Before you read on
Over the coming months, we’ll be sharing more practical tips on digital security and cybersecurity. Technology is evolving rapidly, creating many opportunities. At the same time, it’s important to consider the impact these developments have on digital security.

A conference visit is often full of valuable moments. You gain new ideas, connect with colleagues in the profession, attend presentations, and discover solutions you may want to apply in your own practice.

At the same time, you’re continuously connected throughout the day. Your badge is scanned, you check your email, take photos, use Wi-Fi, and scan QR codes for presentations, exhibition stands, forms, or promotional activities, often without giving it much thought.

As data security is an important part of working digitally in practice, we’re sharing eight practical tips for your next conference visit. These tips have been compiled with input from colleagues who work with digital security every day and handle data with great care.

1. Protect the QR code on your badge

Many conference badges contain a QR code or barcode. These are useful for access, session registration, or sharing contact details with exhibitors. However, such codes can contain or provide access to more information than may be immediately apparent. This could include your name, practice name, job title, and email address, or registration details.

In some cases, a badge scan may also be used to send you information after the event. For this reason, take care when taking photos on the exhibition floor. Is your badge clearly visible? If so, turn it around, cover the code, or crop the photo before posting it online.

A good LinkedIn post is great, but your QR code doesn’t need to be part of it.

2. Be mindful when allowing your badge to be scanned

On the exhibition floor, you’ll often be asked: “May I scan your badge?” This can be practical, for example, if you’d like to receive more information or you’ve just watched a demonstration.

However, it’s worth taking a moment to consider what information you’re sharing. Your name, job title, practice name, and email address may all be personal data. When this information is collected, stored, or used for follow-up communication after the conference, it constitutes the processing of personal data.

This also relates to social engineering, a form of manipulation that encourages people to share information or take a particular action. It doesn’t always look suspicious or dramatic. Sometimes it starts with a friendly conversation, a quick badge scan, or a form where you enter just a little too much information.

This doesn’t mean you should never allow your badge to be scanned. It does mean you’re entitled to ask what will happen to your data. Will you be added to a mailing list? Will you only receive the presentation? Will your details be shared with a third party? And can you easily opt out if you no longer wish to receive further communications?

That’s not distrust. It’s simply about being careful with your personal information.

3. Prefer your own mobile network

Public Wi-Fi networks are convenient, but they are not always the safest option. In busy locations such as conferences, hotels, airports, and railway stations, it’s wise to take extra care.

Where possible, use your own mobile data connection or a personal hotspot, particularly when logging into business accounts, checking email, or accessing systems that contain practice information.

If you do need to use conference Wi-Fi, make sure you’re connected to the official network. Be cautious of network names that closely resemble the event or venue name.

4. Set up a VPN in advance

A VPN (Virtual Private Network) can help protect your internet traffic when using public Wi-Fi. It adds an extra layer of security when working on the move.

Install and test your VPN before the conference, rather than when you are trying to quickly access something between presentations.

A VPN doesn’t automatically make you completely secure. You still need to pay attention to where you click and where you log in. However, it’s a simple additional measure if you regularly work while travelling.

5. Scan QR codes carefully

QR codes are everywhere at conferences, for programmes, presentations, competitions, forms, demonstrations, and downloads.

While convenient, they require a degree of caution. A QR code doesn’t always make it immediately clear where you’ll be directed, making it harder to assess whether a link is trustworthy before opening it.

One related risk is “quishing”, phishing carried out through a QR code. You scan a code and are taken to a website that appears legitimate but is actually designed to collect information or prompt you to log in.

Don’t automatically scan every QR code you encounter. First, consider where the code is displayed and who it belongs to. After scanning, check the destination link before entering any information. Avoid logging in through a page you’ve reached solely via an unfamiliar QR code.

If you’re unsure, navigate to the website manually instead.

6. Be aware of what’s on your screen

Need to reply to an email between sessions? Perfectly understandable. However, conferences are often crowded environments. People walk past, sit beside you, or may inadvertently see what’s on your screen.

Try to avoid opening sensitive information in busy public spaces. This includes client information, patient records, financial data, or internal documents.

Always lock your laptop or tablet when stepping away, even if you’re only going to grab a coffee.

7. Bring your own charger or power bank

A flat phone battery at a conference is inconvenient. However, it’s safer to bring your own charger, adapter, or power bank than to rely on public charging points.

Public USB ports can present a risk known as “juice jacking”. This refers to situations where an unfamiliar USB connection provides power but could potentially also be used to access data or install malicious software.

Whenever possible, use a mains socket with your own charger. Alternatively, bring a power bank so you’re not dependent on unknown USB ports or shared charging stations.

It’s a small amount of preparation that can prevent a lot of hassle later.

8. Think before you share online

Conferences are great occasions to share online. A photo of an exhibition stand, a packed auditorium, or a team moment on LinkedIn can be perfectly appropriate.

Before posting, take one final look at the image. Are any badges visible? Is there a laptop or tablet screen open in the background? Can you see names, email addresses, calendars, or documents?

If so, crop the image or take another photo. You don’t need to show everything to tell a good story.

Staying secure doesn’t have to be complicated

Data security at conferences isn’t about being afraid of technology. It’s about being mindful of the moments when you’re sharing information.

Cover your badge when appropriate. Use your own network whenever possible. Set up a VPN. Scan QR codes carefully. Be aware of what’s on your screen and think before posting online.

That way, you can focus on the real reason you’re attending a conference: learning, networking, and finding inspiration, while staying securely connected.