CASE STUDY
Colorado Association for Behavior Analysis (COABA) Conferences & Webinars
COABA runs conferences and webinars to provide ongoing professional development for behavior analysts in Colorado. With limited internal event-planning experience and volunteer capacity, the team needed a partner who could manage logistics, hybrid delivery, and CEU administration while supporting growth. OkWhen now hosts COABA’s year‑round content, powers AV and streaming for in‑person events, and helps keep everything organized and accessible.
"OkWhen made it extremely seamless to pivot during a major snowstorm, ensured attendees still had access to content, and probably saves us a solid week of work per conference. I am very thrilled that we use OkWhen in general.”
Alexandra Tomei
President
Colorado Association of Behavior Analysis
VIDEO TESTIMONIAL
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Key Outcomes:
Hybrid conferences and webinars hosted on a single platform throughout the year.
Smooth pivot during a major snowstorm, ensuring paid attendees still received content.
Green room feature for speakers to test setups and prevent live issues.
CEU management tool and app that keep continuing education organized and connected.
Estimated one full week of work saved per conference.
Steady growth to 325–350 attendees per major event.
COABA - Full Case Study
How COABA Scaled Hybrid Events and Managed Crisis Pivoting With OkWhen
About COABA
The Colorado Association for Behavior Analysis (COABA) provides education, professional development, and community for behavior analysts across Colorado. The organization runs an annual conference, as well as additional webinars and learning events throughout the year, many of which are coordinated by volunteers or leaders whose primary roles are outside event planning.
The Challenge: Scaling Events With Limited Event Planning Capacity
COABA’s professional development committee needed to grow attendance and provide accessible learning opportunities without adding disproportionate operational burden. Key challenges included:
Providing access for members who could not attend in person.
Running both in-person and virtual components smoothly.
Managing CEU tracking and documentation across events.
Handling unexpected disruptions, such as weather, without failing attendees.
Coordinating all of this while event planning was not the primary job of the organizers.
The Solution: Year-Round Content Hosting and Hybrid Event Support
COABA partnered with OkWhen to centralize and professionalize its event operations.
Content Hosting for Conferences and Webinars: OkWhen’s platform hosts COABA’s ongoing content, webinars, virtual programming, and streaming for in‑person conferences. The same system supports both modalities, creating a consistent experience.
AV, In-Person Streaming, and Logistics: For live events, OkWhen manages AV and the physical streaming setup, coordinating with COABA during date negotiations and venue planning. The team supports everything from technical checks, to live problem solving during the event.
Crisis Pivot Support During a Major Snowstorm: When a conference coincided with a severe snowstorm that drastically reduced in‑person attendance, OkWhen enabled a rapid pivot so attendees could still access content. The team ensured that those who had paid were honored with access and provided on‑site emotional support to the event planner during a highly stressful situation.
Account Management and Planning Guidance: Dedicated account managers guide COABA through each step of the planning process. Because OkWhen supports many conferences each year, the team can anticipate needs, prompt the association when steps might be missed, and help avoid oversights.
Speaker Green room and Platform Usability: Speakers use a green room environment to test their technology and address potential glitches ahead of time with experienced support. Members report that the platform is relatively easy to navigate, improving both presenter and attendee confidence.
CEU Management and App: COABA uses OkWhen’s CEU management tool and app to organize continuing education credits and keep participants connected during events. This reduces manual backend work and simplifies follow‑up.
The Results
By adopting OkWhen, COABA has:
Delivered hybrid conferences and webinars that are accessible to a broader membership.
Maintained continuity of content delivery, even during a major weather disruption.
Saved an estimated full week of work per conference for the organizing team.
Achieved steady growth with 325–350 attendees at recent events.
Received strong feedback on platform usability and live support for both attendees and speakers.
Client Testimonial
“I definitely recommend OkWhen to anyone who needs to run an event and wants to scale it over time. We use their platform for hosting content, AV, and in‑person streaming, and they have made it extremely seamless to pivot when unexpected events, like a major snowstorm, occur. The green room for speakers, CEU management tool, and app are all incredibly useful, and the team consistently goes above and beyond to support our vision. I am very thrilled that we use OkWhen in general.”
Alexandra Tomei - President | Colorado Association of Behavior Analysis
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