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What Every Event Professional Should Know About Data Security

February 15, 2023

From pre-registration to surveys taken, a lot of data is processed by event organizers. These data are of great importance and value to businesses. But with data collection comes the risk of losing it or the data being stolen by people with malicious intent. So, the importance of data security and how event professionals can secure their data cannot be over-emphasized. In this article, we’ll look at the importance of event data security and explore ways that you can make your events safer.

Why is Event Data Security So Important? 

A data breach can destroy a client's trust in an organization or business. Vital information lost from a business can soil its reputation, and they risk losing clients. Here, we will talk about why it is important to have data security at your event.

  • It gives attendees confidence

Knowing the sensitive information they have entrusted to you gives event attendees a sense of confidence. Most people are weary of giving out their information, such as their names, addresses, phone numbers, etc. They only do so when they are assured that their information is protected. Putting data security measures in place makes guests comfortable and confident that their data won't be misused.

  • It prevents data breaches

Data breaches are very common in the world of data. People will always seek to steal information or spoil your reputation as an event professional. It is necessary to secure your data to prevent such breaches. Data security makes it very difficult for hackers or anyone else to access your sensitive information illegally. 

  • It boosts sponsors' confidence in your abilities

Part of what businesses and organizations store is vital information on sponsors and their clients. When sponsors see that you have a system that protects all your information, it makes them confident. This gives them further confidence in your ability to plan other aspects of a successful event.

  • It protects you financially

Companies are bound to lose a lot of money in the event of data breaches. Customers usually take legal action against organizations that lose their data. In contrast, others pull out their funds and leave the organization completely. To avoid such, you must spend time, money, and effort ensuring that every inch of data is secured in your company. Spending resources on great data security saves a lot more money in the future.

  • It ensures event continuity

When your data is safe and secured, there is a hundred percent trust from your sponsors and your attendees; your event is sure to continue. Imagine where your database is hacked at every event or clients keep getting messages because of sensitive details lost by your organization. Data loss will cripple your events in the long run, and people will no longer be comfortable giving out the information you ask for. And when people don't register for your event, then that event is bound not to hold. That is why data protection is important. It ensures that your event continues for as long as you want while sensitive information remains where it's meant to be.

How Event Planners Can Secure Their Data 

As an event planner, securing your database should be one of the most crucial things on your list. No matter how minute the information is, it is still important that it is secured. Here is how you can do so:

  • Have an authentication tool 

Authentication is a good method to ensure that users only have access to their information alone. As an event planner, your database should have an authentication tool where users can verify their identity before accessing information. You can have multi-factor authentication, where a user needs to be identified through two different methods. You can also set up biometrics authentication, where fingerprints and facial recognition are needed before a user's information can be accessed. This way, cybercriminals can't get into your event database.

  • Create passwords

Installing passwords on sensitive pieces of information is a basic step in preventing data breaches and leaks. Creating a strong password need not be too technical. It should not be something as simple as a name or random word but should be a long phrase. Also, a mixture of symbols, letters, and numbers can make for a good password. Passwords are personal, and unless shared with someone else, the data can only be accessed by the user.

  • Control who gets access to data

As an event professional, you should limit the people that have access to your database. Only some team members need to have access to data in your care. Only trained personnel like your data security staff and human resource personnel should have access to your database. If other members need information, they can ask this trained personnel for whatever they need. This reduces the risk of data being lost and the database being logged into unnecessarily.

  • Use the latest tools

When it comes to data, many tools are used for security and ensuring that data doesn't get lost. As an event professional, your data security team should be up to date on the latest tools used in the industry. There are tools for network security monitoring, encryption, penetration testing, scanning web vulnerability, antivirus software, firewalls, and more. Each of these tools is essential for data security.

  • Be current on the best digital practices

Practices and trends are ever-changing. Every day, a new and better way of doing things comes out. You need to keep up with current digital practices used in securing data. Knowledge is never lost, and that new technique saves you a lot of trouble in the future.

  • Back up your event data

It might seem tedious, but backing up data saves you from many issues. There are different ways to back up data and store it without worrying about losing information. They include private cloud storage, Google Drive, Microsoft OneDrive, Dropbox, and other software that provide this service. These storage spaces are safe and secure; you can access your information anywhere.


As an event professional, the safety and integrity of information entrusted to you are essential for your event continuity. You should have a good knowledge of data security and how to use it at your events. This way, your guests are satisfied, and your reputation is kept intact.