Executive Summary 

Region 4 Education Service Center is a non-profit organization serving 47 school districts and 1.2 million children across Texas. They put on a variety of virtual and hybrid events, such as the Dyslexia Conference, Bilingual Conference, Social Studies Conference, and a variety of other educational conferences. The Region 4 Dyslexia Conference will be the focus for this case study.

About the Region 4 Dyslexia Conference

The Region 4 Dyslexia Conference is a hybrid conference where attendees gain insights into the latest dyslexia research, proven intervention strategies, assessment methods, legal updates, and classroom accommodations—all designed to enhance ability to support every learner effectively. The Conference is tailored for those in the educational or interventionist space.

Challenges 

Lack of Access Control 

In the past, Region 4 organizers dealt with security concerns with their events. Ensuring only authorized attendees could access event content proved to be difficult, leading to unauthorized access from unpaid attendees. 

Lack of Coordination Accessing Event Content 

With event content being disorganized and spread out over multiple spreadsheets, attendees struggled to access sessions and key event materials. This led to frustration and persistent feedback to have a centralized platform. 

Lack of Post-Event Value

Previously, attendees had no way to revisit content after the conclusion of the event. They either had to be attending the specific session, or they would miss out on all material covered. Additionally, the organizers had difficulty gauging the effectiveness of their event with no metrics to bear insights into their event.

Solutions 

Secure Check-In Process 

Using Whova’s secure check-in process, Region 4 ensured that only registered and paid attendees could access the event, preventing unauthorized access. Through Whova’s attendee check-in, Region 4 increased the overall security of their events.

Attendee check-in through Whova ensured a secure and efficient check-in process.

Centralized Access of Event Content 

Solving previous issues of attendees not being able to access critical event information, Whova’s centralized event platform allowed attendees to conveniently find all event content they needed to access. Whether it was the schedule, documents, speaker profiles, or sessions itself for virtual attendees, Whova’s platform provided a centralized place to find all event related materials. This eliminated confusion and improved the overall attendee experience.

The Whova agenda allowed for all attendees to have access to all event materials in a centralized location.

Post-Event Content for Attendees and Reports

With Whova post-event access, attendees had continued access to event recordings and materials for a month after the conference. This way, if they happened to miss out on a session due to timing conflicts, they could go back and access event materials.  Additionally, organizers received detailed post-event reports with analytics on engagement and participation to leverage for planning future events.

Post-Event reports allow for organizers to gather detailed event data for analyzing effectiveness of the event.

Testimonial

“I have used other platforms, but the access is not as easy as Whova, and they don’t have as many features. We like having the flexibility of organizing and customizing the menu for our participants.” – Alejandra Sanchez de Tagle, Region 4 Early Childhood Specialist

Conclusion 

By integrating Whova, Region 4 significantly improved the organization and execution of its’ Dyslexia Conference. The platform streamlined event security, provided a centralized hub for content access, and extended post-event engagement opportunities. Attendees benefited from a seamless experience, while organizers gained valuable insights through Whova’s analytics and enhanced security measures. The success of the Region 4 Dyslexia Conference exemplifies how digital tools can elevate hybrid events, ensuring accessibility, engagement, and efficiency for all participants.