Collecting attendee data

Collect only the attendee data you need, explain its use, and protect it.

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 and Keep accessibility in mind before publishing your form.