Introduction
Custom terms for your event help tailor legal agreements that attendees must accept to access content, interact with others, and participate fully in your event. With Swapcard, you can easily configure these terms to appear at registration or upon event access, providing control over attendee consent and helping meet legal requirements.
How to create and manage Terms
Access the Studio: Navigate to Event Builder and select Terms.
Create Your Terms: Set up the necessary fields, including:
Label: An internal name visible only to you for easy reference.
Term Description: Detailed text explaining the terms to attendees.
Display Location: Choose where the terms will be shown—either on the registration form or when attendees access the event.
Set Terms as Required: Use the toggle option to mark the terms as mandatory if needed.
You can create multiple terms per event and manage them all from the Terms page.
How do attendees view and accept the terms
Depending on how you set these up from the Studio, Attendees will either have to accept the Terms through the registration form or when accessing the Event. For the latter, this is how it's going to look like for them:
How to encourage respectful networking and prevent spam using Custom Terms
While Swapcard has built-in technical limits to prevent users from sending an excessive number of connection requests, we strongly recommend setting clear community expectations.
Displaying an informative message when attendees first access the event ensures they acknowledge your code of conduct and understand what constitutes "decent behavior" within your community.
Below are several templates you can copy and adapt for your event's Custom Terms.
Option 1: Comprehensive Welcome & Code of Conduct
Option 1: Comprehensive Welcome & Code of Conduct
Best for large events where networking is a primary focus.
Welcome to the [Your App Name] event app! 🤩
We want everyone to have a productive and positive experience. By using this app, you agree to our [Link to your Terms and Conditions] and our App Code of Conduct, which maintains a zero-tolerance policy for:
Spamming 🙅: Sending unsolicited or repetitive messages to fellow attendees is strictly prohibited. We have measures in place to monitor and prevent the abuse of networking privileges.
Abusive Behavior 😤: Bullying or harassment of any kind is not tolerated. This includes any derogatory comments regarding race, religion, culture, sexual orientation, gender, or identity.
Option 2: Short & Direct "Responsible Use" Notice
Option 2: Short & Direct "Responsible Use" Notice
Best for a quick pop-up or a footer note.
Please use the app responsibly. Excessive or inappropriate messaging, notifications, or requests may disrupt the experience for others and could result in a temporary or permanent loss of app access. We encourage respectful, relevant communication to ensure a positive experience for everyone.
Option 3: Specific Anti-Spam Guidelines
Option 3: Specific Anti-Spam Guidelines
Best for professional/B2B trade shows where commercial solicitation is a concern.
While we encourage networking and collaboration, we strictly prohibit spam contacting. This includes, but is not limited to:
Reaching out to multiple users in quick succession with generic or unsolicited messages.
Promoting products, services, or commercial activities through the private messaging service without prior consent.
Why add these terms?
Setting these expectations early helps your moderation team if a user needs to be removed from the event. It provides a clear "paper trail" showing that the user agreed to behave respectfully before they began networking.
How to monitor and manage spammers?
If you suspect a user is violating your networking guidelines, you can proactively monitor their activity and restrict their access using the following steps:
1. Identify high-volume users
To spot potential spamming, download the General Metrics Report from the Analytics section of Studio.
This report provides a detailed breakdown of the number of connection requests sent per user. Look for statistical outliers, attendees who have sent an unusually high number of requests.
2. Restrict access via User Groups
If you identify a user who is not respecting your guidelines, you can limit their ability to continue spamming without necessarily deleting their profile:
Create a restricted Group: Set up a dedicated "Restricted" or "Spam Watch" group in your event.
Adjust Permissions: Edit the permissions for this group to remove their access to the Participant list, or any other visibility.
Move the User: Reassign the offender to this group. This immediately revokes their networking privileges while allowing you to maintain a record of their activity.
Setting up custom terms for your event is a critical step in managing attendee compliance and legal security. By configuring these terms to appear during registration or at event access, you ensure that all participants acknowledge and accept your event’s guidelines. This proactive approach not only enhances your event’s security but also contributes to a smooth and professional attendee experience. Take advantage of Swapcard’s flexible terms management to tailor legal agreements that suit your event’s needs.
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