How the forthcoming General Data Protection Regulation will affect Australian Business Events

In an attempt to protect the privacy and personal data of European citizens, 2016 saw the introduction of the European Union General Data Protection Regulation (GDPR).

Officially in effect from May 2018, the GDPR is an update to the 1995 Data Protection Directive. Considering society’s technological advances since then, the update will strengthen its obligation to respect the privacy of its data subjects and cater to modern requirements. 

You may be wondering how a European regulation is relevant to Australian businesses. One of the most significant changes that it will be imposing is its geographical spread. The new regulation applies not only to businesses established in the European Union but also to outside businesses who either offer their goods or services to European consumers or monitor the behaviour of them. This is irrespective of whether payment is required. Essentially, the GDPR protects all European citizens, no matter where they are in the world.

So, how does this affect corporate events in Melbourne? Australian corporate event planners must be well informed of the changes, in the event that even just one attendee happens to be a part of the European Union. 

1. Transparent Consent

Firstly, it’s important to understand what personal data entails. Personal data refers to any information that, either directly or indirectly, identifies someone. A range of things can identify a person, including a name, photo, bank details, and even social media posts.

There’s no doubt your corporate event relies heavily on data collection to measure success. Often, data collection comes in the form of registration sheets, surveys, event mobile apps, and social media posts. While your attendees must fill out registration forms and surveys, they have ultimate control over their personal information until giving their consent to your business for data processing.

The GDPR demands that a consent is to be clearly stated. Consents must be clearly visible and requested in a way that does not confuse an attendee into blindly signing away the rights to their information. The GDPR even goes as far as prohibiting long or illegible words when asking for a consent. In short, the regulation demands that it “must be as easy to withdraw a consent as it is to give it.” 

Upon planning a corporate event, your business must decide on how it is going to ask for a consent. For example, an online registration form should not tick a box by default to enable an attendee to be added to your mailing list. Instead, it should be left open to the attendee to tick, should they choose to. Other methods for requesting a consent may be dependent on your event type, however, your event planner should help with this.

2. A data subject’s rights

Not only should you consider your businesses obligations, you should also consider your attendees rights to their own personal data.

An attendee will now have the right to a confirmation on whether their data is being processed, as well as where and for what purpose. Additionally, an attendee has the right to request that their data be deleted from processing records, including avoiding its spread to third parties. This is known as the Right to be Forgotten, or more formally, Data Erasure. The GDPR places an emphasis on honesty and transparency between your business and its consumers.

If requested either a confirmation or the right to be forgotten, it is the duty of the business to comply. Note that a business must provide this information free of charge. 

3. Penalties

Penalties

Now that you have an understanding of the elements of the GDPR, it’s important to emphasise the penalties for failing to comply. Should a business breach these regulations, it will be issued a fine of either 4% of their annual global turnover or €20 million – whichever works out to be more expensive.

4. A responsible Event Planner

Event Planner

Your business should have an understanding of the GDPR, not only to avoid breaching it but also to show their European Consumers that they care. However, it will prove more significant to work with a responsible event planner that will ensure your business doesn’t mistakenly fail to comply. Your event planner will have, not only your business, but also your consumer’s best interests at heart, and will make sure to style your event around these new regulations.

In short, GDPR is a provision that requires businesses to protect the personal data and privacy of European citizens for transactions that occur within European member states. 

If you have any queries regarding GDPR then contact End2End Events in Melbourne on 1300095123 or visit our website end2endevents.com.au 

Event Trends to Consider for 2018

There is a move around the world to spend money on experiences rather than on things. This is great for those of us who are planning events in 2018. If you are planning an event in 2018 here are event tips for you to consider.

Let me Take a Selfie

As we mentioned earlier, more people today are likely to spend money on an experience than on physical things. For this reason, you will want something that will draw them to your event. A way that people, in general, portray who they are and what they enjoy in life is through their social media. With increased usage of Instagram, you are guaranteed that many will be looking for the ultimate selfie opportunity. By providing your attendees with areas that are perfect for a selfie you are adding value to your event.

Let's take a selfie

An example of this is the You Really Got Me! Bedroom Karaoke exhibition. They could have just set up a plain room with pictures on the wall so that their attendees could sing karaoke. However, they went that step further by building bedroom scenes that are perfect opportunities for a selfie.

Make it a Family Affair

As our generation Y are getting older and starting a family they still want to attend festivals and events. This is why it is important if you are planning an event to make it a family affair. This does not mean that parents will be left bored on the sides while their children have the time of their lives. This means having areas where parents and children can enjoy themselves. Spaces at events just for children are also a good idea.

A wonderful example of this is the Byron Bay Bluesfest.  They have a designated area for children. Not only are there activities like paint facing, a magician and water wars there is a dedicated area for nappy changing and breastfeeding.

Catch me Online

If you are old school you will remember waiting in line for tickets to see your favourite concert. This is no longer the norm. You are able to purchase tickets to events from buttons on social media, through websites even on your phone. Purchasing of tickets online is now the norm. This is referred to as Distributed commerce. It allows your guests to go directly to your site to purchase a ticket wherever they are. Making your tickets available online is an event trend that will continue throughout 2018 and beyond.

Having information about your event online is also a trend to look out for. Maps of what to find at your event, programs of speakers, information about sponsors can all be available and accessible online to your guests so that you don’t have to print them out, have your guests carry around heavy bags of information and make your event more environmentally friendly.

Adjust Their Reality

If you are attending an event today there is sure to be an opportunity to have your reality adjusted. This could be done through virtual reality and augmented reality. Augmented reality is where you could design snap chat filters to match your event. Virtual reality could be your guest speaker presenting through virtual reality devices.

Docuverse bring together diverse filmmakers. In 2018, they are changing the reality of their participants by showing two virtual reality projects during a discussion on virtual reality.

Have a Niche

Just like any business having a unique niche can be the difference between a successful event and an unsuccessful one. A niche allows you to reach those that are really interested in specific topics, locations, music etc. A niche event can showcase your expertise in a specific event. This is particularly helpful for entrepreneurs who plan on holding webinars and seminars. It could also be based on a hobby that you love. This will allow you to link with people who share the same passions. A niche is your way to stand out in the wide world of events.

Another way you could increase your reach is by making you're even more culturally inclusive. Read here for more tips on creating culturally inclusive events.

Create your next event experience with End2end Events. Email us now on info@end2endevents.com.au

7 essential tips to consider when hiring an event planner for your special occasion

Planning an event is a daunting task and even a small mistake during the course can cause the event to fail. Every small detail should be kept in mind while planning an event and should be carried out to the perfection. The details like cost, location, ambiance, and others important details need to be kept in mind while organising an event. But the hassle and the effort to plan and organise an event is understood by the planner. The main here stands are that how to identify and choose the perfect event planner? May it be a wedding ceremony or charity functions or a formal party, it needs to be carried out without a hitch.

Outsourcing an event management to dedicated planners will help in time-saving which can be fruitful if used in doing other jobs. Plus, a better event management will help you to reach your event’s objective and provide you with better motivation to organise similar events in near future.

Understandably, there are many event planner agencies with their flyers out, advertising about their agency and among them choosing the correct one according to your event is a daunting task because the success of your event depends on it. There is a number of things you need to consider before hiring an event planner.

Here are the 7 essential tips to consider when hiring an event planner for your special occasion.

1. Determine the event’s objective

The question is what is the main objective of the event? Many people think that event’s objective doesn’t matter until and unless people flow through the gate. But the goal of the event needs to be sorted out even before planning starts. The purpose of your event needs to be clear and a reason behind holding it- a wedding ceremony, a fundraising event with a clear financial goal, a new product launch-lack of a pure reasoning, your event can prove to be a costly mistake.

 2. Determine the cost of your event

The cost of an event is a very important factor when planning out an event. After figuring out the goal of an event, one can have a general idea of how much it will cost. The cost estimation may vary on the type of event one is organising and what it includes. The extravagance payment may not guarantee the success of an event or vice-versa.

Special Occasion in Canberra

One needs to be cost conscious while planning an event, spending a proper budget yet not overspending and a proper event planner can help you with that. One needs to determine the minimum and maximum of everything and estimate according to that.

 3. Look for the best around the town

The first thing you need to do after thinking of outsourcing the event to an event planner, you need to look for the best available and prepare a checklist. Check references on them and ask around for the quality of the event they have organised before. The event planner should be able to pull a rabbit out of the hat if required. They need to have the best connection in town in terms of requirement.

Narrow it down to best 3, visiting the location they have in mind may help you determine whether the location is feasible for everyone or not. If not, you can suggest the places you have in mind, which can help the planners and also can help you build a better professional relationship.

 4. Negotiate the terms and conditions in a person

Negotiation is one of the very important aspects of a successful event planning. Depending upon the event you are conduction, the planner may ask you to provide a deposit for event venues and services they offer. This is the way business is done and negotiating the terms and conditions plays a vital role to come to an understanding. While signing a document, you need to seek the professional advice and review with your legal counsel.

Rather than making someone negotiate, it will be helpful and provide you with a better idea about the conditions and negotiating terms and also helps you build a proper relationship with the planner.

 5. Keep a close relation to the planner

Outsourcing a job doesn’t mean you have nothing better to do. One needs to keep an eye on the planning going on and also help out with the guidelines. A proper relationship can help in trust building which is a very important factor while doing a business. Plus a close relationship can provide you an idea about what is going behind the scene to make the event happen.

 6. Overall Management

A proper management is why you outsource the job to an event planning agency. From parking management to man management to food and beverage organisation, the overall event management is a hectic job and that is why the best event planners are required. The event planners are equipped with best management tools that help them to organise the event perfectly and seamlessly.

The overall management may include floor planning, seating chart management, and flow of traffic and other notable event activities. A surprise event may call in a better problem solver in which event managers are better at.

 7. Rate and Review

An honest rating and reviewing an event planning agency is a very important aspect of a proper business. A proper rating and review can help their business and also will help out the future customers eyeing to hire them.

For more details, contact End2End Events in Melbourne at 1300095123.