The terms of participation and data processing must be clear. By publishing well-written participation terms and proper data protection clauses, you protect both yourself and your attendees.
Participant registration – regardless of the event's scale – is not just a logistical step. It's also the point at which you become subject to specific regulations on personal data processing, service provision, and communication with attendees.
So if you're publishing a registration form without proper terms and clauses – you're asking for trouble. Fortunately, avoiding legal pitfalls doesn't have to be complicated or time-consuming.
This article will show you how to ensure the legal safety of your event and the comfort of your attendees. At the end, you'll find ready-to-use document templates for download.
We all know this one – often treated as a formality. Usually, it reads: "I have read and accept the event participation terms and conditions" – and that’s sufficient, as long as you actually allow participants to access and read the document.
Remember to make sure the link is active and opens in a new tab. It sounds obvious, but surprisingly often this doesn't work – and without access, it's hard to talk about informed consent.
This is the foundation – the document that defines the service of participating in your event. What should it include? Most importantly:
A well-written set of terms not only clarifies your relationship with attendees – it’s also your insurance in case of disputes. At CONREGO, we often see organizers start treating this seriously only after one problematic event. Better to be prepared.
This is the second most important part. You must inform attendees about:
You can place the full text under the form or link to it – but in either case, the participant must be able to read it before submitting the form.
In CONREGO, you can set this clause as a mandatory consent. Users won’t proceed without accepting it – which ensures full legal compliance.
While the information clause refers to form-submitted data, the privacy policy covers a broader scope. It explains how you process data from users browsing your event website – even those who don’t register.
It should include:
Don't have one yet? Use the information clause as your starting point. And if you use CONREGO, every registration page includes a field for your privacy policy link.
This one often causes confusion. Here’s the golden rule: Marketing consent must not be mandatory.
In other words, you can’t require participants to agree to receive newsletters or offers as a condition of event registration.
If you include a checkbox like “I’d like to receive information about future events”, that’s great – as long as it’s optional.
In CONREGO, you can automatically segment those who gave marketing consent – so you can communicate with them without breaching regulations.
A well-built registration form isn’t just about collecting data. It’s about building trust – between participant and organizer. And ensuring your own protection as the service provider.
You don’t need a law degree to create compliant documentation – just basic awareness and the right templates.
If you want the entire process – from registration to payments and communication – to be seamless, legal, and easy to manage, give CONREGO a try. It’s free and risk-free.
