How do you achieve digital event security?

Table of contents

This is also a heading
This is also a heading
This is also a heading
This is a heading

Digital and hybrid event security has been severely neglected in some companies to date, although digital elements are becoming increasingly important at events. This starts with the sale of tickets via internet platforms and extends to apps or digital controls at the entrance.

As people become increasingly aware of data security, more and more people are beginning to ask themselves how secure their data is with the organizer. Purely digital events, where data protection must also be guaranteed, are becoming increasingly important in Event Trends 2023.

Modern security concepts therefore not only deal exclusively with the protection of people on site, but also include their data. Such comprehensive event concepts involve a great deal of effort. In addition, individual security concepts are usually required for each event, which are always adapted to the digital offerings.

‍

Where can I find the legal regulations on event safety?

For event organizers, the Ordinance on Places of Assembly used to be of the utmost importance. For example, it regulates structural requirements or defines which escape routes are necessary. They primarily relate to the physical protection of participants.

‍

To date, there are no binding legal requirements for digital event security. Specifications were mostly made by end customers who made various digital products available to their guests as part of the event.

‍

Customers often took care of data security themselves or commissioned their own companies to do so. This often led to chaos when digital services were not well coordinated with the staff carrying out the work. To avoid such problems, it makes sense for event organizers to also take care of the digital aspects and offer appropriate concepts.

‍

In addition to the Venue Ordinance, which is different for every federal state, there is only an indirect legal basis for digital aspects of events. What happens to the data is now regulated by the General Data Protection Regulation. It applies to all digital products associated with an event. This also applies to virtual event platforms.

Where do you get the latest information on event safety?

Safety at events is an issue that has been brought to the fore mainly due to negative incidents. Although there are strict rules, new security concepts are also needed for new types of events.

‍

Interested parties can obtain information on the topic at specialist conferences, for example. There are also various platforms for event organizers that also deal with event safety.

Event security checklist for digital events

Anyone planning an event with digital content should draw up an event security checklist. This will prevent unpleasant surprises when an inspection is due, for example.

Before the event

Digital traps lurk for organizers even before the event, especially if the event is advertised online. There are legal aspects to consider here, such as the copyright of images used. Of course, every website must have an imprint.

If products are sold via the website and sensitive customer data is requested, the GDPR naturally also applies and the website must meet certain security requirements. This includes at least the use of security protocols such as SSL for digital data transfer.

If there are digital products or possibly even WLAN on site, security precautions must also be taken for these. With open networks in particular, there is a high risk that the connection will not be stable. Organizers should consider using a VPN here. This not only ensures a stable but also a secure connection for users.

‍

The more digital elements are integrated into your individual event , the greater the security effort. Many people try to get around this by using third-party tools. However, even when using third-party software, the organizer is responsible for the digital security of their participants.

During the event

In some cases, digital security aspects need to be taken into account as early as the registration phase. This includes, for example, confirming the e-mail address, which makes it easier to filter out no-show participants.

It is also important for event organizers to retain control over the digital offerings. One problem is always the passing on of digitally purchased event tickets to third parties, for example. This can be prevented by using personalized links, for example.

‍

‍

The digital security concepts required for an event always depend on the scope of the digital content. If participants can interact with each other digitally, it is important that users can be protected from spam messages within the interaction tools.

It requires communication via secure servers, which are of course also reliable. For this purpose, dedicated servers are usually rented for the duration of the event. This enables a higher level of protection against failure for the event's digital offerings.

If digital services are provided, it is important to manage access authorizations. One option is to limit sessions. This allows users to only use content intended for them, for example.

‍‍

After the event

Once the event room has been cleaned, rented equipment returned and everyone has paid, a traditional event is usually over. If there is additional digital content, it must be clarified what happens to the participants' data.

It is of course possible for participants to consent to the further use of their data. This makes sense if an organizer regularly holds similar events and would like to inform participants about new dates, for example.

Alternatively, deleting the data after the event may be an option. However, this is also associated with the effort required to ensure that the data has actually been deleted.

Why is choosing the right event and video platform crucial?

If you are planning an event yourself, there are many additional legal aspects to consider with digital offers for the event. Even if you outsource this task to a professional event agency, you should work through the checklist yourself.

One way to make things easier is to choose a suitable platform for the digital content. The right platform already includes the necessary data security concepts such as an SSL connection or the automatic deletion of user data.

Event management providers should always discuss the choice of platform with the customer in advance. This can also open up new possibilities for the customer for an event and offer participants a more sustainable experience.

‍

Participant management software can help to reduce manual tasks.

Outlook for the future

The pandemic has led to an upswing in digital offerings at events. These include not only purely digital events, but also the option of contactless entry to an event hall via an app, for example.

In the future, the metaverse will become increasingly important. Event organizers must be prepared for the fact that customers will want to use such offers. This means that event organizers should not only stay up to date, but also actively use these offers themselves.

‍