Registration data file requirements

The phrase 'data in equals data out' is especially true regarding attendee experiences at events and the insights derived from attendee behaviour post-event. We believe in the importance of planning and agreeing on the data transfer schedule early on to ensure the timely delivery of attendee data. Below are our expectations for receiving data and best practice guidelines:

Timing

At the outset of a project, we will establish a schedule for delivering both test and production data files. This schedule will be carefully determined based on the expected workload required to process a data file for import. We plan to receive one test file followed by the production registration data file.

Factor influencing the Data Schedule:

• e-Ticket communications schedule: All required data must be in Jomablue to send attendee e-tickets
• App release schedule: If the event App is to be released 2 weeks prior to show day, attendee data must be imported into Jomablue before this date

Impacts on timing

We will strive to create a delivery schedule that suits you and understand that changes may occur. However, it's important to note that delays in delivering the test data file or providing data files in a different format/structure than agreed upon may affect the timing of importing event data.

Structure & Format

To facilitate a speedy and hassle-free data import, we have a standard template that we encourage you to use, ensuring all event data files are consistent. Below are examples of the registration data fields we collect:

• Basic information: First Name, Last Name, Company, Job Title, email, mobile
• Session entitlements: Whether an attendee is entitled to any restricted sessions
• Item entitlements: Whether an attendee is entitled to collect physical items at the event
• Categories: Delegate, exhibitor, VIP, speaker, media
• Other custom information: This will be determined at the outset and refers to any information maintained within the Jomablue portal

Acceptable File Formats

• Google sheets
• Microsoft Excel
• CSV files

Data Cleanliness

Dirty data can significantly impact the attendee experience, and we understand that cleaning data can be time-consuming. However, it's important that we work together to ensure proper data cleaning is conducted before the file transfer. Here are some guidelines for data cleanliness:

• First Name, Last Name Company and Job title: Should not contain any leading or trailing spaces
• Mobile Numbers: Must be in international format (e.g., +61400000000) and should not contain spaces, brackets, or hyphens
• UIDs: Should be consistent when identifying records within your CRM

Delivery & Security

Data security is a primary concern, particularly when it concerns attendees’ personal information. As such, we ask that data file deliveries adhere to the following guidelines:

• Delivered files should always be encrypted before being handed over to Jomablue
  Although not recommended by Jomablue, if files are sent via email, they must be password-protected, and the password should be communicated via another means (e.g., via SMS)
• Access to files should be determined and maintained from the outset