How to Ensure Security and Privacy on Event Platforms

Since cybercrime is likely to reach $13.82 trillion by the year 2028, people are getting more concerned about protecting their privacy. As a consequence, they do not feel safe participating in any event, especially virtual events. It's a huge threat for most event management organizations like us. When I found that data breaches (incidents where private information is stolen) have risen to $4.24 million, I realized that taking precautions is really important now. 

We have already taken the necessary steps to secure our attendees’ information privately. Now it's your turn to protect your own privacy while enjoying the event. So, here are some easy strategies to secure your privacy when using digital platforms for hosting or attending any event.

What steps should you take to ensure guest safety while planning an event?

When planning an event, it's crucial to look at the safety of your guests. However, event security requirements can vary based on the type of your event. So, you should identify the potential risks according to the venue's vulnerability. If you are arranging a virtual event, you have to pay attention to other factors to ensure guests' security.

1. Having noticeable security measures at the venue. 

2. Setting up security checkpoints away from the main event area. This can help to overcome any issues before reaching the guests. 

3. Keep the registration details organized in such a way that you can easily match them with the attendees’ ID. As a consequence, you can ensure that only the guests who are supposed to participate in the event are present. 

4. In the case of private events, secure the WiFi network and protect the guests' information to avoid unwanted attention.

5. Create a plan for emergency response with the venue staff and security team. This is important for protecting against any kind of internal threats at the event platform. 

6. You can hire off-duty police or professional security personnel if you need extra protection in your event.

How can you protect your attendees' privacy during an online event?

Keeping attendee information safe is an ethical responsibility. Because with this practice, you can remain compliant with the legal obligations and maintain your guests' trust. Event organizers follow some important strategies to keep the attendees' information safe and secured.

• Collecting only the necessary information: They do not collect any extra or unnecessary information about the attendees. 

• Maintaining legal practices: Organisers of any event try to follow data privacy policy from the US Department of State.These rules help them to avoid legal issues. Not following the government-imposed regulation on gathering someone's personal information, can lead to big fines or legal trouble.

• Securing personal information: Since cyber attacks are increasing day by day, event managers pay attention to certain things. They protect the personal information of the event guests like their name and payment details during event registration.

• Maintaining transparency with the attendees: They try to maintain data privacy and trust. And notify the attendees what information they have collected and how they will use that information. 

• Securing payment procedure: They use a trusted payment system like PayPal to receive payment from the attendees. This payment system ensures making all the transactions safe and secured. 

• Deleting data that are not necessary: They delete the information that is no longer needed to minimize the risks. 

• Using advanced security tools: They use firewalls, two-factor authentication, and encryption. These are advanced technologies, used to protect all the data. 

• Limiting unauthorized access to data: They only allow authorized people to access data. It can help keep the information protected. 

• Preparing for a disaster recovery plan: They can quickly respond to a cyber attack or data breaches 
  

What steps should you take to keep your attendee data safe during an in-person event?

Maintaining data security is very important in today's world. If you can not keep your attendee data protected, it can lead to legal consequences. You can follow some simple steps to keep your attendee data safe during an in-person event. 

• Providing enough training to your team: You have to train your team and make sure that they can handle attendee information properly.

• Using data encryption: You can use encryption to take your attendee information such as names and photos. You can collect that information at the check-in booth or with the help of modern technology like facial recognition. Follow the cyber security guidelines of the National Institute of Standards and Technology. 

• Securing registration process: Use such registration platforms that follow data protection laws and collect only the needed information.

• Using strong passwords: Use a multi-factor authentication system and a strong password policy. 

• Checking the vendors: In the case of using third-party services, make sure that they follow proper privacy regulations.

• Staying updated with current privacy regulations: Always keep track of the privacy laws, if any changes happen. This will help you to update your practices about protecting attendees' data. 

• Securing event WiFi: Set up separate networks for the event staff and the guests. And ensure that the event WiFi is protected with advanced encryption.

• Limiting access to sensitive information: Check regularly those who have access to sensitive information and allow some specific staff to access that information. 

• Protecting sensitive data: Since digital events require sensitive information like email and payment details of the guests, keep them safe to prevent fraudulent activities

• Keeping eyes on the transaction process: Monitor the transaction system regularly to avoid fraud. And use safe transaction methods for event registration. 

• Having a data retention plan: Determine how long you need the attendees' data, then delete that information.

• Ensuring security checks: Audit all the security measures regularly. And hire a cyber security expert to handle any unexpected issues immediately. 
  

• Notifying the attendees about data breaches: Notify the guests if any kind of data breaches happen unexpectedly. 

How can you improve security in hybrid events?

When it comes to arranging a hybrid event, both the organizers and speakers mainly focus on making the event successful. They always think about engaging the audience and sharing informative ideas. But to improve security and privacy in hybrid events, you have to focus on other factors. Ensuring security in hybrid events is more complex than other events, as it combines both in-person and online elements. So, you have to pay attention to both physical and digital safety.

Physical security: 

• Checking IDs, tickets, and health status of the guests with the help of trained security staff by using automated devices.

• Using cameras at the entry and exit points. This can help to observe people who show any suspicious activity. This can help protect against cyber threats.
  

Digital security:

• Protecting the personal information of the guests by using online platforms.

• Monitoring online registrations to avoid hacking or unauthorized access. 

• Choosing a reliable event hosting platform to ensure audience interaction and digital privacy. 
  

Health-based security:

• Ensuring a safe in-person event by maintaining adequate health guidelines. When someone is affected with infectious or contaminated disease, he/she will not be allowed to enter the venue. Because the disease can spread to other guests. This is considered as local/state or federal regulation before attending any in-person event. 

• Checking the health condition of the guests. 

• Encouraging social distancing to maintain health and safety in the event platform
  

Closing advice: Protect your privacy and Keep your event data safe 

In the case of attending any virtual events, try to give attention to safety and security on event platforms. To ensure the protection of your data, choose such platforms that have advanced security features. And make sure that the platform provides a strong privacy policy. If you can respect your attendees' privacy, they will be more interested in sharing their information. They will also be willing to receive personalized event experiences from your organization. 

Spread the security policy to the people who use various event platforms to host or attend any events. If you find any issues about protecting your privacy, comment below to get the necessary guidance from our experts.