Category: Data Management

Top Cyber Safety Measures for Your Virtual Events

Top Cyber Safety Measures for Your Virtual Events

Since the start of the COVID-19 pandemic, virtual events have become very popular. They are one of the most effective (and only) ways for conferences, concerts, meetings, and other events to occur safely while transmission remains a risk. Unfortunately, however, it seems cyber criminals have also picked up on the popularity of virtual events and have  begun exploiting them as a method to breach the security of event participants.

Many Zoom users, for example, have experienced “Zoom bombing” in recent months, where random, unwarranted meeting attendees hijack calls to mess with or disrupt its participants.

As an event planner, it is vital to pay close attention to these types of security issues and follow the kind of safety tips that keep your virtual events safe and secure for attendees.

Related eBook: The event planner’s guide to data security

Here are four tips to keep your virtual events cyber safe:

1) Control Who Can Access the Event

One of the first rules of thumb for virtual events is knowing exactly who is participating. Just like you would for an in-person event, it’s important to understand how many people will be attending, who those people are, and also prevent the attendance of unwanted or out-of-place attendees.

In order to do this effectively, there are a few proactive measures you can take that will coincide with planning the event and sharing the details to attendees. One of these is ensuring you manage registrations for the event. Whether you opt to use a dedicated registration system or one that’s integrated with your virtual platform, making pre-registration necessary will help to control who is able to attend the event and will limit risk of hijacked events.

With that said, be sure to only share the online event link once an attendee is registered. Do not create public events and share the web link across social media channels, advertisements, or other publicity channels, as this can often encourage unsolicited and malicious participation. Some platforms allow you to use a password or other authentication requirement for attendees to access the event. However, avoid using a Personal Meeting ID (PMI) for events open to those outside the organisation. A PMI is basically one continuous meeting, so once an attendee has access to your PMI, they can enter any of your future meetings. Be sure to instead use a random meeting ID.

Once your event has begun, lock the event at a specific and clearly-stated time to restrict unwarranted access—just be sure to communicate this time to your registered attendees well in advance!

On-Demand Webinar: How to choose a virtual event platform

2) Communicate Cyber Safety Best Practices to Attendees 

Studies have found that approximately 90% of data breaches occur due to human error, so it’s also important to communicate cyber safety best practices with your attendees too.

Many of these precautions are quite simple to act upon – but are often forgotten by those who aren’t made aware of them. You may find it helpful to send out a reminder email including these safety measures to your participants ahead of the event time.

One important precaution to include is to use a private Wi-Fi network, rather than a public one. Public Wi-Fi networks, which are often sources of free Wi-Fi at shopping malls, hotels or restaurants, often make it easy for hackers to position themselves between you and the access point. Though many people don’t realise the dangers of connecting to public Wi-Fi networks, it’s important to know that anything you do on a public network isn’t secure.

It’s also important to encourage participants to download and be up-to-date on antivirus software and/or firewalls. Antivirus software is a program or set of programs that are designed to prevent, search for, detect, and remove software viruses and other malicious software, whereas a firewall can help protect your network by filtering traffic and blocking outsiders from gaining unauthorised access to the private data on your computer. These tools can be incredibly useful in detecting and preventing cyber threats.

Finally, discourage participants from accepting any unsolicited chat requests from people with suspicious profiles during the event, especially if they ask for any sort of personal or company-related data or information. Should these types of instances occur, have participants immediately report the occurrence to the event leader or meeting host.

3) Strengthen Network Security Ahead of Time

Network security is another issue when running virtual events. As CSO Online defines it, “Network security is the practice of preventing and protecting against unauthorised intrusion into corporate networks… it complements endpoint security, which focuses on individual devices; network security instead focuses on how those devices interact, and on the connective tissue between them.”

To put it simply, network security focuses on the protection, detection, and reaction as it relates to company security. This includes protecting and securing external network access, which can help secure devices, regardless of location. This is especially important for virtual events, which likely have participants logging in from all over the country or even the globe.

Network security methods include access control (where the administrator can block unauthorised users and devices from accessing your network), mobile device and wireless security, as well as data loss prevention.

Make sure that the organisation hosting the event has secure network options in place, which will help to ensure event security on all fronts.

4) Deter and Manage Any Disruptive Activity

Although the tips we’ve mentioned so far should help to prevent key safety concerns throughout the course of your virtual event, it is important that cyber security is continuously monitored throughout the course of the event to ensure safety has not been compromised.

Your meeting host or a designated participant should monitor the active list of attendees to monitor for any unwarranted or unknown attendees that aren’t reflected on your event’s registration list.

Depending on your event, consider disabling features that allow attendees to present their desktops or interject without being called upon. This can greatly reduce the ability of an inadvertent or malicious disruption.

Finally – if at all possible – try to limit event participation. Large events can more easily attract malicious participants intent on sabotaging your event and can also be more difficult to monitor for suspicious activity.


Although such incidents are rare, these are some of the risks that event creators should consider before their events – especially as virtual events (or events with some virtual element) are going to be around for some time. Use the tips above to ensure your events’ safety and keep you, your participants, and the organisations involved safe from cyber threats.

Enjoyed reading this post?  We have plenty of COVID-19 related resources on our blog which event planners may find useful right now. You can also sign up to our weekly newsletter for tips, updates and research reports on all the latest event trends.




8 Reasons Conferences Invest in Abstract Management Software

Why conferences and events invest in abstract management software

Whether you are running a multi-day virtual conference or making plans for your association’s annual meeting next year, you know how critical it is for you to find great topics and speakers. It can have a huge impact on registrations and an even bigger impact on how well your event is perceived.  However, managing speaker and abstract submissions for your conference is complicated enough when everything goes according to plan, let alone when it’s rushed, or hasn’t been carefully thought through.

This is where abstract management systems can help.

If you are not yet using an automated platform, here are 10 reasons why it’s good to invest in the software and increase your event engagement and ROI.

1. Increase the Volume of Submissions

If you want to increase abstract and speaker submissions for your virtual or in-person conference, then you need a system that makes it easier for people to submit content. If the process is complicated, then it’s only going to put people off. If you rely on handwritten notes or spreadsheets that quickly go out of date, it’s going to take more of your valuable time and resources and is unlikely to give you the results that you want.

If you use a dedicated abstract management system a lot of the pain goes away and opportunities start to appear. You can source great speakers and content for your programme with mobile-responsive tools that make it quick and easy for people to submit their abstracts online wherever they are.

For example, some systems like Eventsforce Abstracts allow you to send personalised invitations to engage audiences and encourage papers. Easy-to-navigate forms with clear submission guidelines simply the process for people – while allowing them to submit multiple abstracts at the same. They also have tools that simplify the process of making complex, scientific abstract submissions (images, tables and formulae). These are just some of the things you can do to increase the volume of submissions.

2. Improve the Quality of Your Event Content

The abstract process is important because it offers the opportunity to showcase new research in the event’s relevant field. By sourcing cutting-edge and diverse research, you’re more likely to attract the right attendees and get them to come again the following year.

By using abstract management software, you greatly increase the chances of attracting more submissions and then you can decide which are the best. After all, by using the software it’s easy for you to set your own abstract topics and submission parameters. You can also customise and capture information in the format you want. This makes comparing abstracts less time consuming. Employing consistency through use of the system will help improve the quality of the content too.

3. Engage More Abstract Reviewers  

To attract the right speakers, conference organisers typically ask members of their community to submit proposals 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.

Reviewers are absolutely critical to your success. You can make sure that they are engaged and doing the best possible job for you by making their life easier through using an abstract management system. For example, you can assign topics and tracks they’re responsible for. You can give them a wide range of scoring tools.  You can also make it easy for them to review submissions securely online – anytime and on any device. Plus you can give your reviewers the flexibility to save their work and return to it at a later date.

4. Monitor Progress in Real-Time

Monitoring progress in real time is something that the software can help you with. You can stay on top of how many abstracts are coming in, which submissions are incomplete and which stream areas are doing better than others.  Having such a system will identify potential problem areas and help you assess the best way of addressing them. For example, too many submissions in one topic area (over others) may indicate that the topic description is too broad. Based on this information, you may decide to sub-categorise and create new sub-topics instead.

5. Save Time Managing Conference Programmes

Using abstract management software can greatly ease your time burden and make you more productive, by reducing your workload and making the process a lot easier to manage.

For example, with Eventsforce Abstracts, you can use an intelligent programme management tool to link selected abstracts to sessions and build your event’s agenda without the need for complex spreadsheets. You can make quick changes to abstracts, presentation time slots, speakers and room allocations and publish them automatically on event websites, registration forms and virtual event platforms. This provides you with peace of mind that the information attendees see is always accurate and up-to-date.

The same applies with publishing abstract books and posters.  The system will allow you to easily export all your data to your abstract book or poster publishers through an open API. This ensures that your publishers will always see the most up-to-date information. It gives you the flexibility to make changes as needed and from wherever you happen to be.

By automating important time-consuming tasks, the technology will help you focus your efforts on the more critical aspects such as calling for abstracts and briefing reviewers.

6. Improve Your Results by Analysing Data   

When data is so important to help you: learn what’s working, what appeals to delegates and what’s on topic, it is essential that you have software that helps you with your decision making. Data helps you refine and improve your future events.

Abstract management solutions allow you to build a central database across all your events so that you can get the insight you need for event success. You can discover more about popular topics, reviewers, speakers and attendees with reports on abstracts per topic, registrations, session selections, attendance, revenue and more.

Data can be monitored across multiple events or used for making year-on year comparisons so that you can easily track the growth of your events over time. These reporting tools can save organisers a lot of time too.

7. Meet GDPR Requirements  

Another business reason for investing in an abstract management solution is to ensure that you meet data protection requirements such as the General Data Protection Regulation (GDPR).The EU legislation came into effect in May 2018 and has since had a profound effect in the way organisations collect, process and look after peoples’ personal information.

Consequently, event organisers have become a lot more aware of what personal data they collect, where they store this data, what they use it for and more importantly, how this data is kept safe. All of this applies to the process of abstract management. After all, you are dealing with the personal details of submitters and reviewers. Using the right kind of solution can make a big difference to the security of your event data and provides you with the assurance that you are compliant with the requirements.

eBook: The Event Planner’s Guide to GDPR Compliance

8. It’s Not Just About the Tech

If the software you decide on is going to save you time and money, you need to make sure that it delivers on that promise. If your board members are asking if the system is helping you meet the objectives your organisation has set, you need to have an answer. Otherwise, where’s the ROI?  Remember, you don’t want technology to create more work for you. You want it to make things easier. You want it to cut admin work and save you time. You want it to be flexible enough to meet your changing needs – today and tomorrow.

But it’s not just about technology. It’s about people too. Whatever system you decide to use, it is important to choose a tech vendor that you are happy to work with. A vendor that, provides the consultancy and support you and your team need around your events. Having a technology ‘partner’ who understands your goals, listens to your feedback and works closely alongside you around all your events will also ensure you always get the most out of your technology investment.

Are you looking to integrate abstracts into your virtual conference programme?  Our solutions can simplify the whole process of submitting, reviewing and publishing abstracts and posters. Get in touch with the team and see how we can help.



Look at Your Event Data Now to Run Better Events in the Future

COVID 19 Look at Your Event Data Now to Run Better Events in the Future

There is no denying that COVID-19 has turned the world of events upside down.  Many event planners are facing the difficult decision to cancel or postpone their events.  And many are moving to uncharted territories like virtual events.

The current situation is also changing the way organisers spend their time.

A new research study conducted with more than 550 event planners last month found that a large majority of organisers are now spending more time researching new ideas and focusing on tasks that can help them become more competitive in the future.  As well as doing things like making improvements to their planning and marketing processes, the results showed that nearly 40% are spending this time to look at their event data.

Why?  Because event data is incredibly valuable. And using this time to ‘get your data fit’ can bring enormous business opportunities for your organisation – regardless of whether you’re running virtual, hybrid or live in-person events.

Why is Event Data So Important?

Event data is essential in helping planners and organisations understand exactly what happened at their events and how they can improve things in the future. Whether it’s measuring attendance or figuring out which sessions people found most engaging – event data can be incredibly valuable.

Despite its importance, however, many planners find it difficult to manage all the data they collect from events.  In fact, research shows that more than 8 in 10 event planners see data management a consistent and growing challenge.

This is not an issue that is going to go away for organisers either – especially when it comes to compliance, reporting and analytics and the abundant use of tech tools that help them collect an enormous amount of data on their events and attendees.

Understanding how to use event data strategically is also becoming an important skillset for event planners too – the latest ‘State of Event Technology Report’ from EventMB shows that more companies are now looking at data skills in senior event management positions.

And of course, we can’t ignore the importance of data in this current climate, especially for those running virtual events.  Having the ability to look at the data you’ve collected from your past events will be critical in understanding what your audiences want from your virtual events and making them a success.

Related read: How event planners can use this time to stay competitive

What Are the Benefits of Good Data Management?

Using this time to analyse your event data, improve processes and put together an effective data management strategy can bring enormous benefits to your organisation:

1) Measuring Success – Event data can provide organisers with the metrics they need to measure the performance of their events. From the feedback you get in surveys to registration numbers, attendance levels, app engagement and revenue.  Having the right processes in place to collect, manage and report this kind of data helps you figure out whether your events are meeting expectations and if they are in line with your organisation’s overall goals and objectives.

2) Engaging Attendees – Personalisation is driving a more data-driven approach to the way organisers plan events as attendees increasingly expect both the communication of the event and the live experience to be tailored to them in some way. Organisers can use the data collected from attendees to capture their views and opinions, build profiles and tailor their experiences to build engagement and loyalty.  This can also be an important competitive differentiator for events.

3) Making Improvements – Event data can be critical in identifying key lessons and take-aways to determine goals, activities and content for future events. Tracking attendance and engagement levels around sessions can help assess popular topics and speakers for next time. In the same way, understanding that networking was the main reason people attended the event may push you to introduce networking tools and meeting rooms to facilitate conversations with like-minded attendees.

4) Boost Marketing ROI – Event data is a goldmine for marketers. Did a particular session generate a lot of leads for you organisation? Are those people attending events the same ones who engage with your other marketing activities? By implementing the right tools and strategies on data collected around events, organisations can get a much bigger return on their event marketing investments.

5) Generate Sales/Membership – Sharing event data with your sales department or membership teams can bring monetary value to your organisation.  Knowing who showed up at an event, what sessions they attended and who they engaged with helps your stakeholders stay up to date with important customer/member/lead information.  It will also make it easier to assess what value event activities actually bring to the organisation.

6) Meet Compliance Requirements – The frequency of high-profile data security breaches is shaking up people’s trust in the way organisations manage their personal information. Organisations also need to meet stringent data protection regulations like the EU GDPR, which means organisers need to be savvier in what personal data they collect from events and how that data is used. With a clearly defined data management strategy, you can meet compliance requirements and show attendees you’re using their information responsibly.

Conclusion – Get Fit For the Future

Use this time to analyse past events.  Dive into the data held in your event management system and understand your delegates more.  Look at what worked, what didn’t.  Look at where you made money from your events and more crucially, where you didn’t.

Get your team involved and help them understand why data management should be an integral aspect of all event planning activities. Put time aside to assess your data needs at the beginning and end of each event. And make sure you get your tech providers involved – they’re always there to help.

Remember, following good data management practices can only be a good thing moving forwards.  It will offer you that golden opportunity to learn what people actually want from your events.  It will help you build trust and loyalty with your audiences.  And ultimately, it will help your organisation succeed and grow.

Want to use this time to get more value from your event data?  Not sure where to start? Join our webinar next week!

Would you like similar articles delivered to your inbox? Why not sign up to our weekly EventTech Talk newsletter for tips, analysis and research reports on all the latest technology and marketing trends shaping the events industry today.


Eventsforce Brings Self-Service Check-In to Scottish Events

Eventsforce Brings Self-Service Check-In to Scottish Events Industry

As an event planner, you’ll know what a logistical nightmare printing and scanning delegate badges can be. Yet getting it right is so important as it can have a huge impact on first impressions when people arrive at an event.

Eventsforce will be at this month’s EVENTIT 2020 show in Scotland to showcase its self-service check-in solution which helps organisers cut down registration queues and offer attendees a more efficient way to scan and print badges on-site.  The event, which is taking place on the 19th March at the Edinburgh Convention Centre, is set to gather more than 800 meeting and event professionals and over 80 exhibitors from across the country’s MICE supply chain.

Organisers attending the show will be able to get a hands-on demo of the Eventsforce Kiosk check-in solution at stand D4, as well as meet the team for a chat about their event tech requirements and the impact of important industry trends such as data management, personalisation, regulatory compliance and data security. Attendees will also be able to get a copy of a new industry eBook ‘The Event Planner’s Guide to Good Data Management’, which helps organisers get more value from their event data.

The topic will also be covered by Ian Webb, Head of Business Development at Eventsforce, in a panel session, titled ‘Is Event Tech a Hindrance or a Help?’.  The session, which is part of the show’s broad education programme featuring five workstreams and over 40 workshops, will take place at the Tech Talk stage between 2:00-2:30pm.

The organisers of EVENTIT 2020 have also partnered with Eventsforce to provide its awards management software for the 4th Annual E Awards ceremony taking place at the Edinburgh Corn Exchange in June.  The platform will help automate the entire awards submissions and selection process, which features 18 different categories celebrating the achievements of business events, festivals, event professionals, venues, students and industry suppliers.

For more information on EVENTIT 2020, please visit:

To schedule a meeting with the Eventsforce team at EVENTIT 2020, please email:

Want to stay up to date with event tech? Sign up to our weekly EventTech Talk newsletter for tips, analysis and research reports on all the latest technology and marketing trends shaping the events industry today. 





What Event Planners Need to Know About 5G Today + 4 Other Tech Stories to Read

What event planners need to know about 5G today

Want the lowdown on all things event tech? In your inbox, every week

In this month’s round up of top tech stories, we look at how important data protection and data security has become for event planners two years since the introduction of GDPR. We also look at some cool new tech tools, including short-range projectors and a VR solution that makes venue site-inspections a lot more practical (and less expensive!). Finally, we look at why traditional event chatbots may be a thing of the past and some of the other practical treats 5G and AI have in store for us for events in the future.

Have a look at the top event tech stories you don’t want to miss:

M&IT: Has the Events Industry Grasped Data Protection After 2 years of GDPR?

Data protection regulations got serious back in 2018 when the European Union enforced the stringent General Data Protection Regulation (GDPR) law, meaning the way companies collect, process and protect the personal information of EU citizens changed forever. And while some event planners are still struggling with GDPR compliance, it seems the regulation has brought about a number of positive changes to our industry, especially with regards to event marketing, data management and data security.  The article highlights how events are now also starting to promote their data protection credentials a lot more than before in an effort to show attendees that they can be trusted with their most valuable asset – their personal information.  Read more.

NEW eBook: The Event Planner’s Guide to Good Data Management

MeetingsNet: 5G Broadband – What Event Planners Need to Know Right Now

5G is set to significantly change how content is delivered and consumed at events and conferences, but according to this article, planners must address technical and logistical considerations to make the most of the bandwidth that will soon be at their disposal. One suggestion is to ask venues if they already have 5G antennas in their largest meeting and pre-function spaces to handle the needs of a lot of people.

Another thing to account for is that 5G burns mobile-phone battery power more quickly than 4G, so additional charging stations might have to be provided. Planners could also mention this in pre-event materials and encourage attendees to bring their own power banks for on-the-go-recharging. Read more.

Related reading: Top Wi-Fi Considerations for Event Planners

Event MB: 5 Tech Trends from CES That Will Impact Events

The team at EventMB do a good job here of putting together some of the most relevant tech news that came out of this year’s Consumer Electronics Show (CES) – especially those that are set to change the way people experience events in the future.  For example, the article suggests there will be a move away from using traditional chatbots at events and more focus on tech like Samsung’s latest evolution of smart assistants – humanoid AI chatbots that act like Siri or Google Assistant but actually learn and display emotions. The interface provides a much smoother and human-like experience with lighting speed responses, making it more palatable for events (having a helpful chatbot can also mean saving thousands in extra staff!).

Another trend is 5G as planners resistant to using engagement tech for lack of reliable or affordable Wi-Fi will now be able to engage with an incredible amount of data transfer. Want to beam in a hologram speaker? Easy. Want to create some amazing AR activation? Done. Other notable trends in the article include the emergence of cool new short-range projectors, interactive screens and the use of voice-assistants.  Read more.

MeetingsNet: VR-based Venue Site Inspections Take Another Step Forward

It seems Virtual Reality technology is making site inspections more robust for event and meeting planners after the launch of the XR Event Planner from Accenture and Qualcomm Technologies. The VR technology solution places event planners and hotel sales staff side-by-side in a virtual reconstruction of an event space, allowing them to remotely envision and configure the layout in real time. InterContinental Hotels Group is the first hotel company to partner with the two technology firms to test-drive the tool with organisers interested in viewing the event space at the InterContinental Los Angeles Downtown.

The pilot program recreates the venue space in three dimensions, including accurate reflections of architectural features, layouts, lighting, carpet design, table settings, and fabric patterns. Users can modify room layouts by toggling between table and chair configurations, stage placements, decorations, and lighting as they all collaborate remotely and add notes for colleagues or for the hotel’s set-up personnel.  The solution could shorten the time frame between a planner’s first inquiry to a property and signing a deal to hold a meeting there and decrease cost associated with bookings events. Read more.

Corbin Ball: Artificial Intelligence – The Upcoming Impact on Events

AI is set to become the most significant technology change agent of the 2020s.  According to event tech expert, Corbin Ball, the technology is already making steady inroads in our industry with many innovative solutions now available in the market.  One of the examples cited in the article include Wordly, a simultaneous interpretation system that uses AI voice recognition to instantly translate an event presentation into 15 languages.  Another is TrackMany which uses iPhone cameras as facial recognition data collectors to anonymously track a range of attendee demographics.  Other tools include AI-powered matchmaking tools and content aggregators that use AI to deliver more personalised content to event audiences. Read more.

Would you like similar tech round-ups delivered to your inbox each month?  Why not sign up to our newsletter for tips, updates and research reports on all the latest event and marketing tech trends shaping the events industry today.

Top 10 Most Popular Stories on Event Tech Talk

Top 10 blogs on Event Tech Talk

Want the lowdown on all things event technology? In your inbox, every week

Event technology has fast become a critical aspect of all event planning activities over the last few years.  Knowing what technology to use and what value it should bring to events and attendees is something organisers can no longer ignore. Despite its importance, however, new research has found that only 48% of event planners see themselves as tech-savvy.

More worryingly, perhaps, is the fact that less than one in two say they have limited skills to make confident, informed decisions around their event tech investments – despite holding responsibility for it in majority of organisations.

The stats also show found that as well as limited tech skills, 75% of event planners struggle to keep up with new trends and offerings in the market. Yet when asked how they try to stay up-to-date, conversations with peers (78%) and reading blogs and news sites (50%) topped the list of activities they found most useful.

With that in mind, we thought we’d share the top event management and tech stories that really hit the mark with our readers over the past year.  They give a good indication of the kind of topics that organisers seem most concerned about too.  Based on unique page views and social media shares, have a look at our top ten blog posts from 2019:

#1 How to Organise Successful Corporate Team Building Events

Corporate team building events are on the rise – more and more companies are realising that you can’t just put random people in the same office and expect them to mesh on their own. What’s more, developing people-skills that go beyond the duty of each employee is essential as well – without communication and collaboration, even the most talented group of workers can fail to achieve their goals. For event departments specifically, running team-building events can be critical to an event’s success.  They can help team members learn new ways to work better with each other in different and high-stress situations. They can also encourage them to be more creative and showcase their unique problem-solving skills. Read more.

#2 How to Collect Valuable Data from Events

Event tech systems help organisations collect important data around their events (registration forms, surveys, apps). And yet the amount of data these systems generate can be overwhelming: from website traffic and social media engagement to registration and attendance.  From the quality of attendees to feedback and evaluation. From generated revenue to conversion rates and sales leads. So which of these data metrics actually matter to event planners and which data collection tools are seen as the most effective for measuring success? Read more.

Read: eBook – The Event Planner’s Guide to Good Data Management

#3 10 Essential Tips to Reduce Event Risk

Whether you’re organising a conference, roadshow or seminar, one of the most important considerations you need to make is the safety of your event and attendees. The bigger and more complex your event, the greater the risk – simply because where there are more people, the probability of an accident or incident is higher. Regardless of size though, event safety should always be a priority consideration. Have a look at the ten important things you need to be thinking about to reduce risk around your events. Read more.

#4 How GDPR Changes the Rights of Your Attendees

The EU General Data Protection Regulation (GDPR) first came into effect nearly two years yet many organisers are still looking for clarity when it comes to their attendees’ rights and requirements. It’s important to remember that one of the key things that GDPR wanted to address was that organisations dealing with personal data are doing so in a transparent and secure way – and always in the individual’s best interests.  For example, the regulation gives attendees the right to access all the information an event organisation holds on them – for free. They have the right to understand exactly how their data is being used. And they have the right to be notified of any breach to their data within 72 hours. Read more.

#5 How to Make Sure Your Events Show Up on Google Search

Google today acts as both the main gateway and gatekeeper to the Internet.  In fact, it controls more than seven out of every ten searches. It also stores and ranks the links of websites according to certain criteria – and this is where SEO comes in. But SEO with Google Search has changed so much the last few years, that many marketers aren’t sure what’s outdated, what’s important, what will make a difference and what is simply wasted effort. Have a look at this article to understand how Google ranks pages and what planners need to do to ensure their event websites rank well in search results.  Read more.

#6 How to Create Invites That Draw Crowds to Your Events

Invitations are one of the most important things to get right when planning a successful event. They help set the tone of an event and are often one of the first opportunities to make a good impression with potential attendees. And yet research has found that getting people to open that email, click through and sign up to the event is something most organisers struggle with when it comes to event invitations. So, what are the elements of an invite that compel people to click through and register? And how should you look at when measuring the success of your invitation campaigns? Read more.

#7 8 Quick Ideas for Engaging Attendees After Your Event

For your event to be a success you need to be working on your delegate engagement activity at all stages of the event life cycle.  Most of us, however – whether due to a lack of time or resources – only focus on the engagement activities before and during the event. We miss the all-important phase, when the event has ended. So why is post-event engagement crucial for event planners and what kind of activities are effective in keeping up interest around your events? Read more.

#8 7 Key Steps to Successful Event Sponsorship

Sponsors can make a big difference to your event. They may even be the reason you host an event in the first place.  Yet securing and managing sponsorships is one of the biggest challenges organisers have to face. What kind of sponsors make sense for your event?  What kind of packages can you offer? How many sponsors do you need and how will you manage expectations?  More importantly, how will you ensure your sponsor will be happy with their investment and take part again the next time round? Have a look at the key things you need to think about when considering sponsors for your next event.  Read more.

#9 5 Ways Self-Service Check-In Can Improve Your Events

As an event planner, you’ll know what a logistical nightmare printing and scanning delegate badges can be. And yet getting it right is so important as it can have a huge impact on first impressions when people arrive to your event.  Attendees don’t want to start their journey feeling frustrated, standing around in long registration queues or waiting for someone to help them out. They want to show up, get their badges and start their day as quickly as possible. So what are the most common issues organisers face when managing attendance recording on the day?  And how can a self-service check-in solution help? Read more.

#10 5 Ways Tech Can Reduce Stress for Event Planners

Event planning is not easy. The constant drive to produce engaging events that delight attendees. The pressure to deliver meaningful results. Dealing with last-minute changes and delivering the impossible at a moment’s notice.  All these are issues planners need to deal with every time they create an event.  They can also be an enormous source of stress. Technology, however, can help – with event management systems offering a plethora of tools, options and inspiration to help planners along the way. Have a look at five simple ways event tech can help reduce stress for organisers.  Read more.

Want to be a tech-savvy event planner? Get weekly updates from our blog and learn about the latest technology trends, discussions and debates shaping our industry today.  Click here to join our EventTech Talk community today!

PCMA Convening Leaders 2020: Can Event Planners Address Growing Challenges of Event Technology?

PCMA Conveying Leaders 2020

Are event planners struggling with event technology? It seems they might be.

A new research study has found that 47% of event planners say they have limited skills to make confident, informed decisions around their event tech investments – despite holding responsibility in the majority of organisations. Another 91% say event tech is an important aspect of the job, but only 48% consider themselves to be tech-savvy.

So how tech savvy are event planners expected to be these days? How much responsibility should they have around event tech when they already have so much on their plates? How can they acquire the skills they need to manage event tech effectively? Or will the industry see the emergence of a new breed of event professionals whose job is to focus exclusively on all things event technology?

These are some of the questions event management software company, Eventsforce, will be addressing in a session at PCMA Convening Leaders, which is set to take place in San Francisco on 5-8th January 2020.  The Tech Talk session will focus on the findings of a new research study which shows a growing ‘technology skills’ gap in the events industry and discuss what organisers and tech providers can do to address the growing challenges around managing event technology.

“Our research shows that organisers are struggling with a number of issues when it comes to their understanding, uptake and management of event tech.  And these problems are becoming more complex with the increasing use of tech tools that help them collect an enormous amount of data on their events and attendees,” commented Ian Webb, Head of Business Development, Eventsforce. “We hope this session will kick off a much-needed discussion on where the industry is heading over the next few years and how organisers can best go about in managing the technology they use around their events.”

The session, titled ‘Are Event Planners Struggling with Event Technology?’ will take place on Monday 6th January 3:30-4:00pm at the Innovate + Elevate Arena (Moscone South, Tech Talk Stage, Hall D).  Attendees will also be able to download a new eBook from Eventsforce ‘The Event Planner’s Guide to Good Data Management’, which will help organisers get more value from their event data.

Eventsforce will also be exhibiting at the four-day event, which is set to attract thousands of business events executives and professionals looking for the latest innovations, education and connections in the industry.  Organisers attending the show can visit the Tech Pavilion for a hands-on demo of the Eventsforce self-service check-in solution, as well as meet the team for a chat about their event tech requirements and the impact of trends such as personalisation, data management, regulatory compliance and data security.

For more information on PCMA Conveying Leaders 2020, please visit:

To schedule a meeting with the Eventsforce team at the event, please use the PCMA LIVE Mobile App or email: