Workshop Series Details:
Learn practical participant retention methods that UW research teams use to improve engagement, reduce attrition, and strengthen study outcomes. Through real-world examples, presenters will demonstrate how they build trust, maintain communication, reduce barriers to participation, and keep participants engaged throughout the research process.
We encourage you to attend even if your research focuses on a different population than those represented by the presenters. You will leave with actionable strategies that you can adapt and implement across a wide range of study designs and participant populations.
Who should attend?
All are welcome to attend sessions, including investigators, study team members, and those who participate in the retention of research participants.
Location:
All sessions will take place virtually on Zoom. Recordings will be available and posted to this webpage.
Registration:
Use the links below to register for EACH individual sessions. Sessions are standalone and do not build on one another. Please select sessions that most interest you!
Questions:
Please reach out to Ali Moellner & Anne Buffington at recruitmenthelp@ictr.wisc.edu.
MON, SEPT 28
12-1PM CT
Session 1
From Recruitment to Retention: Engaging Traumatic Injury Populations
Presenter: Hannah Muller
This presentation will discuss recruitment and retention strategies implemented throughout the Screening in Trauma for Opioid Misuse Prevention-Adapted Intervention (STOMP AI) Research Study. Specifically:
- Ensuring participants had a clear understanding of the study at Informed Consent
- Providing tailored handouts at Informed Consent as a “roadmap” through study
- Texting reminders to participants for visits/surveys
- Prompt payment via Advarra
This project recruited participants out of UW Health Hospital and Froedtert Hospital in Milwaukee from Aug. 2024-June 2026. Participants were followed for 24 weeks after hospital discharge.
Optimizing Study Retention by Easing Participant Burden
Presenter: Keelin McHugh, Alyssa Turnquist & Meagan Sulikowski
When creating study protocols, teams should prioritize participant-centered strategies rather than what is convenient for the research team. This approach requires deliberative planning to minimize participant burden and to offer appropriate incentives. Wisconsin Research and Education Network leadership will illustrate these approaches with examples of successful retention efforts drawn from both past and ongoing research studies.
- Early planning for retention
- Minimizing participant burden
- Providing incentives
THURS, NOV 12
12-1PM CT
Session 2
Staying Connected: Retention Facilitators and Challenges in a Longitudinal Study on Adolescent Social Media Use and Health
Presenters: Kayla Kern & Caitlin Calhoun
The Brain, Behavior, and Wellbeing (B3) study is a longitudinal study about adolescent social media use and health. The study is run by three research labs on campus and has unique opportunities and challenges to retention. In this session, we will share what retention and relationship-building strategies have been successful, including flexibility, gratitude, and responsive documentation processes.
- Retention methods
- Relationship and trust building strategies
Staying Power: WRAP “Info Sessions” a Retention Tool for a 25-Year-Old Longitudinal Study
Presenter: Lia Sparks & Diane Wilkinson
Subject retention powers longitudinal studies. For 20 years, the Wisconsin Registry for Alzheimer’s Prevention (WRAP) study has invited its 1000-plus member cohort to meet biennally with its doctors and scientists to learn, share, and participate in “Info Sessions” at its three locations: Madison, Milwaukee and La Crosse, plus the Fox Valley area. Researchers present latest Alzheimer’s disease findings, participants ask questions, meet staff, and learn about new research participation opportunities. The developed in-person connection (except 2020 virtual session) maintains an important link between these highly-motivated participants and the university. Join us and learn how in-person and virtual participant info events are run and how you can use them to sustain relationships with your participants.
- Retention events (in-person & virtual)
- Longitudinal retention
WED, DEC 9
12-1PM CT
Session 3
These Are a Few of Our Favorite Things: Top Retention Resources to Sustain Engagement
Presenter: Anne Buffington & Ali Moellner
Join us as we share strong resources to help you sustain participant engagement. We’ll also describe key findings from retention science literature, including best practices and emerging retention methods.
- Retention tools & resources
- Retention tracking
- Retention science
The Retention Prescription: Communication, Consistency, and Connection
Presenter: Katy Mijal
This talk will explore practical, participant-centered retention strategies that keep research participants engaged from enrollment through study completion. I will discuss how consistent communication, flexible survey administration, meaningful participant relationships, tailored technology use, and appropriate compensation can improve retention. The session will emphasize how creating genuine connections and helping participants understand the value of their contributions can foster long-term engagement and improve study outcomes.
- Creating genuine connections
- Increasing participant motivation
- Communication strategies
- Technology tips for retention