Digital tools and personal data in the event trade
Ticket systems, project management and the data protection rules you need to know
The event coordinator's toolkit is today as digital as it is physical. Tickets are sold online, schedules are shared in the cloud, and participant lists become data you must handle responsibly. Being able to navigate digital tools—and knowing the rules that come with them—has become a core competency in the trade.
§Ticket and registration systems
Most events of a certain size use a digital ticketing or registration system. It keeps track of how many spots are left, takes payment and sends tickets or confirmations automatically. When choosing a system, it is worth looking at whether it can integrate with the rest of your toolkit — for example newsletter system or accounting software — so you avoid having to enter the same information in multiple places.
§Project management and collaboration
An event typically involves many partners: suppliers, volunteers, colleagues and the customer themselves. Digital project management tools, where tasks, deadlines and responsibilities are collected in one place, make it easier to keep track than a scatter of emails and spreadsheets. Choose a tool your whole team will actually use — the best tool is the one that is kept up to date.
§CRM and data about participants and customers
A CRM system (customer relationship management) gathers knowledge about customers and previous participants: who they have been what they have participated in and how you should communicate with them next time. It is a great strength in planning — but it is also here that you really come to handle personal information and thus are covered by data protection rules.
§Basic rules for personal data
- 01Use participant information only for the purpose for which it was collected
- 02Store data securely and give access only to those who need it
- 03Delete or anonymise information when it is no longer needed
- 04Procurement, supplier negotiation and inventory management
- 05Do you have a supplier who processes data on your behalf (e.g. the ticketing system), you must have a data processor agreement
§Tools change — principles hold
The specific figures behind the rules you encounter in the production hall