In the fast-paced world of event management, cybersecurity often takes a backseat to more visible aspects of planning. However, as our recent IAEE Show Organizer Insights Hour revealed, this oversight can lead to significant vulnerabilities. With events increasingly relying on digital platforms for everything from registration to payment processing, the need for robust cybersecurity measures has never been more critical.
The Hidden Risks in Event Management
Today’s events collect vast amounts of Personally Identifiable Information (PII) from attendees and exhibitors. Names, email addresses, payment details, and even professional information, flow through various digital channels during the planning and execution phases. This treasure trove of data makes events particularly attractive targets for cybercriminals.
The most concerning aspect is that many organizers do not realize they are responsible for safeguarding this information. When a data breach occurs, it is not just the IT department that faces consequences – show organizers bear significant responsibility and liability.
Collaboration between event teams and cybersecurity professionals is essential. Your IT team or cybersecurity consultant should be involved from the earliest planning stages, helping to identify potential vulnerabilities and establish protocols for data protection. This partnership ensures that technical safeguards are integrated seamlessly into the event planning process.
Creating a Multi-Layered Defense Strategy
Effective cybersecurity for events requires a comprehensive approach that addresses vulnerabilities at every level. This begins with careful vendor assessment – a critical step often overlooked in the rush to secure services.
When selecting registration platforms, payment processors, or mobile app developers, inquire specifically about their cybersecurity programs. Ask potential vendors the following key questions:
- Do they comply with relevant frameworks like SOC 2, GDPR, or PCI DSS?
- Can they provide documentation of regular third-party security assessments?
- What is their incident response protocol in case of a data breach?
- How do they secure data both in transit and at rest?
- What are their data retention and deletion policies?
These questions not only help you identify secure partners but also signal to vendors that cybersecurity is a priority for your organization.
Internal safeguards are equally important. Work with your IT team to implement robust authentication processes for all financial transactions. Simple measures like requiring verification for payment changes can prevent costly fraud. Limiting the collection of sensitive information to only what’s absolutely necessary reduces your potential exposure in case of a breach.
Perhaps most crucially, develop a clear incident response plan before your event. Identify key contacts, establish communication channels (like a dedicated Zoom link), and outline step-by-step procedures for addressing different types of security incidents. This preparation ensures that if a breach does occur, your team can respond swiftly and effectively, potentially limiting the damage.
Beyond Technical Solutions: The Human Element
While technical protections are vital, the human element remains both a vulnerability and a strength in cybersecurity. Educating your team, vendors, and attendees about potential risks creates an additional layer of protection.
Attendee awareness can be particularly powerful. Consider implementing these educational measures:
- Include brief cybersecurity tips in pre-event communications and registration confirmations
- Create a dedicated section in your event app about digital safety
- Provide clear instructions for reporting suspicious activities during the event
- Post visible reminders about Wi-Fi security in public areas
- Train on-site staff to recognize and respond to potential security issues
For your internal team, regular training on cybersecurity best practices should be mandatory. This includes recognizing social engineering attempts, properly handling sensitive information, and following established security protocols. The most sophisticated technical defenses can be undermined by a single staff member clicking on a malicious link.
Cybersecurity insurance represents an important final safeguard. Despite best efforts, breaches can still occur, and the financial implications can be devastating. A well-chosen insurance policy provides an additional layer of protection, potentially covering costs related to data recovery, legal fees, and notification requirements.
IAEExtra TIP: In partnership with Risk Strategies, IAEE has developed a Cyber Asset Protection insurance program that members can secure at a discounted rate. Get more details here.
As our digital landscape continues to evolve, so too do the cybersecurity challenges facing exhibition and event organizers. By incorporating these insights into your planning process, you are not only protecting data – you’re also safeguarding the trust of your attendees, the reputation of your event and the future of your business.
