> For the complete documentation index, see [llms.txt](https://www.information-architecture.world/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://www.information-architecture.world/wiad-organizer-guide/audience-and-the-day-of-experience/collecting-attendee-data.md).

# Collecting attendee data

Collect only data that supports registration, event delivery, or a defined planning decision. Keep registration forms short and explain why you ask for each field.

Follow privacy requirements that apply in your location. Ask a qualified local adviser if you are unsure about your obligations.

### Use a privacy-first approach

Before adding a field, ask:

* Do we need this to run the event?
* Can we explain how we will use it?
* When will we delete or anonymize it?

Collect names and email addresses only when they support registration, check-in, or essential event updates. Clearly identify optional fields.

Do not add attendees to a marketing list without their explicit consent. Do not share personal data with sponsors or partners without a separate, clear opt-in.

### Explain your data use

Include a short privacy notice in your registration form. State:

* What data you collect and why.
* Who can access it.
* How long you retain it.

Use separate, unchecked consent options for optional communications and any third-party data sharing.

### Support access needs

Provide an optional way for attendees to request accommodations. Ask what support they need, not for a medical diagnosis.

Possible requests include dietary requirements, accessible seating, space for a mobility device, captioning, or sign language interpretation. Share this information only with people who need it to provide support.

Follow up privately when a request needs advance planning. Assign a trusted team member to coordinate support.

### Collect useful planning data

Use aggregate, non-identifying data to improve future events. Record it separately from attendee contact details where possible.

Useful metrics include:

* Registration and attendance totals.
* Registration sources, such as a partner newsletter or social post.
* Optional broad attendee categories that inform programming or outreach.

Avoid collecting job titles, employer names, postal codes, or school details unless you have a specific use for them.

Review [Preparing for event registration](/wiad-organizer-guide/audience-and-the-day-of-experience/preparing-for-event-registration.md) and [Keep accessibility in mind](/wiad-organizer-guide/branding-marketing-+-promotion/updating-the-wiad-website/keep-accessibility-in-mind.md) before publishing your form.