New eBook: The Event Planner’s Guide to GDPR Compliance

The events industry needs to pay attention to Europe’s changing data protection laws or prepare to face the consequences.  A new eBook by Eventsforce, titled The Event Planner’s Guide to GDPR Compliance, explains why the events industry has to start taking responsibility for the upcoming General Data Protection Regulation (GDPR), its impact on event marketing, data management and event technology and what steps event planners need to take now to get ready for the May 2018 deadline.


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Why Is GDPR Compliance Responsibility of Event Planners?

GDPR will come into effect on 25th May 2018 and will apply to any organisation that collects and processes personal data on European citizens or residents. So, if you are hosting events in Europe or your attendees are European citizens (regardless of where your events take place), then the new regulation will apply to you.  And if you’re using some kind of event management or registration software that helps you capture and process the data around your events, then GDPR will apply to your technology providers too – even if they’re based outside the EU.

Is it a big deal?  Yes, because GDPR is going to change the way you collect and process personal data through things like registration forms and mobile apps. It’s going to impact how you use that data for marketing and personalisation. It’s also going to impact the measures you have in place to keep that data safe. And though you’ll be right in thinking that compliance is something that will be dealt with by your IT, legal, operations or marketing teams, the reality is that the responsibility for the new regulation does not stop there.  And that is because many of the things event planners do today can put their organisations under serious financial risk with GDPR:

  • Using pre-ticked consent boxes and vague opt-outs within registration forms and apps
  • Not having the proper processes and systems in place that store consent
  • Not being able to access or delete the data you hold on people – quickly, at no cost
  • Sharing delegate lists freely with venues, speakers and other attendees
  • Not paying attention to the data freelancers and temp staff have access to
  • Emailing unsecure spreadsheets & leaving unattended registration lists on-site

The consequences of these actions are huge compared to current data protection regulations, especially if the data gets into the wrong hands. And though people aren’t fully aware of their rights yet, they will be.  And once they are, the enquiries will start to come.  As will the lawsuits.  It is therefore important that event planners understand exactly what they should and shouldn’t do under GDPR – so that they can then figure out what changes they need to make around collecting and managing the personal information of people that come to their events.

eBook: The Event Planner’s Guide to GDPR Compliance

GDPR presents some big challenges to the events industry, but it also brings some big opportunities too. The ‘Event Planner’s Guide to GDPR Compliance’ eBook gives a simple overview of what GDPR actually means for event planners, what changes it will bring about compared to current regulations, the rights of attendees, the risks of non-compliance and the consequences of BREXIT.

It also provides insight on how GDPR will impact event marketing, data security and event technology, as well a step-by-step guide on what event planners need to do now to meet the May 2018 deadline.  Highlights include:

Event Marketing Under GDPR – One of the major changes for event planners with regards to GDPR compliance will be the conditions of consent – this will have a profound effect on the way we currently use personal information to build mailing lists and push the marketing activities we do around events.  The eBook covers the topic through a Q&A that provides answers from experts on some of the most common questions event marketers have about GDPR.

Data Security Under GDPRData security is another issue that becomes more of a priority under GDPR.  Organisations will have to show that they’re doing their best to protect the personal information of individuals to minimise the chances of it getting into the wrong hands. The eBook exposes a number of important vulnerability areas that event planners should be putting greater attention to and what they need to do in the case of a data breach.

Event Technology Under GDPR – GDPR regulations require compliance both by the company hosting an event and by the event tech companies that process data on their behalf (ex. registration systems, mobile apps, surveys, networking tools etc.). The eBook explains why event planners dealing with non-compliant vendors can pose a big financial risk to their organisations.  It also outlines the important questions planners need to ask tech suppliers to ensure they’re fulfilling their legal obligations.

What Steps to Take to Prepare for GDPR – A simple nine-point checklist which highlights the key steps event planners need to take to prepare for GDPR, based on advice published by the UK’s Information Commissioner’s Office (ICO). Highlights include how to create awareness about the new regulation across your team, how to run a data audit to assess what needs to be done with all the personal data your systems hold on people, as well as guidance on managing consent boxes within forms.

The eBook also highlights the opportunities that GDPR brings to the events industry.  It looks at how compliance will give organisations the chance to show that they’re dealing with personal data in a transparent and secure way.  This will help them build a new level of trust with attendees and customers, which will be key in deciding which organisations people choose to deal with in the future.

To get a FREE copy of the ‘Event Planner’s Guide to GDPR Compliance’ eBook, please click here.

To learn more about Eventsforce and how it can help events with GDPR compliance, please contact one of our team at gdpr@eventsforce.com


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