Building an event confidential information schedule
Delegate lists, speaker fees and sponsor pricing are moving between five suppliers by email, and nobody has written down which of it is confidential.
The short answer
A confidential information schedule is a short table attached to supplier and partner documents. It names what is confidential, who may see it, how it is shared and what happens to it when the work ends.
It makes any confidentiality wording in the contract usable day to day. What the wording means legally is for your legal adviser.
Why a schedule helps
A general promise to keep things confidential does not tell a catering coordinator whether the dietary list may be forwarded to the venue. A schedule does, item by item.
It also helps your own team. When a committee member asks for the registration list, the schedule shows who may receive it and in what form.
What events usually need to protect
- Delegate, member and speaker lists, and contact details.
- Dietary, access and health-related requests, which may be sensitive.
- Speaker fees, honoraria and travel arrangements.
- Sponsor prices, packages and negotiating positions.
- Draft programmes, unannounced speakers and embargoed announcements.
- Budgets, supplier quotations and internal approvals.
- Security, access and VIP movement arrangements.
Decide four things for each item
- Classification: confidential, internal only, or shareable once published.
- Who may see it: by role and by supplier, not by individual names that will change.
- How it moves: shared folder with access list, password-protected file, or not sent at all.
- End of life: when it is returned or deleted, who confirms in writing, and what the organiser needs to keep for its own records.
Personal data needs its own question
Lists of people are personal data. How they may be collected, shared with suppliers and kept is a question for your privacy adviser under the Personal Data Protection Act 2010. This page does not state the rules; put the question in writing and record the answer.
Keep the schedule consistent with whatever the adviser tells you, and with the handover obligations schedule that covers what leaves with each supplier.
Common mistakes
- Marking everything confidential, so people stop paying attention.
- Giving a supplier the whole registration export when it needs a name list and a dietary count.
- Sharing through personal messaging accounts and forgetting to remove people afterwards.
- Not telling suppliers when a draft becomes public, so they keep treating it as secret.
- Having no named person to answer a supplier who asks whether something is confidential.
Worked example · Fictional example
A schedule for a members' summit
Fictional organisation and figures, illustrative only.
Persatuan Fiktif Pengurus Aset runs a two-day summit with a closed members' session. The secretariat lists five items: the member registration export, speaker fees, the sponsor package prices, the draft programme and the dietary list.
The registration export stays with the secretariat; the venue receives a name badge file and a dietary count only. Speaker fees and sponsor prices are visible to the treasurer and the conference owner only. The draft programme is internal until the committee announces it, and the project lead tells suppliers the date it becomes public.
Use this yourself
Confidential information schedule
Copy this table into your supplier documents and fill one row per item. Have your legal adviser review how the schedule is referred to in the contract.
| Item | Classification | May see it (roles) | How it is shared | End of life and who confirms |
|---|---|---|---|---|
| Registration export | Confidential | Secretariat only | Not sent; reduced extracts on request | Extracts deleted by supplier after event; written confirmation to secretariat |
| Speaker fees | Confidential | Treasurer, conference owner | Finance folder, access list | Kept by organiser for records |
| Sponsor package prices | Confidential | Treasurer, conference owner | Finance folder, access list | Kept by organiser for records |
| Draft programme | Internal until announced | Committee, project lead, AV supplier | Password-protected file | Becomes shareable on announcement date |
| Dietary and access requests | Confidential | Caterer, venue event manager | Counts first, named list only if needed | Deleted by supplier after event; written confirmation |
Handle it in-house, or bring in help?
Your team can usually handle this when
- Few suppliers and one person handles all shared information.
- The event has no closed sessions or sensitive attendee categories.
- Your organisation already has an information-handling policy.
Outside planning help earns its fee when
- Several agencies, venues and sponsors each hold parts of the same lists.
- The event includes closed-door sessions, unannounced speakers or sensitive requests.
- No one is tracking what each supplier has received.
Want the schedule kept up to date?
A conference project lead can draw up the schedule with your secretariat, brief each supplier on it, track what has been shared and chase written confirmation of return or deletion at the end. Confidentiality terms and privacy questions stay with your advisers.
Questions organisers ask
Is a schedule the same as a non-disclosure agreement?
No. An agreement is a legal document. The schedule is the working list attached to it, showing what is covered in practice. Ask your legal adviser how the two should be linked.
Should speaker fees really be confidential?
That is your organisation's choice. If you want them confidential, list them and limit who sees them.
Do suppliers need to sign something about the schedule?
Ask your legal adviser how to reference it in the supplier documents. Practically, ask each supplier to confirm in writing that they have received and will follow it.
What if a supplier shares something by mistake?
Record what, when and with whom, ask for deletion in writing, and tell the person responsible for the item. If personal data is involved, ask your privacy adviser what to do.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.