Meetings and events, with their myriad vendors and many moving parts, are an increasingly juicy target for scammers and fraudsters. And now, with the help of generative AI, they’re finding it easier than ever to slip through even the most diligent planner’s defenses. Here are some ways you can protect your event, and your organization.

It’s no wonder that the meetings and events industry is becoming an increasingly prime target for scammers and fraudsters. According to Coherent Market Insights, the U.S. meetings, incentives, conferences and exhibitions market already is estimated to be worth more than $146 billion this year, and it is likely to hit $205 billion by 2032. And they can hit even the most savvy targets — including at a recent anti-fraud convention, where more than 50 attendees fell victim to a fake QR code that they thought would help them skip to the front of the line. Fortunately, even the fake was a fake in that case — a demonstration by the event organizers of just how easy it is to fool even the most seasoned of cybersecurity pros.

While planners, like most everyone else, have gotten used to being vigilant against phishing and fake ticket sales scammers have been using to trick their way into bank accounts, scammers now are getting a bit more sophisticated, using generative AI to plausibly impersonate corporate executives, clients and vendors, get inside your systems to identify patterns, then use what they’ve learned to rip you off, sometimes in crippling ways.

Even the most innocent-looking communication from a known vendor that contains details customized to your event and your organization can be realistically faked nowadays, making it easy for scammers to infiltrate your system, generate realistic-but-fake invoices, and generally wreak expensive havoc in an environment where now, more than ever, every dollar counts.

Fortunately, there are many ways meeting and event organizers can protect their events and their organizations from these cyber attackers. Among the tools in your arsenal are robust digital security practices, careful vetting, clear communication and active reporting to help protect organizers and attendees from these scams. But first, be sure everyone on your team is up to date on some of the ways scammers are trying to rip off meeting and event organizers.

Be on the Lookout for these Common Event Scams

Fake Ticket Sales and Registration: Scammers like to create fraudulent websites, often with a very similar domain name to your official event website, offering discounted or nonexistent tickets and registration badges, luring attendees with official-looking emails or social media posts, often collecting payment or personal information.

Impersonation of Housing Bureaus or Vendors: Fraudsters pretend to be your event’s official housing bureaus or vendors, scheming to book rooms or services via convincing but fake platforms, stealing credit card information or deposits.

Attendee List and Data Selling: They also like to make offers to sell exclusive attendee lists to target sponsors and exhibitors — lists that, in the best scenario, don’t actually exist. In the worst scenario, recipients may find their systems infected with malware when they click on the list-download link.

Phishing with Fake Invitations: In a reputation-shattering scheme, scammers send emails inviting people to speak at or attend events, often using personal details gathered from social media profiles, and pressure victims to register quickly, share personal data or pay fees.

Vendor Bait-and-Switch: Fraudsters pose as legitimate clients or vendors, requesting upfront payments for services that never materialize.

Spoofed Meeting Links: Fake calendar invites or video conference links are used to install malware or steal login credentials.

Strategies for Scam Prevention

Use Trusted Platforms: Rely on reputable ticketing and registration platforms that use strong security measures, such as those with brand recognition and third-party seller restrictions.

Be Consistent in Your Branding and Communications: Ensure all event communications use consistent visual branding and official channels to help attendees recognize legitimate outreach and prevent phishing attempts.

Authenticate Vendors and Partners: Publicly list and communicate approved vendors, housing bureaus and registration platforms, making it easy for stakeholders to verify legitimate partners.

Encourage Reporting: If you learn of someone posing as any of the above, let attendees and other stakeholders know right away so they don’t fall victim to the fraudsters. Set up dedicated reporting channels for suspicious activities, share them widely, and foster a culture where exhibitors and attendees know how to report scams.

Educate Stakeholders: Provide guides and regular alerts detailing common scam tactics, including real examples, and train staff to recognize suspicious messaging and offers.

Update Your Digital Security

If you haven’t already, it’s time to update your digital security practices. Some ways to protect your event’s cybersecurity include:

Implement two-factor authentication for organizer and team accounts.

Use fraud-detection software to monitor for unauthorized transactions and fraudulent registrations.

Secure payment options with encrypted, tokenized, or biometric verification for attendee transactions.

Scammers are clever, but you can thwart them — or at least reduce your risk — by employing layered digital security, transparent communication, thorough vetting and proactive education. And never feel secure that your event is safe. Scammers are constantly updating their schemes and taking advantage of new technology to get past your defenses. It’s important for event planners to stay vigilant about new fraud techniques and continue to encourage collaboration between stakeholders to protect their communities.

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