How MWee runs high-volume webinars with HubSpot automation
MWee runs high-quality AV productions for events, broadcasts, and large training programs. To manage webinars ranging from small sessions to thousands of participants, they built a scalable setup with WebinarGeek and HubSpot.
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MWee supports organizations that want their message to land clearly, whether it’s on stage, on camera, or fully online. As a provider of high-quality professional AV solutions for events and installations, they work across seminars, conferences, presentations, webcasts, and performances. Every production is tailored to the client, with a strong focus on quality, reliability, and long-term partnerships.
When you’re running trainings for thousands of participants, everything has to work smoothly. Registration, streaming, login, chat, follow-up, and certification. No manual chaos. That’s why MWee combines WebinarGeek with HubSpot.
A complete webinar platform for studio and live productions
MWee started using WebinarGeek because it offers everything in one package, including the flexibility to work with RTMP streams. For a team that regularly supports live recordings, studio productions, and online events, that flexibility is essential.
WebinarGeek is primarily used for clients who want to host professional online webinars. Some sessions are delivered entirely online, while others are streamed directly from MWee’s studio environment. In both cases, the goal remains the same: create a smooth experience for participants while keeping production manageable behind the scenes.
Automating paid training programs with HubSpot
While WebinarGeek supports the live production and participant experience, HubSpot plays a central role in what happens before and after the webinar.
MWee uses the integration to automate their paid training programs from end to end. Instead of manually tracking attendance and issuing certificates, they’ve built workflows in HubSpot that are triggered automatically once participants meet the right conditions. Each participant automatically receives a personalized certificate, so the team doesn’t have to send them one by one.
“WebinarGeek is relatively easy to integrate with other tools like HubSpot.” — Matthieu Wijnen, Owner of MWee
Because everything is connected, there is no need for manual exports, separate checks, or individual follow-up emails. The automation handles the logic and ensures that certificates and communication are sent automatically based on predefined conditions. That not only creates clarity and control, especially when running recurring training programs, but also saves the team a significant amount of time.
As Matthieu Wijnen puts it: “The biggest impact for us is time savings.”
From 50 to 4,000 participants, without technical stress
Beyond automation, reliability during the live event itself is critical. As a company that regularly works with studio productions, RTMP streams, and live event recordings, they need a platform that integrates seamlessly into a professional broadcast setup without compromising the participant experience.
Audience sizes vary depending on the type of webinar. Many sessions attract between 50 and 150 attendees, allowing for focused interaction and engagement. At the same time, they regularly run larger sessions with 1,000 to 2,000 participants as part of recurring training programs. Their largest webinar brought together nearly 4,000 attendees in a single session
“Everything ran smoothly, including participant login and chat.”
For a team that represents clients in high-stakes environments, that reliability makes a real difference. It allows them to focus fully on content, production quality, and audience engagement, knowing the technical foundation is solid.
Building a webinar setup that scales
MWee’s approach is practical: build the webinar setup step by step, and only automate once you clearly understand the full participant journey.
Their advice:
Build gradually and explore which tools add insight or automation
Test everything thoroughly before going live
Map the participant journey step by step, including every action a participant can take
Only automate once you have full overview of emails, triggers, and assets
That structure makes testing easier and reduces surprises when you scale.
Want to automate your webinars too?
With WebinarGeek, you can run professional webinars that stay smooth at scale. With the HubSpot integration, you can connect attendance and engagement to the follow-up flow you already use.
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