How Vidyard boosted webinar attendance to 50% with Video Agent
December 12, 2025·2 mins
Learn how our demand gen team increased show-up rates and scaled a repeatable webinar reminder strategy with Video Agent.
Webinars are a go-to channel for many marketing teams—but getting people to actually attend is a different story. Registrants often skip the live event, knowing they’ll get the recording later. Add in busy calendars and generic reminder emails, and attendance quickly becomes unpredictable.
At Vidyard, we were seeing that challenge firsthand. Even with solid registration numbers, our demand gen team was consistently measuring live attendance rates between 30–40%. We knew we needed a better way to convert sign-ups into show-ups. Something scalable that would make every registrant feel personally invited, welcomed, and excited to attend.
So we decided to try Video Agent.
See more Video Agent use cases for your revenue team.
The challenge: A high-effort program with unpredictable payoff
Every webinar at Vidyard is a cross-functional lift—strategic themes, speaker prep, promotional campaigns, technical logistics, and follow-up workflows. A single event can take 40+ hours of planning from just one marketer, not counting the speakers and supporting teams.
With that much effort behind every program, low attendance doesn’t just feel disappointing—it affects pipeline, partner momentum, and post-event engagement.
But consistently increasing show-up rates was tough to crack.
“We were doing everything right, but still losing attendees at the last mile,” – Tanya Budgell, Demand Generation Manager.
From a campaign perspective, this drop-off made performance harder to predict—and outcomes harder to scale. It wasn’t just about one webinar falling short. It was about the broader challenge of building repeatable programs that reliably convert attention into engagement and pipeline.
“As demand gen marketers, we’re not aiming for one-hit wonders, we’re aiming to build things that work again and again.” – Monica Zhang, Senior Demand Generation Specialist
The solution: Personalized video reminders delivered automatically with Video Agent
Instead of sending another faceless confirmation email, the team decided to try something different: a personalized Video Agent message sent 24 hours before the webinar.
Each message featured a speaker’s AI Avatar addressing the registrant by name, referencing the webinar topic, and including a clear CTA to join live.
Here’s what the structure looks like:
- A personalized greeting that names the registrant
- A quick recap of the webinar’s purpose and value
- A friendly nudge to join live for Q&A
Once set up in Marketo, the team used Tray.io to automate the workflow, triggering reminders based on registration data and webinar logistics.
“We’re reselling the value of the webinar right before it happens and reminding them why they signed up in the first place.” – Monica Zhang, Senior Demand Generation Specialist.
They also experimented with video titles and thumbnails on landing pages, making small tweaks to increase clarity and relevance (e.g. “See you at the webinar, Laura” instead of “See you soon”).
And there’s more potential. Monica added:
“It’s free real estate. We could even use that pre-webinar video to showcase a product, add an offer, or guide them toward next steps before the session even begins.”
The impact: Higher attendance, stronger engagement, and a scalable strategy that sticks
After implementing Video Agent into our webinar reminder workflow, our team saw immediate results. Attendance rates jumped from their historical average of 30–40% to 48–50%, outperforming both internal benchmarks and industry standards.
By using speaker avatars to deliver timely, humanized messages, the team was able to increase show rates, improve engagement, and set a new standard for how they run webinar programs.
And the best part? It didn’t add work to the team’s already packed schedule. With Video Agent, the reminders are fully automated while still feeling custom-crafted. It’s a scalable motion we can rely on again and again.
Try Video Agent and watch your webinar attendance soar
With Video Agent, our team didn’t just boost attendance—we made webinars feel more personal, more impactful, and more worth the effort.
If you’re investing in webinars but struggling to get people in the (virtual) room, it’s time to try a smarter approach.
🎥 Try Video Agent for yourself
💬 Talk to our team about how to integrate it into your webinar programs
