Scalable Events for a National Healthcare Organization

Note: Client name and identifying details have been omitted for confidentiality.

A Long-Term Enterprise Partnership

For more than five years, ETS has partnered with a large healthcare organization to support a diverse and evolving portfolio of meetings and events—from high-profile leadership programs and public-facing experiences to educational programs and internal meetings.

During that time, the organization has hosted hundreds of in-person, hybrid and virtual events on ETS, expanding its use of the platform across multiple regions, teams and event types.

ETS provides a centralized technology foundation while giving individual event teams the flexibility to create experiences tailored to their audiences and requirements.

The Challenge

Managing events across a large healthcare organization brings a unique level of complexity.

Different teams have different requirements. Events vary considerably in size, format and audience. Some programs are entirely virtual, while others require sophisticated on-site registration, badging and attendee communications.

For a medical organization, continuing education is also an important component of many programs, adding another layer of attendance tracking, qualification and reporting requirements.

The meetings and events team needed a platform that could support this complexity while making it easier to create and manage events consistently across the organization.

Standardization Without Sacrificing Flexibility

ETS worked with the organization’s meetings and events team to develop standardized event configurations and branded email templates for different event types.

Instead of starting from scratch, planners can begin with proven configurations that already reflect established branding, communications and event requirements.

The result: teams can spin up new events in minutes while maintaining consistency across their event portfolio.

From there, each event can be configured for its specific requirements—from registration and session selection to communications, continuing education and on-site experiences.

Supporting Executive and Coordinated Registration

Leadership and other high-profile events often require a different approach to registration.

ETS allows authorized executive coordinators to register and manage attendance on behalf of executives and other attendees, creating a streamlined experience for leadership teams while giving event planners centralized registration data and oversight.

Supporting High-Profile Events

ETS supports some of the organization’s most important programs, including leadership events, educational programs and public-facing experiences.

For in-person programs, ETS supports the attendee journey from advance registration through arrival on site. Attendees can check in quickly and receive event badges, while event teams have access to real-time registration and attendance information.

The organization also uses SMS communications for on-site updates and logistics, giving event teams an immediate way to communicate schedule information, reminders and important event details to attendees.

Connecting Registration and Accommodations

For events requiring attendee accommodations, the organization uses the ETS Passkey integration to connect attendees with reserved hotel room blocks.

This creates a more connected registration and housing experience while allowing event teams to incorporate accommodations into the broader event workflow.

Continuing Education

As a healthcare organization, continuing education plays an important role in many of its programs.

ETS brings registration, session participation, attendance data and continuing education workflows together within the same event ecosystem, helping teams manage educational programs alongside their broader event portfolio.

Technology Backed by People

Enterprise event technology is only part of the equation.

ETS works closely with the organization’s meetings and events team and provides training for internal event stakeholders who use the platform.

For in-person programs, dedicated ETS support staff also assist with registration and on-site operations, providing hands-on expertise for high-profile and complex events.

This combination of technology, training and dedicated support has helped the organization expand its use of ETS across teams and regions while maintaining a consistent level of service.

The Result

Over a partnership spanning more than five years, ETS has grown into a scalable technology foundation supporting a wide range of events across the organization.

By combining configurable enterprise technology, standardized event infrastructure and hands-on support, ETS helps teams launch events faster, deliver more consistent attendee experiences and manage everything from everyday programs to their most high-profile events—all within one platform.