Case Study: How PelviCon Turned a Niche CE Event into the “Super Bowl of Pelvic Rehab” with OkWhen

Client Overview

Pelvicon is the first-ever conference created by and for pelvic rehab providers. Each year it brings together pelvic PTs and OTs from around the world to learn, connect, and elevate the field of pelvic health.

• 650+ in-person tickets sell out in minutes every year

• Thousands more clinicians join virtually from around the globe

• Since launch, Pelvicon has served well over 2,500 pelvic health providers through live and virtual experiences

By 2025, Pelvicon was widely known in its space as “the Super Bowl of Pelvic Rehab” – but the team knew that to keep scaling impact, they needed a production and technology partner who could match that ambition.

The Challenge

Before partnering with OkWhen, Pelvicon’s founders, Andrew and Jessica Reale (and partners), were still figuring out the execution side of running a large, hybrid CE conference.

• No unified system for registration, live stream, CE tracking, and on-site logistics

• Heavy manual work coordinating AV, streaming, and attendee communications

• Attendee expectations shaped by “typical COVID-era webinars,” not true broadcast-quality experiences

In Andrew’s words:

“Prior to them, we didn’t really know what we were doing… we hadn’t really grown a whole lot in the space regarding the execution piece.”

They wanted Pelvicon to feel like a movement, not a Zoom meeting – but needed a partner that could own the full stack: tech, production, and logistics.

The Solution: One Integrated Production + Platform Partner

Pelvicon chose OkWhen as their end-to-end event operating system, using virtually every part of the stack:

1. End-to-end event platform

• Registration, payments, and CEU tracking managed inside OkWhen’s SaaS platform

• Hybrid capabilities to support both in-person and virtual attendees in a single system

• Robust content management for live sessions and replays

2. StreamCase-powered multi-track live streaming

• OkWhen’s StreamCase devices deployed on-site to capture and stream multiple concurrent tracks

• Remote-controlled cameras to pan, tilt, and zoom without needing camera operators in every room

• Reliable, broadcast-quality live stream to close to 1,000 virtual attendees worldwide, simultaneously

3. Custom PelviCon event app

• A branded, in-house app built on OkWhen’s app framework

• Day-of tools for attendees to view schedules, session details, and resources

• In-app engagement features to help clinicians connect and keep the “movement” feeling strong even in a large-format conference

4. Full-service AV & on-site production

• Lights, sound, projection, and stage design handled by OkWhen’s production team

• On-site staff coordinating with Pelvicon to ensure smooth session transitions, audio quality, and visual consistency

• Proactive support to keep Wi-Fi, streaming, and tech “invisible” to attendees and speakers

Andrew describes it simply:

“They’re a production suite… they’ve got the staff, the logistics, the technology, the manpower to really run anything you can imagine.”

Results

From webinar expectations to full-scale production

Many attendees initially expected a basic virtual CE event. Instead, they got a true show.

• In-person tickets continued to sell out – 650 seats gone in under 30 minutes for PelviCon 2025 – while virtual attendance climbed into the thousands worldwide.

• Attendee feedback repeatedly highlighted the production value as a standout factor, especially compared to typical online CE.

• The hybrid experience delivered a unified, high-quality event whether clinicians were in Atlanta or attending from home.

“They were blown away… it was truly a production. That’s the biggest takeaway from OkWhen.”

Operationally, Pelvicon became “non-negotiably” tied to OkWhen

• The founders now run multiple events (in-person + live-streamed) through OkWhen each year.

• All core functions – registration, on-site execution, live stream, app, and CE tracking – are centralized in one partner.

• The team can focus on content and community, rather than worrying about tech and logistics.

“We are so attached to them, we would not run an event without OkWhen.”

Why This Case Matters for Other Conferences

PelviCon is a textbook example of what happens when a niche, mission-driven conference pairs a clear vision with a serious production partner:

• A specialty event in a narrow vertical scaled to a global audience without sacrificing intimacy or quality.

• Hybrid done right: in-person experience that feels like a live show, with virtual access that still feels premium and connected.

• One partner from “first registration” to “last CEU issued,” instead of a patchwork of vendors.

As Andrew puts it:

“They are change-makers and disruptors… they’ve totally changed the game for our event… from registration to on-site support to apps to live streaming to lights and sound. They’re your one-stop shop.”