How a Leading Online Creator Increased Webinar Attendance customer success

A major online creator runs one of the largest webinar events of the year. When tens of thousands of people are expected to attend live sessions, there is no room for confusion around schedules or joining links.

The team needed a way to ensure every session detail stayed accurate in real time without relying on last-minute emails or manual updates.

With AddEvent’s subscription calendar, they created a simple “follow once” experience for attendees. Updates could then be pushed automatically to subscriber calendars, even when critical changes happened just 24 hours before the event.

The Challenge

When the team runs their large-scale annual webinar event, the stakes are high.

With almost 90,000 registrants and tens of thousands of attendees expected across a two-day event, the organizers needed a reliable way to ensure that all event details, especially joining links, remained accurate even if last-minute changes occurred.

For events at this scale, even a small issue such as a broken Zoom link can quickly trigger a surge of customer support tickets and attendee frustration.

In this particular instance, the team needed the flexibility to make updates close to the event start time without disrupting the attendee experience.

The Solution

To solve this, the team implemented AddEvent’s calendar subscription.

Instead of relying on static calendar invites or repeated reminder emails, attendees were invited to subscribe to the event calendar once. From that point forward, their calendars automatically received:

• All event sessions
• The correct event schedule
• The most up-to-date joining links
• Any last-minute updates pushed directly into their calendar

This approach ensured that attendees always had the latest event information available directly in their calendar, without requiring additional communication or manual follow-ups.

The Results

AddEvent became a core part of how the team drove registrations, supported attendance, and reduced operational friction during the event.

Across two days, the event attracted 89,256 registrants and delivered 36,000 unique attendees, surpassing the original registration goal of 75,000.

Encouraging registrants to add the event to their calendar also helped improve participation. The team saw a 10% increase in attendance rate among those who added the event to their calendar.

One of the biggest wins came from a situation that often causes major stress for event organizers: a last-minute link change.

Just 24 hours before the event, the team needed to update the Zoom joining link. The original link stopped working after the session format was changed from a Zoom meeting to a Zoom webinar.

Normally, this kind of change would require sending urgent emails to attendees, often leading to confusion with multiple links and a flood of “I cannot join” support requests.

Instead, the team updated the joining link once within AddEvent, and their 14,000 calendar subscribers automatically received the updated Zoom link inside their calendar, without requiring any additional communication.

As a result, attendees always had the correct joining information, reducing confusion and eliminating the need for last-minute troubleshooting.

The event organizer shared:

“Using a calendar subscription meant that even when we had to change the Zoom link 24 hours before the event, our audience still had a seamless experience. Everyone automatically had the updated link in their calendar, which helped lift attendance from 63% to 69% while reducing support questions and last-minute confusion.”

Looking Ahead

With nearly 14,000 calendar subscribers now connected through their event calendar, the team is exploring new ways to use this channel beyond individual events.

Future campaigns may use calendar updates to re-engage subscribers throughout the year and promote upcoming sessions, launches, and live experiences directly inside their audience’s calendars.

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