Event Registration with Medical & Dietary Needs
An encrypted event registration form for conferences, workshops, retreats and corporate events — captures attendee details, dietary requirements, medical conditions, emergency contact and accessibility needs, nFADP-compliant.
Event registration data has an unusual property: almost all of it stops being useful the day the event ends, and one part of it becomes a liability. An allergy, a mobility need, an emergency contact — necessary on the day, indefensible in a spreadsheet six months later. Collecting it well means planning its deletion at the same time.
Plan the deletion before the event
Delete health and emergency contact data promptly after the event. There is rarely a legal basis to retain it beyond the event itself. Name and contact data may be retained if the attendee consented to future communications.
Medical and dietary data — special category data under nFADP
Medical conditions, allergies and dietary information constitute sensitive personal data under the Swiss nFADP and GDPR Art. 9. Event organisers must have a legitimate purpose and appropriate safeguards. End-to-end encryption ensures this data is protected from the moment the attendee submits it. Only authorised personnel (catering, medical staff, event management) should access it. Data should be deleted after the event unless a longer retention has legal justification.
What the form collects
- Attendee name, date of birth and contact details
- Organisation and job title
- Ticket or registration type
- Dietary requirements — allergies, intolerances, preferences
- Medical conditions relevant to event participation
- Current medications (optional)
- Emergency contact name and phone
- Accessibility and mobility requirements
- Photo and media consent
- Attendee signature and acknowledgement
Why name and email is not enough
Most standard event registration tools collect name, email and perhaps company. But for events involving meals, physical activity, travel, or multi-day programmes, this is insufficient. A severe nut allergy, insulin-dependent diabetes, or mobility impairment are facts that event organisers need to know in advance — not to screen attendees, but to ensure every participant can attend safely and comfortably.
Swiss duty-of-care obligations under tort law (Art. 41 OR) mean that event organisers can face liability for foreseeable harm that adequate preparation would have prevented. Collecting medical and dietary information — and acting on it — is part of that preparation.
What to ask about medical needs
The goal is not a full medical history — it is operational information needed to run a safe event. Ask for: conditions the attendee wants the event team to be aware of; medications that may require storage, refrigeration or emergency use (EpiPen, insulin); mobility or accessibility requirements (seating, ramp access, hearing loop); and emergency contact details in case of a medical incident.
Dietary categories worth covering
- Severe allergies: nuts, shellfish, eggs, dairy, wheat/gluten, sesame
- Religious dietary observance: halal, kosher, no pork, no beef
- Lifestyle preferences: vegan, vegetarian, pescatarian
- Medical conditions: diabetic diet, coeliac (strict gluten-free), renal diet
- Cultural preferences: no alcohol, specific cuisine restrictions
Paper versus encrypted digital registration
| Paper or spreadsheet | Digital encrypted form | |
|---|---|---|
| Data protection | Paper sheets left on tables, spreadsheets on unprotected drives | Encrypted before leaving the browser |
| Dietary brief for catering | Manual count from list, error-prone | Exportable structured summary |
| Medical / emergency data | Available to anyone who finds the form | Access-controlled, encrypted |
| Accessibility prep | Missed or forgotten ad-hoc | Structured field, actioned before event |
Setting it up
Use this template
Copy it into your dashboard — the dietary, accessibility and emergency-contact sections are already structured.
Customise for your event
Add your event name, date and specific dietary or session options relevant to your event.
Share with attendees
Distribute the form link when attendees register, in confirmation emails or via QR code at check-in.
Brief your team
Share dietary and medical summaries with catering, first-aid staff and event coordinators before the event.
Questions organisers ask
Can I legally collect attendee medical information?
Yes, with a clear purpose. Under nFADP, collecting health data for event safety is a legitimate purpose as long as you inform attendees how it will be used, who has access, and when it will be deleted. The form should include a clear statement that data is used only for event logistics and is not shared with third parties beyond catering and medical staff.
Should I ask about allergies even for a short morning event?
If any food, drink or refreshments are served, yes. Even a brief coffee morning can expose an attendee with a severe allergy if the catering team is not briefed. It is a small field on the form and a significant risk mitigation.
Is the registration data encrypted?
Yes. All attendee data, including medical conditions and emergency contacts, is encrypted end-to-end. Only authorised members of the event team can access it.
For more context, see our events use-case page and our guide to GDPR-compliant event management in Switzerland.