Now I have to admit that I was checking in on one of the many LinkedIn groups that I’m a member of and came across this subject posted as one of the discussions.
It got me thinking about what it was that I couldn’t do without when I went away to manage an event. Personally, it was simple things like comfy PJs, two alarm clocks and the event file – my event bible. The PJs and alarm clock stay the same but the event file has turned into a laptop and iPhone!!
Professionally, I almost took the whole office with me. Being able to reach for scissors, blu-tak or post-it notes without having to leave the venue was just so important to me because my role on the day was event management and not SHOPPING!!
So I ask you: What things do you always take with you when you travel to an event?
If you’d like my events box checklist why not send me a message and I’ll either email it to you or I might even throw it up here as a blog post.
Whilst it’s definitely getting colder out there we have had some cracking days this week and it’s warming to see all the spectacular colours that Autumn is throwing out at the minute from our view over the campus at Keele University.
As well as exciting new functionality we’ve decided that it was high time that EventManager™ took on some new colour and got spruced up with a bit of a make-over as well. We’ll be scrapping the existing management screen look and feel and adding the clean new sexy looking interface screens designed by our brilliant designers, Lisa and Rob.
As a rule of thumb we make our systems easy to use and navigate and incorporating great design is fundamental to that principle. Clean white backgrounds overlaid with strong navigational and management screen colours make EventManager™ both functionally and now visually one of the nicest events packages to use.
If you’re an existing user we’ll be rolling this out to your installation during w/c 25 October 2010. If you’re interested in an events system why not contact us and we’ll be more than happy to give you a demo of the system.
EventManager 4.0 Release Notes are now accessible via the ‘About’ tab in the masthead navigation of your EventManager installation.
Just this week Kent House has gotten its very own Facebook page!
If you want to check out any upcoming events or become a fan of Kent House, why not pay us a visit.
As the page has just been set up this week, it is looking a little bare, so check it out, post a link to your site (always good for SEO!) and add a few comments!
You may notice if you visit the page that we have an event coming up in June, we will be sending out official invitations to over the coming months and you will be able to register online using our award winning EventManager event management system. However if you want to log your interest now, just send me a quick email and I will make sure you are on the invitation list.
The Data Protection Act (DPA) seems to affect every walk of life. As soon as you store information about someone else you become responsible for ensuring that their information is kept securely and used appropriately.
So how does that change the way in which you have to think about event data you ask? By running events and taking registration information about your delegates and more often than not offering catering you become party to what is classed as highly sensitive information in terms of the DPA. Someone’s dietary requirements or requirement for disabled access/parking may seem trivial to you, but to the individual it could well be something far more personal.
Delegate lists are hot property to certain people that attend events; in fact for some people the delegate list is as important as the event itself. If you plan to issue a delegate list with contact information for all those attending then you need to have everyone’s permission to do so (it’s the same with taking photos at an event). A delegate’s name, job title and organisation are the only details that you can really share without asking for permission as they are essentially in the public domain anyway. If you want people to network either ensure that they know that they need to bring business cards with them or leave a pile of blank business cards on the tables so that delegates can use them to exchange details during the event.
If you use a web based event management/registration system you can quickly and easily ensure you meet DPA guidelines by offering an opt in / opt out marketing section within the user registation profile. EventManager has this functionality already included as standard, as a high percentage of our clients work in the Public Sector. You can even market delegates direct from the application, advising them of future events that they might be interested in all within DPA guidelines as anyone that has opted out is not included within the copy list and those that are, are BCC’d so that delegates information is kept private and secure.
Here’s a sample DPA statement that I wrote a few years ago in conjunction with a DPA / FOI lawyer:
Delegate lists and Data Protection
Under the Data Protection Act delegates need to be given the opportunity to opt in/out of a list of delegates, if it is to be issued to a third party. If participants are not given the chance to opt in/out you cannot assume that it’s OK to disseminate their information.
If a delegate list is to be produced, an opt in/out tick box needs to be incorporated into the booking form, with words similar to:
‘I agree that the event organisers may pass on my details to other registered delegates for this event and am aware that I may be contacted about future [your organisation name] events. I agree that the organisers may pass on my details to any third party.’
If all Data Protection requirements are met (i.e. delegates are made aware that their information may be shared with third parties and they are given the opportunity to opt in/opt out of this) it is simply a matter for [your organisation name] to decide whether we share the information with others.
If Data Protection requirements are not met The Freedom of Information Act (FOI) should not override a delegates’ right to privacy.
Section 40 of FOI states: http://www.ico.gov.uk/documentUploads/AG%201%20personal%20info.pdf
“If the personal data is about someone other than the applicant, there is an exemption if disclosure would breach any of the Data Protection Principles. (This is the main issue explored in this guidance.) There are also some special rules to be applied in cases where the personal data is about someone who has formally objected to their disclosure. The term, “third party data,” is used to describe personal information about someone other than the applicant. “
“The term “personal data” is defined in the Data Protection Act, as amended by the Freedom of Information Act. “Personal data” is information about a living individual from which that individual can be identified. It may take any of the following forms:
• Computer input documents;
• Information processed by computer or other equipment (e.g. CCTV);
• Information in medical, social work, local authority housing or school pupil records;
• Information in some sorts of structured manual records;
• Unstructured personal information held in manual form by a public authority. “
If however Data Protection requirements have been met and necessary consent has been given then we have an obligation under FOI to provide these details to a third party if they are requested.
As a rule of thumb, [your organisation name] Events Team will not include an opt in/out option on bookings forms, unless otherwise requested by Event Commissioners. This will allow us to ensure that delegates’ details remain protected in the vast majority of cases. In the unlikely event that a request is received under FOI where Data Protection requirements have been adhered to, the Events Team will seek the appropriate advice from the [your organisation name] Legal Team.
All of the systems and processes used, designed and created by Kent House for our clients are designed to store and manage the information that cleints need to keep on their users securely, whether it be for event management or as part of a database.
If you have any queries regarding our Products and Services and how they can help you to be DPA compliant for your events delivery, please feel free to contact us at email@example.com or 0845 638 0700.
February was a busy month for the EventManager development team.
We’re on the brink of completing the deployment of v4.0 of the application to all installations which brings all client installations back onto the single core application as well as adding a number of new and improved features.
We’re also delighted to add 2 new clients to the EventManager family:
- NHS North East http://www.northeast.nhs.uk/
- The National Patient Safety Agency http://www.npsa.nhs.uk/
Their events installations will be deployed in the coming weeks. We’re very much looking forward to working with them both over the coming years.
From a throw away comment EventManager has gone from an idea on the back of a piece of paper to being an award winning event management system in under 5 years…
Events are one of those things that until you have to run one, sound like a walk in the park. To be an event manager you have to think a certain way, the devil’s in the detail as they say. You’re a project
manager, finance manager, AV tech and front of house all rolled into one but with the added extras
of venues, delegates, exhibitors and speakers to work with and that’s before dietary requirements, bedrooms, workshops, reporting, AV and evaluations……Calling your wedding guests ‘delegates’ throughout the planning of your wedding is a sure fire sign that you’re an event manager by trade and a way to cause ripples with the Bride to be before the big day (trust me I know).
One of the painful parts of event management is delegate registration and management. Get it right and delegates are happy and your event is a roaring success, get it wrong and more often than not the
Chief Exec or MD are the ones that will get the complaints and that’s bad news for everyone. In the past spreadsheets and databases were the way to manage delegates but even that was time intensive and wasn’t systematic.
EventManager has been designed and continues to be designed and influenced by event managers for event managers. One of the lead advisors for the system is Ruth Dowson, Senior Lecturer in Events
Management at the UK Centre for Events Management at Leeds Metropolitan University and former Head of Events at NHS Connecting for Health:
“…I’ve had a hand in delivering over 300 events in the past few years ranging in size from 30 – 50 to 1,000+ paid place delegate events/conferences for Government Ministers all using EventManager. EventManager covers all the aspects of delegate registration that I need it to, meaning I can get on with my real job as an event manager. I don’t have to spend hours inputting bookings into a spreadsheet or database and then emailing people to confirm that I’ve booked them a place. I load the event including event details, documents, venue information and delegates numbers and EventManager takes care of bookings, cancellations and notifications to me and the delegate. It covers workshop bookings, dietary requirements, accommodation options as well as full reporting options and electronic evaluation post event.
I moved jobs a few years ago and I had to run a 2 day event for 30 people with B&B without event manager and it took me all of my time keeping up with bookings and cancellations that I was tearing my hair out because I couldn’t focus on the things that needed my real attention like the agenda, event content and the arrangements at the venue.
I’ve felt the pain of having a system and then not having one and excuse the pun but the decision is academic, I wouldn’t run an event without EventManager…”
Here’s what one of our current clients has to say about EventManager:
“….The event management system is used widely in SHAs and a number of NHS organisations across England. We think it’s a great system as it removes the administration burden attached with events and workshops, especially when you’re organising a number of large conferences, workshops or training sessions.
It allows people to register directly online and download information about an event, workshop or training session. It enables you to monitor delegates and manage quotas, e.g. maximum numbers you can take, reserve places for people, mark people as team, delegate or speaker so that you can download lists etc. KentHouse will also tailor the system to suit your organisation. Also, because it is web based, people can access it anywhere they have access to the internet….”
Linsey Atkins, Programme Communications Lead – NHS East of England
EventManager has a large client base including key NHS clients of NHS Connecting for Health delivering the National Programme for IT, the National Patient Safety Agency and private sector clients including E Health Media Ltd and Dowson Communications.
If you’d like to take the sting out of delegate registration and find out more about EventManager send me an email and I’ll be happy to help.
MIDLANDS’ MED TECH MARVEL SCOOPS AWARD
Kent House’s online event management and booking software – EventManager – has scooped the award for NHS Breakthrough in MedilinkWM’s highly competitive Medical Healthcare Awards, at the Council House in Birmingham and will go on to represent the West Midlands in Medilink UK’s national contest.
At a glittering awards ceremony, Kent House, which developed the EventManager software initially for healthcare services, took the highest honour for successful achieving an NHS breakthrough. Designed to support NHS contracting teams running industry events, the online system automates and administrates events, offering self-service to delegates. Since April, EventManager has handled 30,000 bookings and 1,500 events for more than six NHS organisations.
Created to recognise the most impressive business achievements from the Midlands’ thriving medical technology community, the awards are sponsored by Advantage West Midlands and supported by ADF Insurance. David Gleaves of MidTECH presented Kevin Holdridge, Managing Director, with the prestigious award, which recognises businesses that have achieved exceptional research, innovation, business success, entrepreneurial flair and growth in the sector. Kent House will now go forward to the national Medilink UK Awards in February.
Kevin said: “This is a wonderful recognition of the hard work, vision and dedication of our team. We’re very excited about going forward to the national awards and hopefully prove that the best businesses and inventions come from the West Midlands. I think the region’s strong medical technology cluster has given us the right backing and a broad network so we’ve been able to access the support we need and it’s played a big part in our success so far.”
MedilinkWM’s CEO, Tony Davis, said: “The Medical Healthcare Awards have been a spectacular celebration of the innovation and enterprise that’s on show in the West Midlands and it’s great to see so many successful companies taking part this year. The standard has been the highest ever, so it’s an amazing achievement to win.”
”It’s testament to the hard work, passion and innovation of companies in this sector that so many important technologies are represented here, many of which now enable medical staff to treat patients even more effectively – they really could help save lives. As a growing sector, medical and healthcare companies are attracting the best brains in the region, which was clear to us tonight as we saw the calibre of finalists and of course, the success of our winners.”