5 Key Ways to Ensure Your Event Data Is Secure and Protected

Jun 07, 2023 Shruti Shah

Event data is extremely important for event professionals as it helps you plan, execute, and measure the success of your events. Additionally, it provides insights into your attendees, sponsors, and partners. However, with the vast amount of attendee information stored and transmitted during an event, a significant breach could lead to numerous negative consequences. 

According to the report by IBM, data breaches cost companies an average of $3.86 million in 2020. It took an average of 280 days (almost 9 months) to identify and resolve these breaches. This prolonged period leaves businesses vulnerable to reputation damage, loss of trust, and legal consequences. Therefore, event planners must prioritize and implement a robust cybersecurity plan. 

The significance of cybersecurity cannot be overstated. Hackers are constantly searching for weak entry points to gain access to valuable and sensitive data. Events, due to their connections to multiple organizations, present attractive opportunities for hackers. This is particularly true considering the growing reliance on digital technologies such as artificial intelligence (AI) in the event industry. 
 

Why Are Events and Event Data Vulnerable to Cyber-Attacks? 
1. High-Value Event Data: Events are targeted because they collect and store personal information, including attendee details, financial data, intellectual property, and trade secrets. This wealth of personal data makes events an appealing target for cybercriminals seeking to steal identities or perpetrate fraudulent activities.

2. Digital Transformation and Emerging Technologies: Today, events and technology are deeply integrated, from registration and ticketing systems to mobile apps and online platforms. Event technologies like event management platforms, mobile apps, and cloud-based solutions expand the attack surface for cybercriminals. Each of these digital touchpoints represents a potential vulnerability that cybercriminals can exploit to gain unauthorized access to sensitive data and disrupt event operations. In 2018, a ticketing platform experienced a data breach through a compromised third-party customer support system, affecting approximately 40,000 UK customers and exposing their personal and payment card information. This incident highlights the interconnected nature of event systems and the importance of securing third-party integrations.

3. Limited Security Awareness: Event professionals often prioritize the logistical aspects of planning and execution, inadvertently overlooking robust cybersecurity measures. Venues primarily focus on providing a seamless experience rather than ensuring data protection. This can leave event data vulnerable to attacks, as hackers may exploit weak network infrastructure, unsecured access points, or outdated software systems.
In 2017 WannaCry ransomware attack disrupted the UK's National Health Service (NHS), impacting numerous hospitals and healthcare facilities. The attack spread through interconnected networks, exploiting vulnerabilities in outdated software. This incident highlights the potential risks that exist even in the event ecosystem, when interconnected systems within an event infrastructure are not adequately secured.

4. Third-Party Risks: All event formats, especially in-person events, involve collaboration with various vendors, sponsors, and partners, each introducing their own systems and potential security gaps. These external connections can provide an entry point for attackers to infiltrate event systems and access sensitive data. Phishing emails, fake event registration websites, or even physical infiltration can be utilized to exploit human vulnerabilities and gain unauthorized access to event data.

Types of Risks Associated with Event Data Security 
1. Data Breaches: Unauthorized access to event databases or attendee records can result in significant data breaches. This includes theft of personal information, financial data, and proprietary business information. Data breaches not only lead to financial losses but also damage the reputation and trust of both the event organizer and attendees. 

2. Ransomware Attacks: Events may be targeted by ransomware attacks where hackers encrypt critical event data and demand a ransom for its release. Such attacks can disrupt event operations, cause financial losses, and tarnish the event's reputation. 

3. Phishing and Social Engineering: Cybercriminals may employ phishing emails, fraudulent websites, or social engineering techniques to deceive event attendees, sponsors, or staff into divulging sensitive information or clicking on malicious links. These attacks can lead to data theft, unauthorized access, or the spreading of malware. 

4. Denial-of-Service (DoS) Attacks: Hackers can launch DoS attacks to overwhelm event websites or registration systems, rendering them unavailable to attendees or disrupting event operations. These attacks can cause significant inconvenience, financial losses, and damage to the event's image. 
 

5 Important Ways to Ensure Your Event Data is Safe and Protected 
1. Create a Data Security Policy 
Draft a clear data security policy that explains how you collect, store, process, and share event data. Specify who is responsible for data security, define roles and permissions for different users, and establish procedures for reporting and responding to security incidents. You can use existing frameworks like ISO 27001 as a reference or seek advice from experts or online tools to help you create your policy. 

A data security policy also ensures compliance with relevant laws and regulations such as the General Data Protection Regulation (GDPR) or the California Consumer Privacy Act (CCPA). It also demonstrates your brand's commitment to protecting data and privacy to stakeholders and sponsors. 

2. Choose a Secure Event Management Platform 
With the increasing popularity of in-person events, event management software plays a crucial role. It not only helps you plan and manage your events but also aids in data collection and storage. 
However, not all event management platforms offer the same level of data protection. Start by checking and going beyond the hype into the reputation and track record of the platform provider. Look for reviews, testimonials, certifications, awards, or accreditations that indicate their commitment to data security. When selecting a platform, ensure it offers the following data security features: 

• • Encryption: The platform should encrypt your data when transmitted over the internet (in transit) and when stored on servers or devices (at rest). 
  • Authentication: The platform should require strong passwords or support other authentication methods like biometrics or multi-factor authentication. 
  • Authorization: The platform should allow you to assign different roles and permissions to event data for different users, such as admins, staff, speakers, and attendees. 
  • Audit: The platform should provide audit logs or reports that show who accessed what data, when, where, and why. 
  • Backup: The platform should offer secure and reliable backup options.  

3. Educate and train your staff 
Your staff is your first line of defense against cyberattacks. The 2022 Data Breach Investigations Report by Verizon found that 82% of studied breaches were tied to the human element, meaning people were a primary driver in security breaches. 
Therefore, it's essential to educate and train them on how to handle event data securely. 

• • Conduct regular training sessions on data security best practices. Often, staff overlooks basic practices like using strong passwords, avoiding phishing emails, and locking devices when not in use. 
  • Empower them to take ownership and responsibility for data security and to stay updated on the latest threats and trends in cybersecurity, such as ransomware attacks and social engineering scams. 
  • Test their knowledge and awareness through quizzes, simulations, or exercises. 
  • Reward them for following the data security policy and reporting any incidents or issues.  

4. Monitor and Update Your Data Security 
Data security requires ongoing attention. Avoid falling into the trap of overconfidence. Regularly conduct audits or assessments of your data security status and compliance. 

• • Review and update your data security policy and procedures periodically or whenever there are changes in laws, regulations, technologies, or business needs. 
  • Install patches or updates for your software or hardware as soon as they become available. 
  • Use tools or services that can help you detect and prevent cyberattacks in real-time. 
  • Report and respond promptly and effectively to any incidents or breaches.  

5. Seek support from external sources 
Event security is an aspect where there is no room for complacency. You can't be too optimistic and assume that nothing can happen to your current event, leaving yourself to learn from your mistakes. No. 
A single security incident can severely impact your organization. Therefore, consider hiring experts or consultants to evaluate and improve your data security. They possess the knowledge and best practices to handle event cybersecurity. 
Additionally, join industry associations or networks that provide resources and guidance on data security. This proactive approach will enhance your understanding and enable you to support your security agency. 
 

Data security is crucial in event management. It helps protect your reputation, trust, and compliance while enhancing your event's performance and value. By following these best practices, you can safeguard your event data from cyber threats and ensure a successful experience for everyone involved.