How is delegate identity data protected?

Passports and visas are encrypted by us before they reach storage, not merely sitting on an encrypted disk, and every read is logged against a person. Documents carry a retention date and are purged on it. Without the encryption key, upload is refused rather than falling back to storing the file in the clear.

Event Technology & Data

The platform behind the programme — registration, portals, QR badging, matchmaking, live boards and a close-out data handover in a format your team can use.

Most agencies buy event technology and pass on the licence. We built ours, because the things that go wrong are integration seams: the registration list that disagrees with the door, the rooming file that does not match the hotel’s, the leads that arrive a fortnight late in the wrong shape.

One record holds the event. Your team, our team, the delegates and the exhibitors work inside it, each seeing exactly what their role allows and nothing else.

What is included

Registration and approval workflows
Client workspace with approvals and budget position
Delegate mobile portal — agenda, documents, support
Exhibitor portal and hosted buyer matchmaking
QR badging, door scanning and session capacity
Travel, visa and rooming operations views
Live board and incident log
Close-out reporting and data export

Event Technology & Data — how the workstream is structured — Register · check in · match · report8 inclusions

One record, four audiences

The client sees progress, approvals and money. Operations sees programme, people, travel, visa, rooming, space and budget. The delegate sees a pass, an agenda, documents, transport and a way to ask for help. The exhibitor sees their stand, their staff and their meeting diary. Same record, four views.

Access is a credential, not a link

Every portal user gets a login ID and a key. We never see the key — it is hashed and handed straight to the mailer — and a shared sign-in page routes each credential to the right portal, so a six-hundred-person mailing carries one link and one instruction. Door scanners run on device credentials, because a phone passed between temporary staff should not carry somebody’s personal login.

The client sees the shape, not the individuals

A client sees that 41 of 60 visas are approved. They do not see whose passport expires in March. That distinction is built into the software rather than left to whoever assembles the report — the response shape is the access policy.

Every event configures itself

A closed internal conference and a trade show are the same platform and almost nothing else. Picking the format switches on the modules that apply — visas and rooming for one, stands and hosted buyers for the other — and a module that is off refuses the request rather than merely hiding the tab.

The close-out includes what went wrong

The report you forward to your leadership carries attendance, engagement, budget variance and the incident log. A report with nothing wrong in it reads as marketing, and everyone senior knows it.

What you get

Deliverables, not intentions.

These are the artefacts that exist at the end of this workstream. If one of them is missing from a proposal you have received elsewhere, it is worth asking why.

01Configured platform with your categories and rulesDeliverable

02Portals for client, delegate and exhibitor audiencesDeliverable

03Live operational views for every deskDeliverable

04Close-out report with variance and incidentsDeliverable

05Full data export in your agreed formatDeliverable

Where this is used

Formats that lean on this service.

40 – 600 hosted buyers

Hosted Buyer Programmes

Qualified buyers brought to a show in exchange for a committed meeting quota — matched on real interest, scheduled properly and reported honestly.

Format

Questions