Fostering AAHRPP’s hybrid event success with the Cvent Attendee Hub
The Association for the Accreditation of Human Research Protection Programs, Inc. (AAHRPP) is an independent, non-profit accrediting body. “AAHRPP uses a voluntary, peer-driven, educational model to ensure that human research protection programs meet rigorous standards for quality and protection.” explains Lori Kravchick, Director of Administration.
For their Annual Conference, AAHRPP brings together both accredited and non-accredited participants to share best practices in human research protections. They offer educational content, networking, and information regarding accreditation. The multi-day conference typically consists of keynotes, breakout sessions, networking opportunities, an onsite expo, and an awards program. While many attendees were eager to return to in-person, AAHRPP knew their 2022 event would also need to account for those who couldn’t join onsite. As a result, they decided to move forward with a three-day hybrid event hosted both virtually and in-person in Denver, Colorado at the Grand Hyatt Denver.
Powering AAHRPP’s hybrid Annual Conference with the Cvent Attendee Hub
The hybrid event included a pre-conference day that was focused on networking and the exchange of ideas. The second day consisted of keynotes, an awards program, poster presentations and a networking reception. The final day of the conference included 25 breakout sessions across five different tracks. This unique three-day structure deviated from their previous in-person programming in order to accommodate both viewing experiences. “We’ve typically interspersed our sessions throughout the conference,” explains Lori. “This time, we livestreamed our keynotes for the online attendees, pre-recorded all pre-conference and breakout sessions, and then decided to livestream the largest attended breakouts to the virtual audience.”
This undertaking meant they were “essentially planning two conferences,” Lori notes. With nearly 500 registrants, they needed a cohesive platform that would provide a consistent user experience. They also needed to manage 33 livestream and pre-recorded sessions within the platform. Using the integrated Cvent Attendee Hub, Registration tool, Mobile Event App, and OnArrival ensured a seamless user experience for 270 virtual attendees and nearly 230 in-person attendees, all while allowing their team to manage high-quality session content.
Within the Attendee Hub desktop experience, virtual attendees could easily build their agenda and access all relevant sessions with a single click. This allowed the attendees to feel more connected with one another throughout the conference. Virtual attendees were even able to engage with in-person attendees during livestream sessions through chat and Q&A, creating a valuable sense of community. All attendees also gained access to session content for a year through the on-demand video catalog within the Attendee Hub.
Onsite, attendees were able to use the Cvent Mobile Event App. This native app is the mobile counterpart to Attendee Hub, creating a consistent user experience for all attendees. Within the app, onsite attendees could access the same engagement features like Q&A and chat as well as additional resources like session documents, venue information, and surveys. Within both the app and the Attendee Hub desktop experience, event managers could customize the home screen with custom cards and add curated pages for items like health and safety requirements. They were also able to use push notifications to communicate with attendees in real time, while attendees were able to connect with one another through one-on-one messaging right within the app.