TxABA Case Study: Instant CEUs & Lower AV Costs with OkWhen
TxABA x OkWhen: Scaling a 40-Year Conference With Modern Delivery, Instant CEUs, and Lower AV Costs
Organization: Texas Association for Behavior Analysis (TxABA)
Conference Planner: Rachel Kramer
Audience: Behavior analysts (practitioners, researchers, professors, grad students)
Event Scale: 6 Tracks. Attendees: 1,200–1,300 in-person + ~200 online
The Challenge
Rapid growth created pressure on tech, CEU processing, and staff bandwidth.
Custom tech was expensive; hotel AV was costly and inconsistent.
Needed a reliable way to serve rural Texas and those who couldn’t travel.
The Solution (All-in-One With OkWhen)
Live streaming + asynchronous viewing to reach rural, out-of-state, and international attendees.
In-app CEU scanning for immediate issuance (replacing a 4-week backlog).
Attendee app for schedules, room maps, and announcements.
Lower-cost, higher-quality AV with on-site support and troubleshooting.
Centralized admin backend for organizer collaboration and presenter comms.
Webinar hosting with automatic membership verification.
The Impact
CEUs: 4 weeks to instant access (zero post-event backlog).
Reach: In-person 1,200–1,300 plus ~200 online; expanded rural access and beyond Texas.
Experience: “Attendees really love the app” and use it for session scans, schedules, and records.
Cost: AV delivered at lower cost than hotels—while improving quality.
Ops: Single, integrated system simplified planning, reduced tool sprawl, and sped up coordination.
Unit Economics: All-in cost equates to ~$25–$30 per registration—tiny relative to the upgrade in attendee experience and admin efficiency.
In Their Words
“Attendees really love the app. They can access the schedule, scan in and out of sessions, and see their attendance record, which is huge. They can also access their continuing education units immediately after the conference, whereas before it could take up to four weeks to process all the continuing education from the conference.”
“We use OkWhen for our AV services, and they have consistently come in at a lower cost than the hotels while also providing better services. This has significantly improved our conference experience behind the scenes and allows us to deliver a better product to our attendees.”
“One of our goals was to reach into the rural areas of Texas… OkWhen has helped us achieve this through their live streaming and asynchronous viewing options.”
“Working with OkWhen for in-person events is a very collaborative process… Their expertise in conference management often provides valuable suggestions when we’re unsure about how to handle certain aspects of the event.”
“While it may seem more expensive at first glance, when you break it down per registration, it’s only about a $25-30 additional cost per attendee. This small investment greatly improves the attendee experience and makes planning much easier for organizers. The all-inclusive nature of their services actually results in cost savings compared to piecing together different solutions for live streaming, apps, and asynchronous viewing.”
Conclusion
TxABA modernized its conference without ballooning costs. OkWhen delivered instant CEUs, a better attendee experience, broader reach, lower AV spend, and a simpler planning process—all in one platform. That’s why they keep using it.