CASE STUDY
Arizona Association for Behavior Analysis (AZABA) Annual Conference
The Arizona Association for Behavior Analysis (AzABA) partnered with OkWhen to eliminate the biggest headaches in running its annual hybrid conference: clunky CEU workflows, a disconnected conference app, and limited AV capabilities. Using OkWhen’s integrated mobile app, CEU automation, call‑for‑papers tools, streaming, and AV services, AzABA cut an eight‑hour CEU certificate process to zero, dramatically simplified agenda and app management, elevated stage and production quality beyond what hotel AV could offer, and grew attendance from roughly 350 to over 600 in‑person, with virtual participation increasing from 30–40 to more than 100.
"The production quality that OkWhen has provided for us has been outstanding; They've always been able to make those adjustments before my event."
Jessica Painter
Executive Director
Arizona Association of Behavior Analysis
VIDEO TESTIMONIAL
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Key Outcomes:
8+ hours of CEU admin eliminated with automated certificate distribution instead of a manual, all‑day process.
Single, integrated platform for CEUs, mobile app, agenda, and call for papers instead of juggling two separate systems.
Stronger hybrid attendance: virtual participation increased from about 30–40 to over 100 attendees.
Higher in‑person turnout: conference attendance grew from roughly 350 to more than 600 expected in‑person participants.
Elevated production at a better value: stage look, lighting, and overall AV quality now “clean, on‑theme, and outstanding,” while avoiding overpriced hotel AV.
AZABA - Full Case Study
How the Arizona Association for Behavior Analysis Eliminated 8 Hours of CEU Admin and Grew Attendance With OkWhen
About AZABA
The Arizona Association for Behavior Analysis (AzABA) hosts an annual conference to support professional development and continuing education for behavior analysts throughout the state, along with CEU webinars during the year. As executive director, Jessica Painter leads conference planning and delivery in partnership with a small team, coordinating both the annual hybrid conference and additional events for other clients.
The Challenge: Manual CEU Work, Disconnected Tools, and Hybrid Complexity
Before using OkWhen, the Arizona Association for Behavior Analysis (AzABA) was constrained by fragmented systems and labor‑intensive workflows around its annual hybrid conference:
CEU certificate distribution was an eight‑hour manual process after each event.
CEUs and the conference app lived on two separate platforms, forcing the team to set everything up twice and making the experience more confusing for attendees.
Delivering clear, reliable hybrid video and recordings that were easily accessible to attendees was difficult, adding stress to every event.
AzABA needed a way to unify CEUs, the conference app, and AV on a single platform so they could simplify hybrid delivery, eliminate manual CEU work, and confidently grow both in‑person and virtual attendance while maintaining a high standard of attendee experience.
The Solution: Integrated App, Automated CEUs, and Hybrid AV Support
AzABA partnered with OkWhen as a full-service conference and CEU partner to:
Unify CEUs and the Conference App: OkWhen replaced the two‑platform setup AzABA was using for CEUs and the conference app. CEU tracking, session attendance, and event information now live in a single mobile app, eliminating duplicate setup work and making the experience much simpler for attendees.
Eliminate Manual CEU Certificate Work: What used to be an eight‑hour, post‑conference CEU certificate process is now fully automated. Attendee participation is tracked through OkWhen, requirements are verified in the platform, and CEU certificates are generated and delivered without Jessica’s team needing to manually intervene.
Streamline Call for Papers and Agenda Building: Presenters submit their proposals directly through OkWhen’s call‑for‑papers tools, and accepted sessions flow straight into the conference agenda. This removes the need to manually re‑enter session details and saves the team significant time when building and updating the schedule.
Deliver Reliable Hybrid Streaming and Elevated AV: Using OkWhen’s streaming and AV services, AzABA can confidently deliver clear, accessible video and recordings to both in‑person and virtual attendees. Stage design, lighting, and overall production quality have been elevated beyond what hotel AV previously provided, while remaining reasonably priced.
Rely on Fast, Hands‑On Support
Jessica has a direct line to the OkWhen team and calls out how quickly Matt, Chris, and Sarah respond. They make adjustments within the platform before events go live, so issues get handled proactively and AzABA can “copy paste” the same trusted team for future conferences.
The Results: Faster CEUs, Higher Attendance, and Elevated Production
By consolidating CEUs, the conference app, streaming, and AV with OkWhen, AzABA eliminated an eight‑hour CEU task, dramatically improved the attendee and planner experience, and drove major growth in both in‑person and virtual attendance. The details:
8+ hours of CEU admin wiped out
The CEU certificate process that used to take “probably an eight‑hour process” after each conference is now completely eliminated through OkWhen’s automation.Significant attendance growth
Virtual attendance increased from about 30–40 participants to over 100, while in‑person attendance grew from roughly 350 to expecting over 600 attendees.Stronger hybrid experience for attendees
Clear, accessible video and recordings, plus an easy‑to‑use mobile app, made it simple for both on‑site and remote attendees to participate without confusion.Outstanding, affordable production quality
OkWhen elevated the stage look with clean, on‑theme lighting and design that AzABA “wasn’t able to do before,” while being very reasonably priced compared to hotel AV.Consistently fast, friendly support
Jessica highlights that feedback about OkWhen has been “amazing,” with a responsive support team (Matt, Chris, Sarah) that makes adjustments before events go live and has earned a “copy paste for next year” endorsement.
Client Testimonial
"The biggest headache I had before working with OkWhen was really the integration with CEUs and our conference app. We were using two separate platforms, which made it difficult for attendees and for us, having to set things up twice, and CEU certificate distribution used to be probably an eight-hour process after every event. OkWhen has saved us a lot of time between building out the app and completely eliminating that CEU certificate work. The mobile app is very self-explanatory and easy to make edits, and being able to do our call for papers directly through the app and then have it convert onto the agenda was a huge time saver. The production quality that OkWhen has provided for us has been outstanding—they’ve elevated what the stage looks like with great lighting that goes with our theme, and everything just looks really clean and nice, very reasonably priced compared to working directly with the hotel AV companies. Since working with OkWhen, our attendee count has increased quite a bit: virtual attendance went from about 30 or 40 people to over 100, and in-person from about 350 to expecting over 600 this year. I would recommend OkWhen to anybody who needs help with AV; after our 2025 conference we pretty much said, ‘Copy and paste this for next year. We want the same team. We love everybody.”
Jessica Painter - Executive Director | Arizona Association of Behavior Analysis
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