American College of Emergency Physicians

Case Study
American College of Emergency Physicians Logo

How ATS helped Raul Cabello and the American College of Emergency Physicians with Access Controlled Attendance Tracking and Data Management.

Infinitely better experience for the attendees, staff, temps.

The Client

The American College of Emergency Physicians (ACEP) represents more than 38,000 emergency physicians, emergency medicine residents and medical students. As the largest Emergency Physician Association in the country, they promote the highest quality of emergency care and are the leading advocate for emergency physicians and their patients, and the public.

Their annual Scientific Assembly plays host to thousands of world-renowned emergency physicians. The College continually strives to improve the quality of emergency medical services by providing industry-leading continuing medical education (CME) in the form of educational conferences. With more than 300 educational courses and labs, it serves as a place for not only continuing education, but as a networking hub amongst peers.

Raul Cabello works in ACEP’s Education Meetings department as a meeting planner. In addition, he is the project manager for their Scientific Assembly where we works to manage vendors, plan education logistics, hands-on skills labs and cadaver labs.

The Challenge

“There was no in between this ancient ticket book to ATS…from ticket book to full on fledged technology of scanning badges.”

Prior to ATS, ACEP would mail ticket booklets to each attendee’s home. From there, attendees were responsible for bringing the booklet with them to the Assembly, as it was quite literally their ticket to attend sessions. This left much to be desired as a more robust report of these sessions were needed.

  • Zero data was recorded. ACEP could not strategically plan sessions based off physical tickets as it was both an inaccurate and manual process. This directly reflected other areas of their events as their forecasting ability was limited.
  • Popular sessions would quickly reach capacity. This would leave many attendees unhappy as they were unable to participate in sessions that they RSVP’d to attend, should the session be full at their time of arrival. Arriving to a session an hour in advance to reserve a seat was counterproductive to preregistering to attend.

With the ability to accurately and electronically collect data that was invaluable in establishing the direction of future sessions, ACEP transitioned to Access Controlled Attendance Tracking and Data Management reporting.

The Solution

“Dramatic difference” “That data is crucial to planning anything”

Raul and his team saw positive results instantly.

One of the most impactful results Access Controlled Attendance Tracking provided was improving the flow of the sessions. Attendees were confident in that if they previously registered for a session, they would be guaranteed a seat to attend. Access to sessions are controlled by the encrypted QR code that prints on all badges. If an attendee registered for a specific session, that information is housed in the QR code. To enter the session, a door monitor would scan the QR Code and the scanner would either approve or deny entry.

Once session scanning was implemented, ACEP had access to robust reporting as accurate data collection was now available. “The logistics of session tracking helps in more than just letting people into the rooms. It’s collecting data of where these folks are, how many sessions, are these sessions being sold out? Are they meeting capacity for the rooms?” This data is now a crucial piece in their education planning.

The Result

“It just makes the event experience that much better”

The American College of Emergency Physicians said their year without access-controlled session tracking led to unhappy attendees. After transitioning to access-controlled session tracking, attendees noticed the overall improvement flow of sessions. It was an “Infinitely better experience for the attendees, for our staff, the temps.” Moving forward, they will continue to have session tracking and access management as the data collected is crucial and ensures attendees are granted access to sessions.

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