What an event digital platform brief should say
An event app or virtual platform is being considered, and the supplier needs to know which jobs it must do, not just a list of features.
The short answer
A digital platform brief starts from jobs, such as sharing the agenda, collecting questions, scanning in, hosting a livestream or holding speaker material, then lists the features needed for each, the data involved, integrations, support during the event and a test plan.
Data protection, security and hosting questions are for the supplier and your own legal or IT adviser to answer. The brief records the questions, the answers and who accepted them.
What the brief has to settle
| Item | What to write | Acceptance test |
|---|---|---|
| Jobs to be done | Agenda access, speaker profiles, live questions and polls, networking, documents, livestream or on-demand viewing. | Each job has a named owner and a way to test it. |
| Users and access | Delegates, speakers, exhibitors, organisers, and how each logs in. Languages needed. | Test accounts for each role. |
| Data and privacy | What personal data the platform holds, where it comes from, who can see it and what happens afterwards. | Supplier answers the privacy question pack in writing; adviser reviews. |
| Integrations | Link to registration, livestream or audiovisual feeds, and any export for catering or badges. | Data flow diagram agreed by each supplier. |
| Content upload | Who uploads agenda, speaker bios and documents, by which dates, and who approves. | Content freeze date stated; sample upload tested. |
| Support during the event | Hours, languages, channels and who handles user queries on the day. | Support contact list issued and tested. |
| Load and fallback | Expected number of simultaneous users and what happens if the platform or venue internet fails. | Supplier states its approach; venue confirms connectivity separately. |
Data, security and hosting questions
The organiser decides what data it is willing to hold and for how long. The supplier describes where and how it is stored. Your legal or IT adviser reviews the answers. Do not assume that a polished demo means these questions have been answered.
- Where is attendee data hosted and who at the supplier can access it?
- How is consent recorded for networking or contact sharing features?
- How are speaker materials stored, and who can download them?
- What happens to data and recordings after the event, and by when are they deleted or returned?
- What is the incident notification arrangement?
Testing before launch
- Create test accounts for each role and log in from phones and laptops used by your audience.
- Upload a sample agenda and one speaker document, then check what each role sees.
- Run a short mock session to test questions, polls and any livestream feed.
- Check the data export against the registration list.
- Confirm support contacts respond during a trial slot.
Common gaps
- The platform is bought for features nobody uses.
- Content arrives after the app is published and updates are not planned.
- Venue internet is assumed to be adequate.
- Two systems each hold a different attendee list.
Worked example · Fictional example
A fictional association's event app
Fictional organisation and figures, used only to show the level of detail.
A fictional accountants' association considers an event app for a 400 person conference. The secretariat writes four jobs: agenda, live questions, speaker documents and delegate list for networking.
Two suppliers demonstrate. The brief asks both to answer the privacy questions and to state what each job needs from registration. One supplier cannot import the registration list, which the secretariat records as a gap.
Use this yourself
Digital platform brief template
Copy into a document and send to each supplier with the same questions. Mark unknowns Not decided with owner and date.
- Event, dates, audience size, languages:
- Jobs the platform must do, owner of each:
- Roles and logins, test accounts needed:
- Personal data held, source, access, retention, deletion:
- Privacy and security questions sent, with date answered and reviewer:
- Integrations with registration, livestream, audiovisual, exports:
- Content owners, upload dates, content freeze, approver:
- Support hours, languages, channels, escalation contact:
- Expected concurrent users, fallback if the platform or network fails:
- Test plan: roles, sample content, mock session, data export check:
- Price basis: set-up, licences, support, add-ons:
- Acceptance: test plan done, content published, sign-off by:
Handle it in-house, or bring in help?
Your team can usually handle this when
- A simple agenda app or page with no personal data beyond registration.
- One person can upload content and answer user questions.
- The supplier is known and the use is the same as last year.
Outside planning help earns its fee when
- Networking, live questions, livestream and registration are connected.
- Privacy and security answers need review by an adviser and follow-up with the supplier.
- Several suppliers and a venue network must work together.
Want the platform brief coordinated with the other suppliers?
An Event Blueprint can set platform requirements beside the registration, livestream and audiovisual briefs, with data flows and content deadlines in one place. A project lead can then coordinate the test sessions and collect written answers for your adviser.
Questions organisers ask
Do we need an event app?
Start from the jobs. If the agenda and documents can be on a simple page, an app may not be needed. Choose a platform only for jobs it will do better.
Who checks security and privacy?
Your own legal or IT adviser, using the supplier's written answers. The brief gathers the questions and answers in one place.
What if the venue internet is slow?
Ask the venue and supplier separately about connectivity and a fallback, then test on site if possible.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.