Event registration for public bodies and ministries

A ministry holds its annual reception for 300 guests. A city administration briefs residents on a construction project. A chamber invites its members to a hearing. The pattern is the same: a registration that has to be checked before it counts, protocol that expects titles to be right, and a room with a fixed capacity.

Today that usually means a form on the website, a spreadsheet in a shared folder, approval by hand and a printed list at the door. Every step is a copy of the data, and every copy is a question for the data protection officer.

Mission Support keeps the chain in one place: registration page under your own domain, approval queue, ticket, reminder, scanner at the door and the record of who did what. One office can run it; a team of three shares it with clear roles.

For a public briefing you publish the registration page and share the link; registration stays open until the capacity is reached or the window closes. For a reception you import the list of invitees and each guest gets one personal link that belongs to that person and cannot be passed on.

A guest registers, adds a title and a companion if you allow it, and answers the accessibility question. The registration waits as pending and the guest receives a short "registration received" mail. Your office approves or declines. Only on approval does the ticket go out, with a QR code and a calendar link.

A reminder goes out a few days before, from your own sender address. On the day, the door staff open the scanner in the phone browser. Valid ticket, green frame, done. The live attendance view shows the protocol office who has arrived. A guest without the mail is found by name and checked in with one tap.

Legal basis. For a public body the usual basis for an event registration is Art. 6(1)(e) GDPR, the performance of a task in the public interest. The privacy notice on every registration page names the organiser as controller and states that basis for public bodies.

Processor. Mission Support acts on your instructions as processor under Art. 28 GDPR, with a processing agreement concluded with your organisation. The sub-processors are named in the privacy policy and sit in the EU: database and application in Frankfurt, mail via Brevo in Paris, payments via Stripe in Dublin if you sell tickets at all.

Guest pages. No analytics and no cookies on the registration, ticket or invitation page, so nothing a guest would have to consent to.

Rights and retention. Each contact can be exported as a complete record or deleted in one step, which removes registration, ticket, form answers and mail log together. Contacts without a registration are anonymised after 24 months of inactivity, mail logs deleted after 12 months. How long the guest list of an event stays is your decision.

Three roles cover a typical office. The workspace admin sets up domain, sender and team and is the only one who sees the activity log. An event manager runs events: invitations, approvals, mails, exports. Check-in staff see only the scanner and the attendance view of their event.

So the protocol office approves, the press office writes the reminder and the ushers scan, without everyone holding the whole guest list.

A public briefing with open registration runs on Plus: QR tickets and the door scanner, your own event address, reminders and companions. Approval before the ticket, the audit log, the custom domain with your own sender, the GDPR export per contact and the live check-in view are Pro.

One reception a year does not need a subscription: the event pass gives one event the Pro features for a one-off price, up to 500 guests. SSO, an SLA or a data residency commitment are Enterprise. Every workspace starts with 14 days of Pro, no card required. No fee per guest, no fee per registration, no ticket fees on free events.