CASE STUDY
Utah Association for Behavior Analysis (UTABA) Annual Conference
UTABA is a volunteer-run professional association that hosts an annual behavior analysis conference in Utah. Before OkWhen, building schedules, managing check‑in, and issuing CEU certificates placed a heavy burden on a small group of busy volunteers. With OkWhen, UTABA now runs a smoother, higher‑attendance event with fast on‑site check‑in, an integrated conference website, and automated CEU certificates.
"OkWhen allowed us to put on the best conference we have had to date. Attendance has nearly doubled in just two years, check‑in takes only a couple of minutes per person, and the entire experience is much smoother than in previous years."
Jesse Yarger
President
Utah Association of Behavior Analysis
VIDEO TESTIMONIAL
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Key Outcomes:
Attendance approximately doubled across two years of using OkWhen.
Check‑in lines processed in about two minutes per attendee at peak times.
Conference website and schedule published quickly with built‑in design tools.
CEU certificates now generated and sent automatically, saving an estimated couple hundred hours of manual work.
High‑quality AV and streaming with clear, accessible sessions for all participants.
UTABA - Full Case Study
How UTABA Doubled Attendance and Saved Hundreds of Volunteer Hours With OkWhen
About UTABA
The Utah Association for Behavior Analysis (UTABA) is a professional organization that promotes high‑quality behavior analytic services and professional development. Each year, UTABA hosts an annual conference providing continuing education and networking opportunities for behavior analysts across the state. The conference is organized entirely by volunteers who manage their responsibilities alongside full‑time roles.
The Challenge: Volunteer Burnout and Manual Process
Before working with OkWhen, UTABA's volunteer leadership faced significant logistical challenges:
Building and maintaining the event schedule.
Managing on-site check-in for a growing number of attendees.
Manually generating and distributing multiple CEU certificates per attendee.
Coordinating AV and streaming to maintain a high standard of professional development.
Presenting information for sponsors and attendees in a clear and accessible way.
The Solution: Integrated Event Management for a Volunteer-Run Conference
UTABA partnered with OkWhen to streamline planning and delivery of the annual conference. The association now uses:
Conference Website and Schedule Builder: OkWhen’s website feature allows UTABA to publish the conference schedule and key information for sponsors and attendees in one place. Uploading and updating the schedule is straightforward, reducing dependence on external documents or manual web edits.
On‑Site Check‑In and Badge Printing: The in‑person check‑in service enables registrants to quickly print their name badges upon arrival. Even when there is an influx of attendees, the line moves steadily, with individuals typically checked in within about two minutes.
Automated CEU Certificate Generation: Previously, CEU certificates were created manually for each attendee and each session, requiring entry of names, certificate numbers, and attended events. With OkWhen, once attendance is confirmed, CEU certificates are generated and sent automatically, removing a major source of volunteer workload.
Streaming and AV Services: UTABA has also used OkWhen’s AV and streaming services. A knowledgeable, friendly technician oversees delivery, ensuring sessions are clear, accessible, and free from technical issues for both in‑person and remote participants.
The Results
Since adopting OkWhen, UTABA has:
Put on what they regard as their best conference to date.
Approximately doubled conference attendance over a two-year period while maintaining quality.
Reduced on-site congestion with rapid check-in and badge printing.
Saved an estimated couple hundred hours of volunteer labor through automated CEU certificate generation.
Received consistent positive feedback from attendees that the conference runs more smoothly than in prior years.
Client Testimonial
“OkWhen allowed us to put on the best conference that we have had to date. Our attendance has about doubled in just two years and our attendees consistently tell us that the event runs much more smoothly than before. The check‑in and badge printing process is fast and efficient, the conference website and schedule are easy to manage, and automated CEU certificates save us an enormous amount of manual work. For a volunteer‑run organization, that time savings is invaluable.”
Jesse Yarger - President | Utah Association of Behavior Analysis
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