Eventpartners - Bezoekersregistratie
Visitor registration at conferences: everything you need to know
Eventpartners - Bezoekersregistratie|
27 March 2024

An effective visitor registration and monitoring system is essential for conference organizers. These systems play a crucial role in not only the management and logistics of the event, but also in ensuring security, privacy and a smooth, personalized experience for every participant. But how do you arrange this smartly? Everything you need to know.


Conference registration and processing of personal data

As an organizer of conferences, you collect various personal data when registering conference visitors. From name and contact information to dietary requirements and preferences for certain sessions. It is important that you collect and process this data in an orderly manner. The General Data Protection Regulation (GDPR) is in force in Europe. This legislation ensures that personal data is stored securely and only used for specific purposes with the participant's consent. As a conference organizer, you must take a number of topics into account based on the GDPR:

- Only record what is necessary

Only ask for data that you actually need and use. For example, do not register address details if you work with online tickets.

- Be transparent about what you record

Make sure you can clearly indicate in advance why you need the data, how and for what purpose you use the data and who is allowed to view the data. Participants must therefore be well informed before entering their details. You must also offer your visitors the option to refuse permission to process this data.

- Delete data on request

If someone has entered their details during registration and subsequently wants you to delete their details, you must comply with that request and delete the data from your file. This has to do with the right to be forgotten.



Visitor registration and security


Safety comes first at every conference. A reliable registration and monitoring system helps conference organizations identify attendees and orchestrate visitor flows before and during the conference, which is important to prevent unwanted crowds and manage emergency situations if they arise.



Monitor visitors (flows) during the conference

Modern event registration systems often offer extensive monitoring and analysis options. By tracking which sessions are the most popular and how attendees move through the event, organizers can gain valuable insights using badge scanning. For example, which stands are frequently visited and which are not? This data can be used to improve the experience at future events, for example by optimizing the layout of rooms or adapting the program to the interests of the participants.


Visitor registration and awarding accreditation points

For many professional conferences, awarding accreditation points is an important pillar. Participants such as medical specialists and lawyers can use these points to demonstrate that they continue to develop within their field. An advanced registration and monitoring system can automate the process of awarding these points. And because it is possible to monitor on the conference day itself which sessions participants have participated in and for how long, a watertight system is created for awarding accreditation points.


Choose an advanced event registration system

An advanced system for visitor registration and monitoring is indispensable for the successful organization of a conference. It not only ensures a streamlined experience for both organizers and participants, but also contributes to safety, respects privacy and supports the professional development of participants. By carefully choosing a system that meets these criteria, you lay the foundation for a successful and memorable event.


Eventpartners' event software provides control and overview


Eventpartners has years of experience with visitor registration at conferences and knows what is important for conference organizations. Efficiency, reliability and privacy go hand in hand for us. This is why conference organizations choose our event registration and monitoring:

- We provide a secure environment to invite people. The main organizer concludes a processing agreement with the other inviting parties for this purpose.

- We only work with hosting parties that meet the required ISO certifications and write our software according to privacy-by-default and privacy-by-design principles. We therefore already take privacy-enhancing measures during the development of our software. And the default settings are set to be as privacy-friendly as possible. This creates the safest possible system and the software is maximally watertight.

- We offer advanced features during the conference, such as a photo booth for on-site badge printing and a digital queuing system for stand visits, so that visitors do not have to physically stand in line.

- We advise you as an organizer throughout the entire process. Together we will look at what data you really need. How can we collect this and what can you use this data for?

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