Guides
Keeping a compliant guest list
A guest list holds personal data. Keeping it lean from the start means less to delete and less to explain.
Starting point
The first registration creates a list with names, contact details and often extra answers. This data serves one purpose: running the event. Anything beyond that later needs its own justification and more work for access requests, corrections and deletion.
In practice a guest list grows faster than planned, because every team wants one more field. Keeping it lean from the start means less to delete and less to explain in the end.
Steps in order
Note the purpose
Write down before registering what you need the data for: invitation, door, attendance check and reporting. Drop any field that serves none of these purposes.
Limit the fields
Ask only for what you actually use. Every extra required field lowers your registration rate and adds data you later have to delete.
Restrict access
Give access only to those handling registration or the door. The list does not belong on private devices or in private mailboxes. Eventwerk can be shared with a team per event.
Set a retention period
Decide how long the data stays after the event. Eventwerk deletes data 30 days after the event by default, and this period can be adjusted.
Photos only with consent
If you take and publish photos, collect consent beforehand. Eventwerk stores the photo consent with the guest so it is at hand when you sort the pictures.
Share exports carefully
Pass the list on only as a protected export, not as an open sheet. The CSV export applies formula protection so spreadsheets do not run cell contents as formulas.
Typical mistakes
Lists in private sheets
Emailing the list back and forth loses track of who still holds the data.
Keeping data forever
Without a fixed period, every deletion has to be justified by hand and often never happens.
Photos published without consent
Without proof before taking the shot, sorting the pictures afterwards becomes a chore.
Too many fields
Every extra required field collects data that is rarely used and only bloats the list.
What Eventwerk handles
Eventwerk collects only the fields you enable and keeps the photo consent with the guest. The retention period defaults to 30 days after the event and can be adjusted.
For sharing, Eventwerk offers a CSV export with formula protection so shared lists run no formulas. For legal questions, contact your data protection officer or legal advisor.
- Purpose-bound fields per registration
- Retention 30 days by default, adjustable
- Deletion after the event
- Photo consent stored with the guest
- CSV export with formula protection
This guide is not legal advice. For legal questions, contact your data protection officer or your legal advisor.
Put what you just read to work on an event of your own.
Create an event, open the event page and test the guest list, check-in and reminders with a small group.