets and QR codes – it also adds another much-needed layer of security around events. It is a very interesting development for our industry as it streamlines the whole check-in process and gives organisers the peace of mind that the right people are at their events. The article also suggests that it is a faster, better and cheaper option when compared to iBeacons and RFID.

With that in mind, it’s worth noting another good read on the subject from Event MB. It looks at how recent advances in face recognition and emotion tracking software will likely spell the end of the traditional event feedback form.  Organisers will be able to use data from cameras placed around the event to recognise attendees and report back on how they are feeling based on what their face is telling the system.  Read more here.

Event MB: Google Just Made It Easier to Find Events in Search

Finding events online just got easier, which is great news for event planners. Google recently announced changes to the way events are displayed in mobile search engine results. Anyone searching for events using either the Google mobile app or mobile web search will no longer see a normal results page when searching for events. Instead, event related searches will result in a clear summary of activities pulled directly from event listing sites such as Meetup and others. The functionality is currently available in the U.S. but it is expected to roll out worldwide soon.

We all know how getting to the top of Google isn’t easy these days. It takes a lot of work and time for a page to get listed and ranked. Many events go live with a completely new website, which also isn’t ideal. The new event search function, however, has the potential to turns things on its head, essentially by showing nothing but events. For more details on the technical aspects and how to best take advantage of the changes, take a look at Google’s developer guidelines.

BizBash: TED uses Facebook Live as Part of New Strategy to Expand Audience

The annual TED conference is trying a new strategy to expand its worldwide audience, whilst keeping the special nature of the event’s in-person experience. This year, organisers used Facebook Live to stream interviews with nine speakers and to allow people to watch the conference’s inaugural session of Spanish-language speakers in real-time. The article from BizBash explains how the live-streaming tool had a massive impact on audience reach: TED launched its Spanish Facebook page shortly before the conference, and when the live session began, the page had about 270,000 followers. By the time the seven speakers had finished, the stream had attracted 682,000 live viewers. For the interviews session, viewers were able to submit questions to the speakers on Facebook, which organisers explain is one of the primary benefits of using the live-streaming tool around their events – access to speakers and giving viewers the chance to guide the conversations from a global perspective.

Organisers are now planning on using Facebook Live at TEDWomen in November, where they may make the Facebook Live interview sessions part of the regular conference schedule and allow in-person attendees to participate while on site.  If like TED, you’re considering using Facebook Live as a way of getting more engagement around your events, then have a read through this too: 7 Mistakes to Avoid When Using Facebook Live at Events.

eMarketer: What Marketers Need to Know About EU’s New Data Protection Rules

One of Europe’s biggest shake ups in data protection and privacy laws is coming into effect next year and event planners need to be prepared.  The new General Data Protection Regulation (GDPR) will apply to every organisation in the EU and ANY organisation holding data on EU citizens – regardless of their location.  It is a major global issue and one that is vital for marketers to learn about as ignoring it could lead to some very serious financial consequences.

As explained in an interview with Glisser, what the new regulation essentially means is that organisers needs to be a lot clearer about how attendee data is going to be used, and ensure that they get explicit consent from them in giving up that data. So, a general set of T&Cs will no longer be enough, and you need to be able to collect and prove that your contacts have given you permission to use their data in the way that you choose.  And event technology has a huge role to play here. For more information on what this means for the industry, have a look at this article here: What Event Planners Need to Know About Europe’s New Data Protection Law.

What are the most important event tech trends for 2017? EventTech Talk spoke to some of the industry’s well- known experts to find out what they felt was important and what the year will bring: Ask the Experts – What’s the Next Big Thing in Event Tech for 2017

BBC News: Snapchat Spectacles Arrive in UK 

Snapchat’s snazzy new on-the-body technology has officially arrived in the UK – and it has the potential to bring a whole new perspective to an event’s on-site experience.   The sunglasses which come with an integrated video camera are designed to capture the entire human perspective with a circular 115-degree field of view.  Earlier this year, we saw how L’Oréal used them to give their followers a completely new and unique way of engaging with the Golden Globes, streaming behind-the-scenes content, from celebrities getting ready backstage to the walk down the red carpet. And actually, regardless of the type of event you run, these glasses let your attendees share their experiences in a way that feels more authentic than the here’s-the-shaky-video-from-my-phone view.  Have a look at this video here that gives a BBC journalist’s perspective of the new spectacles, which are currently retailing in the UK at £129.99.

If Snapchat is a viable marketing platform for your events, then we’d also recommend reading this great article from the Content Marketing Institute – All Your Snapchat Advertising Questions Answered. Event marketers need to understand how advertising on Snapchat works in order to determine whether it’s the right avenue to advertise their event’s content and the piece does a good job of explaining the different advertising options available, when it makes sense to use them, how to get started and how to measure performance.

MeetingsNet: Why Hashtag Printers Are a Conference No-Brainer

It seems the hashtag printer trend is continuing to gain ground on the conference scene – not surprising for a device that works as both a marketing tool and an attendee diversion.  It can also be a revenue generator for groups that offer it up as a sponsorship opportunity.  For those of you that haven’t come across the technology before, here’s how it works: The Internet-connected device automatically scans Twitter and Instagram for a specific conference hashtag. It then scans the associated image and prepares it for printing with a branded frame or banner. Many of the systems automatically print out all the images; others print on request when an attendee taps the image on a screen.

Why have one? Well, as this article from MeetingsNet explains, the printer encourages attendees to upload event photos with the conference hashtag onto social media sites in return for the instant gratification of walking away with a photo in hand. Many of the providers of the technology also offer an analytics piece, which allows organisers to get a measurable feel of the kind of volume and reach this kind of attendee-led content can generate.

Event MB: 17 Amazing Lighting Effects

Lastly, let’s talk about lighting. We all know how lighting can dramatically transform events and can also be a very cost-effective way of making an impact. With the ability to cater to a range of budgets, as well as create new branding or sponsorship opportunities, lighting can easily change the tone or mood of an event depending on what you want to achieve. Event MB has put together a great list of lighting examples that can help you create the wow factor. Enjoy!

Did you enjoy reading this article? If you would like to get similar monthly round-ups on all things event tech, along with some expert advice on how to make the most out of your technology investments, then please sign up to the EventTech Talk Newsletter here.

 

Industry Insight: The Growing Importance of Data in Events

Posted on by Eventsforce

We all know how important it is to collect and analyse data from our events.  For one, it helps us measure success by analysing things like attendance, engagement and feedback. It helps us figure where we need to make improvements and map out goals, content and activities for our next event. It helps us profile attendees and run more effective and personalised marketing campaigns. It also helps us generate leads or memberships for the organisations we work for.

Yet managing event data is probably one of the most challenging issues that the events sector is facing today. In fact, our study last month revealed that 84% of event planners are finding the whole concept of data management an on-going challenge – with another 70% planning to make improvements to their data strategies over the next year:

  • 30% want to invest more time and resources in data analysis
  • 18% want to merge data by integrating their event tech systems
  • 14% want to invest in new data collection tools
  • 14% want to involve other organisational stakeholders for better data planning

With this in mind, EventTech Talk spoke to some of the industry’s well known event experts to find out what data management trends they’re currently seeing in the market and whether or not data is taking a more prominent role in the way organisations plan, market and manage their events.

Have a look at what they had to say:

Adam Parry, Editor, Event Industry News/Event Tech Live

I do agree that organisations want to start taking a more data-driven approach around their events.  But are they currently? Not entirely.  Our findings are that there is more data available to organisations than ever before – the problem is that there is a challenge to turn this data into action. Some of this is caused by the sheer volume of data.  The data is also being siloed in different locations without the ability to combine it for a top down overview.

There is certainly a trend towards more research and learning being done by organisations to better understand how they can take a more data-driven approach around their events.  We’re also seeing many event tech providers investing in APIs that allow their data to flow into an organisation’s chosen platform in order to get better insight.

Follow Adam Parry on Twitter: @punchtownparry

Tahira Endean, CMP/DES/CED – Event Producer, BC Innovation Council

Are organisations taking a more data-driven approach around their events? Slowly but surely, yes. We have to. Our stakeholders are looking for more quantifiable results. For marketing in particular, we now have so many tools which are both visible to the potential attendee and which work in the background to drive results in terms of registration and ticket sales. It just makes sense to use what is out there. Planning and running is very dependent on the organisation’s overall structure and technology evolution – if you are part of a larger organisation, it’s likely you have systems to tie into as well as use, and your appetite for technology spend will be higher than a boutique agency. Simple economics.

Will this change over the coming few years? Yes – as the ability to integrate more systems becomes less cumbersome and the world becomes ever more data-driven, so will our industry. As organisers demand things like real-time reporting, video fly-throughs of their events before they happen and analytics that prove the value of investment, it will require technology to tell this story in a meaningful way. They will be the ones who will continue to push these trends -and those who are not keeping up will be passed over for someone (or some organisation) who can do more than make a room look good.

Any event which has an app is already using data to create a more personal experience as participants explore their agendas, exhibitors and activities to determine how they will craft their experience. Incentive events which offer a range of reward options allow the ever- important choices and can use this data year over year to create more unique options. Understanding the trends around health, wellness and health apps and tying this into events is making it more personal and these can be woven into the overall experience. Following social media and allowing your event “stars” to be heard and seen is using shared data to make it more personally rewarding through social influence. Many are doing this based on earned knowledge and these are the events that will continue to be strong.

Follow Tahira Endean on Twitter: @TahiraCreates

Corbin Ball, Meetings Technology Speaker/Consultant/Writer, Corbin Ball Associates

Yes – finally, event technology companies are getting up to speed when it comes to the importance of data. The newer, more nimble cloud-based event tech tools are built with robust APIs and can work together more easily. Therefore, data collected from multiple sources can be combined and then sucked back into the attendee (client) profile history to better serve them in the future and improve events in general. Consequently, many companies are building out their analytic tools to more easily manage the data collected.

I think technology companies are especially good at using data effectively to run better and more personalised events. Some examples include Cisco’s Live events, Salesforce’s Dreamforce Conference and the MC2 Conference.

Follow Corbin Ball on Twitter: @corbinball

Would you like to take a more data-driven approach to the way you plan and manage your events?  Learn how organisations like Schroders, Haymarket, The Royal Statistical Society and The Liberal Democrats are making better use of their event data with this free eBook: The Event Planner’s Guide to Data Integration.

George Sirius, CEO, Eventsforce

Aside from performance measurement, the trend for personalisation is also driving a more data-driven approach to the way organisations plan and run their events. Attendees are increasingly expecting both the communication about an event and the live experience to be tailored to them in some way. And this is now possible through the endless choice of data capture tools that help organisations collect and analyse valuable information on their attendees – from registration systems and mobile apps to chatbots, social media and other more sophisticated event management tools.

It is important to note though that the more data you collect from events, the more essential it becomes to have a clear and defined strategy around data management – one that outlines exactly what data needs to be collected and how it will be used. Otherwise it’s a bit of a lost opportunity as you’ll end up with too much data and no time or resources to do anything useful with it.

Another important consideration is data integration.  We’re seeing a number of organisations integrating their tech systems together to consolidate their event data in one place. In fact, we’ve seen a steady increase in the number of customers working on integration projects over the past year and we expect this trend to continue as event planners try to automate their processes and make better use of their event data.

Follow George Sirius on Twitter: @georgesirius

Want to stay up to date on all the latest news and trends around event technology?  Sign up to the weekly EventTech Talk Newsletter here!

 

 

 

What Event Planners Need to Know About Europe’s New Data Protection Law

Posted on by Eventsforce

One of Europe’s biggest shake ups in data protection and privacy laws is coming into effect next year and event planners need to be prepared.  The new General Data Protection Regulation (GDPR) will apply to every organisation in the EU and ANY organisation holding data on EU citizens – regardless of their location.  It is a major global issue and one that is vital for marketers to learn about as ignoring it could lead to some very serious financial consequences.

Are your events ready for GDPR? Get your FREE eBook: ‘The Event Planner’s Guide to GDPR Compliance’, and learn what impact Europe’s new data protection regulation will have on event marketing, data management and event technology – as well as what steps event planners need to take now to get ready for the May 2018 deadline.

What Is GDPR?

The new EU General Data Protection Regulation (GDPR) was adopted last year, and will be directly applicable from 25th May 2018.  It’s seen as the most important change in data privacy regulations in 20 years and aims to give EU citizens more control over how their personal data is used.  Why is it happening? Well, the legislation that is currently in use was put in place before the Internet and cloud technology completely changed the way companies use data, and the GDPR aims to address that.   The EU also wanted to give businesses a simpler, clearer legal environment in which to operate in where they have to comply with one law, instead of 28 laws across different EU countries.

How Does GDPR Impact Events?

One of the key reasons as to why GDPR is coming into force is because of the exponential rate that data is now being collected. In the events industry, we use so many different data collection tools that help us gather and analyse information on attendees – from registration systems and mobile apps to surveys, social media and so on.  Events in particular also deal with highly sensitive personal data – from attendee names, contact details and employment information to gender, disabilities and dietary preferences. With data-driven marketing increasingly at the forefront of meetings and events, it is inevitable that marketers and event planners need to prepare before the new regulations come into place.

Any organisation that collects and processes data on European citizens falls under the new regulation.  So, if you are hosting events in Europe or your attendees are European citizens (regardless of where your events are taking place), then the new regulation applies to you.  Also, if you’re using some kind of event management or registration software that helps you capture and process data around your events, then GDPR will apply to your technology providers too (even if they’re based outside the EU).

What Are the GDPR Requirements?

You need to remember that the GDPR focuses on the rights of individuals over companies. But what exactly does it entail?  Have a look:

Consent: Event organisers will be required to obtain their attendees’ consent to store and use their data, as well as explain how it will be used. Consent must be active, affirmative action by the individual, rather than passive acceptance through pre-ticked boxes or opt-outs.  If this isn’t already part of your registration process, then it’s something you need to do.

Breach Notification: GDPR makes it compulsory to notify both users and data protection authorities within 72 hours of discovering a security breach. Failure to do so can result in heavy fines.  Learn more about what you should do if your attendee data does end up geting lost, stolen or compromised here.

Access: You must always be prepared to provide digital copies of private records to attendees that request what personal data your organisation is processing, where the data is stored and what it’s being used for.

Right to be Forgotten: EU citizens at any time will be able to ask you to not only delete their personal data but to also stop sharing it with third parties (ex. Suppliers, hotels, venues etc.) – who will also be obliged to stop processing it.

Data Portability: The new regulation states that individuals will have the right to transmit their data from one data controller to another. What this means for you is that upon request, you should always be ready to provide the data you have on your attendees in a commonly used digital format.

Privacy by Design: GDPR requires that organisations have to have data security built into products and process from the very start – this particularly applies to all the tech systems that help you gather and manage data on your event attendees.

Data Protection Officers (DPO): Some organisations that frequently monitor large amounts of data or deal with data relating to criminal convictions will also be obliged to have a DPO, who will be in charge of GDPR compliance. That means ensuring internal data protection policies are updated, staff training is conducted and that processing activities are always documented.

Read: Will GDPR Change the Rights of Your Attendees?

What Are the Penalties for Non-Compliance?

The consequences for non-compliance can depend on many things – how long the infringement lasts, the number of individuals who have been affected and the level of impact. Companies can be fined up to €20 million or 4% of their total annual turnover of the preceding financial year (whichever is higher) – that’s alongside any personal damage that may be claimed by individuals whose data has been compromised, and the personal liability of managers within your organisation.

Did you know that a data breach is essentially what can get your events into a lot of trouble under GDPR? Find out what you should do to prevent your attendee data from getting lost, stolen or compromised by getting your copy of ‘The Event Planner’s Guide to Data Security in a Post-GDPR World‘.

Some of you may remember how UK mobile operator TalkTalk was fined a record £400,000 for security failings which led to the theft of personal data of almost 157,000 customers in 2015.  IT Pro has stated that under the new rules, that fine would have amounted to £59 million – to put that in context, TalkTalk’s third quarter revenue last year came to £435 million. Similarly, Tesco’s banking business would have had to face a potential penalty of almost £1.9 billion for their recent data security breach if GDPR had been in full force.  Non-compliance really isn’t worth the risk.

What About Brexit?

According to Information Age, it has been confirmed that the UK will have to adhere to EU’s GDPR when it is officially implemented in 2018 – ten months before Britain completes its exit from Europe.  Surprisingly, however, research from Crown Records Management, has found that a massive 44% of businesses don’t think the regulation will apply to UK businesses after Brexit.

“For so many businesses to be cancelling preparations for GDPR is a big concern because this regulation is going to affect them all one way or another,” said John Culkin, director of information manager at Crown Records Management. “Although an independent Britain would no longer be a signatory, it will still apply to all business which handle the personal information of European Citizens.”

What Do Event Planners Need to Do about GDPR?

It’s easy to look at GDPR compliance as a technology initiative and not a business one.  But the reality is that even though it may be the responsibility of your IT and operations team to sort it all out, event planners need to know what they should and shouldn’t do and the rights of their attendees when it comes to collecting and processing their personal information. And although GDPR won’t be applied for another year, which may seem like a long time – in reality, it’s not.

You may be already planning around an event you’re hosting next year and if your attendees are coming from Europe, then you need to make sure that you have the proper processes in place.  Find out what data you store and process on European attendees so that you can figure out what kind of data needs to be protected under the new regulations, and what falls outside its remit. Find out where all this data is stored, how it is transferred from one system to another (or one server to another), what systems are used and how your technology providers are also processing, storing and securing the data within their own organisation and servers. If data is stored outside the EU (e.g. on cloud servers in the US), you may need to put additional contractual controls in place.

Finally, implementing changes will be a team effort with all the key people in your organisation aware of these new requirements and procedures.  So, make sure everyone is on board and understands the importance and consequences of making the new changes.

Need help tracking and managing consent on event websites and registration forms?  Eventsforce offers a comprehensive set of event management solutions, services and expertise that can help support the event planner’s journey to GDPR compliance – from audit trails and consent management to anonymisation of personal information and data security.

For more info, please click here or get in touch: gdpr@eventsforce.com

Resources:

Life Hacker: GDPR Essentials – What You Need to Know

IT Pro: What is GDPR – Everything You Need to Know

eBook: The Event Planner’s Guide to Data Security in a Post-GDPR World

Infographic: How Important is Your Event Data?

Posted on by Eventsforce

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Technology is always pushing the boundaries of how we plan and run our events. From simple registration systems to complex event management tools.  From social media and mobile apps to networking and engagement tools.  As the significance of all this event tech continues to grow for our industry, so does the importance of managing all the data we get from our events.

Event data is incredibly valuable – the more you make of it, the more valuable it becomes.  But what kind of data should organisations be collecting from their events?  Which event tech solutions are the most effective?  How is this data being used and can it really help with event success?

Read: How to Collect Valuable Data from Events

Last month, we conducted a study with over 120 senior event planners in the UK and the U.S. to answer some of these key questions, as well as get some important insight on the current opportunities and challenges around data management in the events sector.  The results have been very interesting.

Here are some of the highlights:

  • 3 out of 4 event planners said calculating ROI and measuring event success was the 1 reason they collect data from events
  • Attendee/exhibitor/sponsor feedback, number of registrations and actual attendance rates are the top 3 data metrics for measuring event success
  • Online registration systems, online surveys and event management software are seen as the top 3 most effective data collection tools for measuring event success.
  • Only 16% feel they’re on top of their data reporting and analysis
  • More than 50% of respondents felt it was difficult to consolidate all their event data as most of it was dispersed across different systems.
  • 70% plan to make improvements to their data strategy in 2017 by investing more time and resources in data analysis & reporting, integrating tech systems, investing in new data collection tools and involving other stakeholders for better data planning

For a more comprehensive look at these results and some of the other findings from the Eventsforce ‘How Important Is Your Event Data’ study, have a look at the infographic below:

How Important is Your Event Data_Infographic

If you’d like to know more about the Eventsforce event management solution or just want to have a quick chat about how technology can help with your event data management needs, please get in touch here.

8 Time-Wasting Habits Event Planners Should Quit

Posted on by Eventsforce

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Time.  It’s the event planner’s most precious commodity and yet it is also one of the main challenges of organising any type of event.  Most of us feel that we simply don’t have enough of it.  Yet somehow, we keep calm and carry on.  It’s no wonder event planning is ranked as the fifth most stressful job in the world! Working in events is not something that everyone is cut out to do.  Determination, experience, good communications and creativity are all essential skills for success in the job. But good time-management is even more important.

Read: 8 Steps to Wellbeing for Event Planners

Many of us today use all sorts of technology tools that help save time in planning and managing events. From event management systems like Eventsforce to event apps, engagement tools, marketing automation, analytics and so on. No one can dispute the countless benefits these systems bring in terms of time management.  They help us to connect, perform, improve and leverage our resources – a lot faster than what was once imaginable.

But let’s not forget about the human factor. Effective time management is a personal thing too. And most of us don’t get it right all the time. Whether it’s procrastination, personal distractions or tasks that take up a lot more time than they should, there are many things that waste our time every day.  And wasted time means rushed deadlines, a work-life imbalance and more stress and anxiety.

Have a look at the eight things you need to stop doing now to make better use of your time:

Bad Habit #1: Complaining about Time

We’re all a little bit guilty here.  We talk to colleagues, partners and suppliers about how much work we need to do in so little time. If you’re in the habit of complaining about time, it may be time to break the habit. And the easiest way of breaking any bad habit is by replacing it with a new positive one. Instead of focusing on your lack of time, be more vocal about what you do have time for.  If you value your time, others will do the same and you’ll see that it will not only have a positive impact on your productivity but everyone else’s too.

Read: 10 Signs Event Planning is Burning You Out

Bad Habit #2: Quick Internet Breaks

How often do you get the itch to quickly check the news or have a look at your phone to check Twitter or Facebook in the middle of a task? According to Forbes.com, research has shown that it takes 15 consecutive minutes of focus before you can fully engage in a task.  After that, you fall into a euphoric state of increased productivity – which apparently makes you five times more productive that you otherwise would be. Taking a mini-break to surf the Internet pulls you out of this state, which means you’ll need another 15 minutes to get back into it.  You do this enough times, and you’ll go through a whole day without experiencing the focus you need to get the job done. If these mini surfing breaks are essential, give yourself set times to do them in.  You can also use a tool like Pocket, which can save your ‘finds’ to access and read later on at a time that won’t impact your work.

Bad Habit #3: Multi-Tasking!

This may sound like the last thing an event planner should do but multi-tasking is a real productivity killer. According to research at Stanford University, multitasking has been proven to be less productive than doing a single thing at a time.  Why?  Because our brains lack the capacity to perform more than one task at a time successfully.  We may think we’re multi-taskers, but what we’re actually doing is shifting back and forth from one task to another, such as writing an email, then doing a conference call, then back to email and so on.   The research also found that people who multi-tasked a lot and believed it boosted their performance, were actually worse at multi-tasking than those who liked to do a single thing at a time. It seems they had more trouble organising their thoughts and filtering out irrelevant information – they were also slower at switching from one task to another!

Bad Habit #4: Responding to Emails as They Arrive

Emails can be the source of constant interruption and this will affect how well you work with the time you’ve got.  Put aside specific times for checking your email, such as first thing in the day, right before or after lunch or right at the end of the day.  Unless it’s urgent, avoid checking emails outside these set times as it will definitely distract you from your high-priority work, especially when things are busy. You can also use features in your email software that allow you to prioritise messages by sender – so you can set alerts for your important suppliers and vendors and save the rest for your allocated email time.  You can even set up an autoresponder that lets senders know when you’ll be checking emails again.

Save time, cut out admin work and do more with your event data with this FREE eBook from Event Industry News and Eventsforce.

Bad Habit #5: Putting Off Harder Tasks

You have to remember that our mental energy has limits.  When this energy is exhausted, time-management, productivity and the ability to make good decisions decline rapidly. When you put off tasks till late in the day (because they’re difficult, boring or intimidating), you are saving them for a time when you’re at your worst. Take on these tasks in the morning when your mind is fresh and you’ll spend less time getting them done.

Bad Habit #6: Unrealistic To-Do Lists

Ticking things off your to-do list can feel good because it gives you a sense of accomplishment.  But is it really the most productive way of doing things?  Apparently not. We regularly underestimate how long something will take us and we forget to factor this in.  Setting unrealistic expectations with never-ending to-do lists can lead to frustration, exhaustion and a feeling that you’re not accomplishing anything. Prioritise your tasks from most important to least important and for each task on your list, figure out exactly how much time you need to get it done. If you set a deadline for yourself, then this will help you avoid procrastination and ultimately work more effectively in the time that you have.

Bad Habit #7: Unproductive Meetings

Meetings take up a big part of your time. Well, according to Forbes, ultra-productive people avoid meetings as much as humanly possible.  They know that a meeting will drag on forever if they let it, so whenever they have one, they inform everyone from the start that they’ll be sticking to the intended schedule.  This sets a clear limit that encourages everyone to be more focused and efficient with their time.  When you are running meetings with your colleagues or suppliers, take five minutes beforehand to decide what it is you want to achieve.  This will help you stay focused on your goals.   Take another five minutes afterwards to check the results.  You can also make better use of time by creating boundaries for these meetings, such as keeping laptops closed (unless needed), not checking phones and making sure everyone participates and provides an opinion at the end of the discussion.

Bad Habit #8: Saying ‘Yes’ to Everything

Yes, it is mostly your responsibility and the work does need to be done.  But saying yes to everything will load up your plate to a point where it becomes unmanageable because there simply isn’t enough time.   Try to take on additional tasks when you know you have free time or that the task at hand will help you meet your goals.  Figure out what the task involves before you say ‘yes’ and you’ll avoid neglecting other tasks that may be more important.  If you feel it isn’t a priority, don’t be worried about saying ‘no’ – people tend to instinctively respect those who can say no.  And if you don’t like the confrontation, you could try saying something along these lines – ‘I’ll be able to work on it once I finish doing XXX’ or ‘It would be great if I could do this another time, as I would like to focus my energy on what I’m doing now to get the best results’.

Conclusion

Some of these bad habits may not be such a big deal, but they do add up.  As an exercise, track the time you spend doing different tasks using an app like Toggl.   Look at the time you and your team spend meeting venues and suppliers, dealing with emails, setting up event websites, managing registrations and attendee inquiries, copying data, reporting and so on. You don’t need to do it all the time – use a set timeframe for your exercise.  Knowing how much time you spend working on different tasks will put you in a better position to figure out what you’re doing right and where there’s ways to improve.

Are there any other bad habits you can add to this list?  Please share and let us know – we’d love to hear your comments.

Want to be a tech-savvy event planner? Sign up to the weekly EventTech Talk newsletter here and get updates on all the latest technology trends, discussions and debates shaping the events industry today

Sources:

https://www.forbes.com/sites/lisaquast/2017/02/06/want-to-be-more-productive-stop-multi-tasking/#5360b75a55a6

https://www.forbes.com/sites/francesbooth/2014/08/28/30-time-management-tips/#676a6bfb75e5

https://www.forbes.com/sites/travisbradberry/2017/01/31/eight-bad-habits-you-must-break-to-be-more-productive/2/#24c49dc25a80