Collecting the right information from your participants during registration is crucial for the smooth running of your event. But what exactly is the right information? How do you avoid long registration forms without missing essential details? And what about personal data and GDPR legislation? The short answer, as with many things, is: keep it simple and relevant. Here, we lay it out for you.
What is event registration and why is it important to request the right information?
Event registration is used to collect information from people interested in what you have to offer, in this case, participation in an event. This data helps you, as the organizer, to ensure everything runs smoothly from a logistical standpoint. But it doesn't stop there; by asking the right questions, you can make your participants feel extra welcome and heard. However, be careful not to ask for too much or unnecessary information, as this is a common pitfall. It can make the registration process unnecessarily complicated. Finding the right balance between gathering sufficient information and not overdoing it is crucial for the successful organization of your event.
What information should you ask your participants for?
Only request the information you truly need. Keep it simple and relevant! Consider why you need the information before asking, to avoid collecting unnecessary data. Is there an optional dinner at the end of your event? Then you need to inform the caterer about how many of your participants will attend and whether they have any dietary preferences/allergies. This is crucial information. You don't need to know the participant's age for this. Less is more, but always keep your goals in mind. There are different types of information you might need from your participants during registration:
Basic Information
Basisgegevens zijn nodig om jouw deelnemers te verwelkomen en in contact te blijven voor, tijdens en na het evenement. Dit kan informatie zijn zoals:
Basic information is essential for welcoming your participants and staying in touch before, during, and after the event. This can include information such as:
- First Name
- Last Name
- Email Address
- Phone Number*
- Address Details*
Additional Information
Additional details complete a registration and will vary for each unique event. These details can be divided into different categories:
- Practical/logistical questions
- Allergies/dietary preferences
- Workshop choices
- Guest options
- Etc.
2. Personalization questions
- Salutation
- Gues pronouns
- Job title
- Etc.
3. Ticket choice questions (for payments)
- Day selection
- Parking options
- Accommodations
- Etc.
*If the information is not necessary, do not ask your participants!
Event Registration and the GDPR
Personal data and the GDPR are closely linked. When organizing an event, you'll quickly encounter this. Privacy cannot be overlooked. Ensure you comply with these regulations to protect your participants' privacy and ensure your event runs smoothly.
When should I consider GDPR legislation?
Immediately! As soon as you request and store personal data, GDPR legislation comes into play. This applies before, during, and after your event. Considering GDPR is essential for every event organizer. It's crucial to know what you can and especially cannot ask for during your event registration. Within GDPR, a distinction is made between "ordinary" and "special" personal data.
"Ordinary" Personal Data
Personal data is defined as "any information relating to an identified or identifiable natural person." This applies to information that directly concerns an individual, but also to information that can lead back to them. Ordinary personal data includes the obvious pieces of information such as:
- Name
- Address
- Phone Number
- Passport Photo
- Etc.
"Special" Personal Data
Special personal data are data so sensitive to privacy that processing them can have a significant impact on someone. Consequently, special personal data receive extra protection under the GDPR. This is outlined in Article 9 of the GDPR.
This extra protection means that it is prohibited to process special personal data unless there is a legal exception. The GDPR categorizes the following as special personal data:
- Personal data revealing someone's race or ethnic origin.
- Personal data revealing someone's political opinions.
- Personal data revealing someone's religious or philosophical beliefs.
- Personal data revealing trade union membership.
- Data about someone's health.
- Data concerning someone's sexual behavior or orientation.
- Genetic data.
- Biometric data (intended for the unique identification of a person).
If you're unsure about certain data you want to collect from participants during your event registration, always check the official website of the Data Protection Authority for the latest information on GDPR legislation.
Your privacy and data security, as well as that of your participants, are of utmost importance to aanmelder.nl. Not only does all our software comply with GDPR regulations, but aanmelder.nl is also fully ISO 27001 certified. Every day, we ensure that you can organize your event with peace of mind while we keep your data safe.
How do you request the data?
Once you've figured out what information you're allowed and want to ask for, you can start looking into the best ways to collect this information. A well-designed registration or sign-up form is crucial for streamlining this process. Think not only about the information needed but also about managing participant lists and marketing post-registration. Want to create your own registration or sign-up form? Continue reading here for all the tips and tricks to tackle this effectively.
aanmelder.nl is a fantastic choice for creating digital forms. Its user-friendly interface makes it simple to create registration forms. With aanmelder.nl, you can not only effortlessly create beautiful registration forms but also benefit from advanced features where data security is taken seriously.
