Eastern Athletic Trainers' Association
increase in registrations
The Eastern Athletic Trainers’ Association (EATA) is the largest area association for athletic trainers, comprised of two districts within the National Athletic Trainers’ Association. EATA is a nonprofit organization with over 8,000 members. Their goal is to provide educational opportunities for their members, scholarships for athletic training students, and to help fund research. For their four-day Annual Meeting & Clinical Symposium, the organization typically hosts around 1,400 athletic trainers onsite for a variety of training workshops, education sessions, keynotes, an awards program, and social events.
Finding an All-In-One Solution With the Cvent Virtual Attendee Hub
Michael Goldenberg is the volunteer webmaster for EATA, serving as a full-time faculty member while simultaneously managing technology administration for the EATA conference. With several years’ experience using Cvent’s Event Marketing and Management solution, Michael is an adept technologist who understood the breadth of platform needs when challenged with moving the annual conference to virtual in the midst of the global health crisis.
Michael knew a successful V-EATA Convention in January 2021 would require a comprehensive virtual platform that could easily integrate with their existing Cvent registration tools. They also needed the virtual platform to be intuitive and easily navigable for their members. As EATA also managed continuing education credits through their annual conference, they needed to make sure the platform could meet the requirements of their board certification. With these criteria in mind, EATA decided to host their annual conference through Cvent’s Virtual Attendee Hub® solution.
With over 50 different virtual sessions spread across four days, each day’s session mix consisted of both pre-recorded and livestream content. For livestream keynotes and other general sessions, EATA used the embedded Cvent Video Player. For workshops and other interactive content like the student quiz bowl, Michael used the Cvent Video Conferencing tool with integrated Zoom functionality. This gave presenters the ability to interact directly with the attendees in real-time.
They also used the live Q&A functionality within the Virtual Attendee Hub to foster attendee engagement within sessions. Attendees could upvote favorite questions to keep the most pressing topics top of mind. In order to create a more seamless user experience, EATA then hosted dedicated Q&A sessions for each education presentation. Here, presenters could answer attendees' questions live while Michael’s team moderated the Q&A from the backend.
Creating an Easily Navigable User Experience
Within the fully-branded Virtual Attendee Hub lobby, attendees could easily navigate the list of available sessions on the “All Sessions” tab. They could filter sessions by time and category, as well as search for specific sessions by title. Attendees could then select sessions to join, thereby creating a personalized agenda within the “My Sessions” tab. They could easily add sessions to their integrated calendar and view featured sessions directly within the home page.
As Cvent was already the de facto registration tool for EATA’s annual conference, all registration and attendee data flowed easily between the Event Management tool and the Virtual Attendee Hub. Moreover, Michael was able to coalesce all attendee data in a single source of truth for tracking and awarding CEU credits. Attendees could access the required assessment directly from the home page. These assessments were created using the Survey tool within Cvent, easily facilitating automated scoring and on-demand reporting in the backend. Combined session tracking and assessment scores allowed EATA to meet board requirements for awarding CEU credits to attendees.
In working closely with his Cvent team, Michael was able to configure the Virtual Attendee Hub to suit poster presentations, a longtime staple of education conferences. They created a “Poster Presentations” tab which featured three different categories, each containing dozens of PDFs for easy viewing and download. These were designated as filterable case studies, critically appraised topics, and experimental information. With digital engagement tracking, EATA could track clicks, downloads, and views for easy reporting.