Preparing for the GDPR: What Event Organizers Need to Know

January 25, 2018

The European General Data Protection Regulation (GDPR) is designed to harmonize all existing regulations to provide a higher level of security for citizens of the European Union (EU). Slated to take effect on May 25, the GDPR will apply to any organization that does business with citizens of the EU, regardless of that organization’s location.

The GDPR includes regulations on the collection, use, transfer, monitoring, tracking and even viewing of personal data.

The “personal data” bucket is a big one and includes information you might not have taken into consideration. In addition to data points such as name, email, ID #, photo, location data and online ID (IP address, social media), it also includes any factors specific to physical, social and economic factors – in short, anything that possibly could be used to identify someone.

How does this impact the meetings and events industry? If you are an event organizer, chances are you may have at least one attendee who resides in the EU, even if your event is held in the U.S. or another non-European location. The GDPR will apply to collecting or sharing any personal data from EU-based attendees and sponsors.

Why should you be concerned? It’s not just about security breaches. If you are audited and fail to meet the criteria for compliance, you risk more than just losing business and goodwill. For non-compliance with administrative, processing or collection obligations, the penalty is either €20 million or a 4 percent fine on your annual global revenue – whichever is higher.

Some key points to take into consideration:


  • When structuring your event communications, including your website and registration, it’s important to be aware that you can no longer rely on implied consent. A general opt-in communications checkbox is no longer enough.


  • Consent must be freely given, specific, informed and unambiguous. This will require you to make a statement up-front (prior to the collection of any data) specifying exactly how and why the data will be used, what the terms of use are, give EU residents the ability to withdraw their permission and have their data erased at any time. People must then be given the choice to opt-in or to decline.


  • The GDPR applies retroactively to any existing data you may have on EU residents. You’ll need to classify, label and destroy old data – or proactively gain informed consent from each person for the specific uses you may have for that information.


  • It’s recommended that you check with any third-party suppliers you may be working with to learn their compliance plans. Work together with them on due diligence, investigate indemnification clauses with your legal team, and be aware that the level of data security will need to be increased across the organization and your events.


Chances are, compliance will be driven from a legal or security team within your organization. Most organizations will (or should) have a compliance director who is the main point of contact for disseminating relevant information and policy changes and ensuring GDPR compliance. However, anyone in a marketing function, including event managers, should familiarize themselves with requirements and best practices to avoid potentially costly mistakes.

The International Association of Exhibitions and Events (IAEE) will soon be releasing a whitepaper on the topic as part of its mission to inform members of changes in policy and law that may affect them.

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Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact