Spotlight 15: Include legal policies for your event

You owe it to yourself and your participants to put on events responsibly, especially when it comes to covering the bases from a legal standpoint. This will help protect both you and them.

To accomplish this, you should have two legal documents in place: the legally required Privacy Policy and the not legally required — but equally important — Terms of Use (also known as Terms of Service or Terms and Conditions). Once you get these two documents ready, you can add them to key places in your microsite and keep everyone informed.

Privacy Policies vs Terms of Use: What's the difference?

Your Privacy Policy explains why you collect personal information, what you plan to do with it, and how you'll protect it. Your Terms of Use sets the ground rules so everyone knows what to expect from your event, what they can do and can't do, and what their rights are. This is also a good place to convey details like your cancellation policy, extra fees, the limitations of liabilities, and the jurisdiction your event or organization falls under. In Backstage, you can use the same Terms of Use and Privacy Policy for all the events in your portal or a different one for each event by using the respective options in the Settings tab of your portal or in the Design tab for an event.

Where should you include your policies?

Now that you've set your Terms of Use and Privacy Policy, it's time to make them available for your attendees to read. Backstage gives you the option to display them in two places: the footer of the microsite and the ticket checkout form. It's been found that the footers are some of the highly visible parts of a site, so including your agreements here ensures that people won't miss them. It also means they will also be able access these documents at any time. Making attendees acknowledge your policies as a mandatory part of the checkout process means they will be well-informed about the legal nuances of the event from the very beginning of your association.

You can set your visibility preferences through the Configuration link in the Settings tab. You can also do this for individual events in their Design tab.

Learn more about setting up privacy and terms for your events so you can build trust with your event participants.

Subscribe to our forum to be updated with the latest Backstage news. If you have any feedback or questions, please write to us at support@zohobackstage.com.

Happy organizing!

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