Cybersecurity Strategies Every Event Planner Should Know
by Elsie Oliver, 28 July 2025
With professional events now relying on digital technology, cybersecurity must be considered a top priority when planning and managing them. After all, they involve the collection and exchange of sensitive data such as personal information, corporate data, and payment credentials. These are all prime targets for cybercriminals.
In the event of a data breach, the reputational damage to the host and financial loss for both the host and attendees can be crippling. Planners need to adopt a strategic and proactive security-first mindset for any event by implementing the 10 cybersecurity strategies outlined below to ensure a safe and functional event.
(Photo Credits: Pexels)
1. Choosing Secure Digital Tools
An event's security hinges largely on the software and digital tools it uses. Registration platforms, apps, ticketing systems, video conferencing programs—all these must be chosen with care. Only reputable platforms with strong security protections must be used by events.
For example, look for tools that offer features like secure logins, encryption, and multi- or two-factor authentication. They should also have clear policies on how user data is stored and used. In general, services that are certified to meet international security standards should be among planners' first choices.
2. Risk Assessment and Contingency Planning
Once the systems have been chosen and established, begin planning the cybersecurity strategy by performing a comprehensive risk assessment. Identify critical digital assets and potential points of intrusion and vulnerability.
These will be unique for each event, especially when using different systems. For example, in a free networking event, no financial credentials are involved, so cybercriminals might target email correspondence.
Planning for contingencies is also critical. After all, despite best efforts, no system is completely invulnerable, and accidents can still occur. Organisers must have incident response plans that are detailed and scalable, involving both technical recovery and crisis communications and legal obligations in the event of a breach.
3. Safeguarding Online Payments
With at least 86% of cyberattacks being financially motivated, an event's ticketing and other financial transactions must only be processed through secure, encrypted systems. They should follow established security standards, offering safeguards and fraud detection, secure checkout, and even CAPTCHA, should the events ever be targeted by bots.
These security certificates must be visible on payment pages to reassure attendees that their money and financial credentials are 100% secure. These don't just secure people's data, it also help protect and promote the organiser's reputation.
4. Creating Safe Internet Access at Venues
Events that take place in person or use a hybrid format need to have safe internet access available for all attendees. While open public Wi-Fi is convenient, it can be incredibly risky as it is easy for hackers to breach other people connected to the network.
Networks must be secure and password-protected for all staff and attendees. For added protection, virtual private networks (VPNs) can be used to provide another layer of protection for the network. These tools, which are often available at a discount during promotions like a Black Friday VPN sale, can be a worthwhile investment for any team managing sensitive data.
5. Managing Third-Party Risks
Events typically rely on external suppliers (ticketing providers, caterers, AV technicians, etc.). Choose those who take cybersecurity seriously, especially for any third-party handling any sort of data.
Contracts with them must explicitly define how data should be stored and handled, and what to do should a breach occur between the organiser and the third party.
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6. Training the Event Team
Human error is still one of the most common causes of data loss. Staff can leak passwords, unknowingly click on phishing links, or even accidentally delete data. A single misclick can risk your entire event.
It's thus imperative for all staff working on the event—whether full-time employees or temporary contractors—to be oriented and trained with the systems involved in the event.
7. Applying the Principle of Least Privilege
To further minimise the risk of human error, staff members must only have access to data and systems that are relevant to their task. There is no reason for a ticketing clerk, for example, to have access to the CCTV cameras. Similarly, CCTV staff have no reason to have access to the ticketing systems with attendees' financial information.
The more data and systems staff members have on their plates beyond what they need to do their job, the greater the risk of them committing errors.
8. Real-Time Security Monitoring
Real-time monitoring of data and systems during the event itself can help detect unusual digital activity, allowing the team to investigate it and stop it from turning into larger problems. This is particularly true for larger or higher-profile events where there is more digital traffic.
Have systems in place to track user behaviours and network activity for suspicious signs, such as repeated failed login attempts or unauthorised devices accessing system software.
9. Legal Compliance
Different countries have varying laws regarding data protection. Event organisers must be fully aware of these laws and follow them strictly (even if third parties are handling the data).
Work with legal advisors if needed to avoid legal trouble (on top of the financial and reputational damage).
10. Post-Event Security Audit
Cybersecurity does not end when the event does. After the final guest has left or the livestream has ended, it's wise for organisers to take the time to assess what worked well and what could be improved.
A post-event review should include checking system logs, evaluating the effectiveness of data protection, and investigating any unexplained issues. After all, organisers must always strive to make the next event safer and better.
Conclusion
Events can be seamless and engaging if they are not secure for everyone involved.
Cybersecurity in event planning should no longer be seen as just a technical concern, but as a core pillar that the whole team must prioritise.
In fact, prioritising digital safety during an event is not difficult: prudence and basic staff training are enough to ensure that the event can be carried out safely and without hiccups.
- 1. Choosing Secure Digital Tools
- 2. Risk Assessment and Contingency Planning
- 3. Safeguarding Online Payments
- 4. Creating Safe Internet Access at Venues
- 5. Managing Third-Party Risks
- 6. Training the Event Team
- 7. Applying the Principle of Least Privilege
- 8. Real-Time Security Monitoring
- 9. Legal Compliance
- 10. Post-Event Security Audit
- Conclusion
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