How can you protect your company's confidential information from sponsors?

1 Assess the level of risk

Before you agree to participate in a conference, you should assess the level of risk involved in exposing your confidential information to sponsors. Consider the nature and value of your information, the type and number of sponsors, and the potential for competitors or hackers to access your data. You should also review the terms and conditions of the conference organizer and the sponsor contracts, and look for any clauses that may limit your rights or expose you to liability.

2 Negotiate the terms of sponsorship

If you decide to accept a sponsorship offer, you should negotiate the terms of the agreement carefully. You should specify what information you are willing to share and what you want to keep confidential, and how the sponsor can use or disclose your information. You should also include clauses that protect your intellectual property rights, such as trademarks, copyrights, or patents, and that require the sponsor to comply with relevant laws and regulations. You should also seek legal advice before signing any contract.

3 Use encryption and passwords

One of the most effective ways to protect your confidential information from sponsors is to use encryption and passwords. Encryption is a process that converts your data into a code that can only be deciphered with a key. Passwords are secret words or phrases that grant access to your data. You should use encryption and passwords for any digital files or devices that contain your confidential information, such as laptops, USB drives, or cloud storage. You should also use strong and unique passwords, and change them regularly.

4 Limit the access and distribution of information

Another way to protect your confidential information from sponsors is to limit the access and distribution of information. You should only share your information with authorized and trusted people, such as your team members, partners, or clients. You should also avoid sharing your information with anyone who does not have a legitimate need or interest, such as random attendees, media, or other sponsors. You should also avoid sending your information via email or social media, or leaving it unattended or visible in public places.

5 Use non-disclosure agreements

A non-disclosure agreement (NDA) is a legal document that binds the parties to keep certain information confidential and not to use it for any unauthorized purpose. You should use NDAs whenever you share your confidential information with sponsors, or with anyone else who is involved in the conference. You should also make sure that the NDAs cover all the relevant aspects of your information, such as the scope, duration, and consequences of disclosure. You should also enforce the NDAs if you suspect or discover any breach.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?