Start with a defined purpose
Do not collect personal information only because a form can. Link every field to a clear registration, communication, safety, access, credential, attendance or reporting requirement. The event organiser should define the lawful purpose and provide the instructions that apply to the guest database.
Work carefully with an existing RSVP database
When a client already has an RSVP partner or platform, AFRIREG can receive an authorised export for onsite registration. The required database tables, rows and field structure can be replicated so the onsite system uses the approved information without forcing the organiser to replace their current platform.
Match walk in capture to the approved fields
A guest who is not on the original list may need to complete a walk in form. That form should match the client’s approved backend database fields and capture only the information required for the event. Where needed, a passcode or senior approval process can restrict who may authorise a new walk in record.
Control dashboard and export access
The live administration dashboard may contain the full guest list, arrival status, walk ins, print totals and timestamps. Access should be limited to authorised users and appropriate devices. Imports, Excel files and CSV exports should be transferred through an agreed secure process rather than shared informally.
Maintain accurate attendance records
QR scans, barcode searches, badge prints, NFC session visits and manual corrections can create timestamped activity. Organisers should decide which records are needed for operational reporting, CPD evidence or post event reconciliation and ensure corrections are managed consistently.
Be clear with guests
Use plain language notices for registration terms, event communications, photography or media consent and any approved information sharing. Consent should be requested where it is the appropriate lawful basis, while other processing should be explained according to the organiser’s requirements.
Plan post event delivery and retention
AFRIREG can return a complete Excel spreadsheet and CSV export in the client’s required format, including approved fields and timestamps. The organiser and AFRIREG should agree how long the working data is required and when it must be deleted or otherwise disposed of in accordance with the agreed retention process and POPIA requirements.
Planning checklist
- Purpose based field selection
- Authorised import from the existing RSVP system
- Matching database tables and field structure
- Plain language privacy information
- Controlled live dashboard access
- Accurate walk in approval process
- Secure Excel and CSV exports
- Agreed retention and data removal
- Supplier and organiser responsibilities
- Incident and information request contacts