By Senior Director Christi Connors
Sometimes, rethinking the way an event is presented can make all the difference. That was the case when a student Challenge Bowl—previously part of a healthcare association’s fall conference—was transformed into a standalone virtual event. The new format expanded the event’s reach, tripling attendance and making it a highly anticipated part of the association’s programming. Here’s how our team helped transition the event from in-person to online and exceed expectations.
The Decision to Go Virtual
The Challenge Bowl had long been part of the conference, but attendance and logistical challenges prompted a need for change. When a key board meeting that coincided with the event was moved online, our team saw an opportunity to reimagine the Challenge Bowl as a virtual, standalone experience.
Having gained extensive experience managing virtual events during the COVID-19 pandemic, we knew the potential benefits: increased accessibility, lower costs, and a wider audience reach. Virtual events eliminate the need for travel and allow attendees to participate from anywhere, making it easier for students and professionals to join.
Crafting a New Format
Planning a virtual event requires more than just selecting a platform—it demands creativity and structure to keep attendees engaged. Our team tested several platforms, evaluating features like real-time scoring, breakout room capabilities, and audience engagement tools. We held “practice rounds” with the Challenge Bowl committee to ensure that the technology aligned with the event’s needs.
The final format featured audience participation rounds, where attendees could answer challenging medical questions for small prizes, like branded socks. This interactive element kept viewers engaged and added an extra layer of excitement.
Making Virtual Events Cost-Effective
A key benefit of moving online was the reduced overhead. By using an existing platform and avoiding typical expenses like venue rentals and travel, we were able to offer the event free of charge, opening the door for broader participation.
The virtual format also fostered longer engagement. Unlike the in-person competition, where attendees would often leave after their team was eliminated, participants stayed until the very end of the virtual event.
Seamless Coordination
To ensure a smooth experience, our team assigned specific roles to committee members: one managed technical support, another kept time, and a third tracked scores. We also created a private chat channel for behind-the-scenes communication, allowing organizers to coordinate without disrupting the event.
In addition to streamlining the logistics behind the scenes, we wanted the celebration experience to be just as smooth, knowing that team members would likely be in different locations. To ensure they could still celebrate together, we sent gift cards to local pizza places, allowing them to share a sense of camaraderie, no matter where they were.
Results and Takeaways
Reimagining the Challenge Bowl as a virtual event led to a standout success. Participation was three times higher than when the event was held in-person, and attendees appreciated how easy it was to join and stay engaged from start to finish. The association now plans to host the Virtual Challenge Bowl annually because of how popular and impactful it was.
This transformation shows how thoughtful changes can elevate an event’s reach and engagement. At Easter Associates, we help associations reimagine long-standing traditions and create fresh, impactful experiences. If you’re ready to make your next event unforgettable, reach out today—we’d love to bring your vision to life.