How Saint-Justine Coordinates Nearly 80 Events per Year Efficiently

Viki Bernard, Event Management Consultant at CHU Sainte-Justine, plays a critical role in organizing conferences and continuing education events that bring together researchers, clinicians, and healthcare professionals. 

With extensive experience in event coordination, she understands the complexities of managing large-scale events. When faced with outdated technology and inefficient workflows, she sought a more streamlined, professional solution to enhance the hospital’s event management processes.

Challenges Before Fourwaves

CHU Sainte-Justine, a leading mother-child university hospital centre in Montreal, Quebec, hosts continuing education conferences and scientific conferences that bring together participants from across Quebec and beyond. Managing these events required a comprehensive, flexible platform, but the system they were using fell short. It was outdated, inflexible, and created inefficiencies in every stage of the event planning process. 

Frustrated with the cumbersome workflows, Viki Bernard and her team began searching for a modern solution that could handle their needs while improving the experience for organizers and participants alike.

The CHU Sainte-Justine team faced many challenges, including:

• An outdated and inflexible event management system that complicated workflows.
• Disconnected tools that required extensive manual effort for registration and abstract submissions.
• Time-consuming processes for managing cancellations, confirmations, and participant communications.
• Limited customization, reducing the hospital’s ability to maintain a consistent brand image.

Fourwaves is indispensable to our operations. Our team uses it everyday. The platform is easy to use, fast, well-structured, enhancing our reputation in the community.

Viki Bernard

Event Management Consultant, CHU Sainte-Justine

Why Fourwaves

Viki Bernard and her colleague considered a few options as part of their search, but Fourwaves stood out due to its comprehensive, centralized platform and ease of use. 

This is what set Fourwaves apart:

• It’s an all-in-one solution that takes care of registrations, payments, abstract management, peer review, and event website creation.
• It’s easy to use with a small learning curve with minimal training.
• Fourwaves’ polished, customizable event pages look streamlined and professional, enhancing the hospital’s image in the community.
• Its ongoing improvements and responsive support made Fourwaves an adaptive long-term solution.

How CHU Sainte-Justine Leveraged Fourwaves

Since adopting Fourwaves, Viki and the team at CHU Sainte-Justine have fully integrated the platform into its event management processes for nearly 500 different events.

This includes adopting a number of features, including:

• Automated registration and payment processing: This automation significantly reduced the administrative burden and improved financial transparency.
• Enhanced participant experience: The platform provided a seamless and professional experience, leading to consistently positive feedback.
• Customizable event pages: Fourwaves website builder maintained the hospital’s brand identity while tailoring each conference to specific audiences.
• Streamlined abstract submissions: Fourwaves enabled structured, efficient review processes for scientific conferences.
• Increased efficiency: Viki and her team rely on Fourwaves for all event logistics, saving significant amounts of time.

We have very good customer service. They respond really fast and accurately. Fourwaves is also very attentive to our comments or new needs. They keep us informed of upcoming features.

Viki Bernard

Event Management Consultant, CHU Sainte-Justine

Measurable Results and Real Impact

Fourwaves has transformed event management at CHU Sainte-Justine, eliminating inefficiencies and enhancing participant satisfaction. Their team has now been using Fourwaves on a daily basis year-round since 2018.

Managing registrations, cancellations, and communications is now effortless, significantly reducing administrative workload. The platform’s user-friendly interface ensures both organizers and attendees have a smooth experience, leading to positive feedback from participants.

Operational efficiency has also improved significantly. Payments are now processed directly to their office’s bank account, removing financial risks and minimizing manual work. By simplifying abstract submissions and registration processes, Fourwaves has freed up valuable time, allowing the event team to focus on delivering high-quality conferences rather than managing logistical hurdles.

Continuing to Choose Fourwaves

Viki and the team at CHU Sainte-Justine plan to continue using Fourwaves, reflecting its ongoing trust in the platform. The hospital appreciates the continuous updates, user-driven improvements, and responsive customer support that ensure the platform remains aligned with their evolving needs.

By providing a seamless, professional event experience for both organizers and participants, Fourwaves has become an essential tool in their workflow. 

Viki and her team see no reason to switch to another platform, as Fourwaves consistently delivers the efficiency, customization, and reliability they require to manage complex scientific conferences with ease.

About CHU Sainte-Justine

CHU Sainte-Justine hospital is committed to improving the health and well-being of children, adolescents, and mothers in Quebec. It collaborates with partners in healthcare, education, and research to support physical, psychological, social, and moral well-being.