The best video conferencing software for events professionals

In recent times, there has been a lot of talk about the digitisation of the events industry. The rise of remote working, flexible hours and digital events has even led some industry figures to question whether in-person events will soon be permanently replaced by their virtual counterparts. We understand that you might have lots of questions about this increasingly relevant technology, so below we have rounded up the best video conferencing software available.

We are firm believers in balance. Sure, remote working often makes sense from an environmental and health perspective, but it is also true that there is no replacement for the innumerable benefits that face-to-face encounters offer. One way to allow for personal interaction while still accounting for the individual needs of guests is to invest in the best video conferencing software. With so many on the market, each with different features, it's crucial to find the right video conferencing apps for you and your company.

Keeping up with advances in the field of technology has always been a top priority for seasoned event planners, but now more than ever, the technology that companies use to communicate with clients and guests is becoming an important part of the overall event experience. Navigating the world of video conferencing software can be tricky - how do you know which platform is right for your company? Is it easy to use? Which platform is the most cost-effective?

These platforms can be used for internal communications, as well as external meetings and client pitches. Whether you're buying to plan for a hybrid event or going digital-only, many come with handy features such as virtual Q&As and AI-powered automatic transcription. We have also included some top tips and tricks on how to go about choosing the right video conferencing software for you so that you can be confident in your investment.

How to choose video conferencing software that’s right for your company

When researching the best video conferencing software for your company, it is important to ask yourself what exactly you want to get out of it. Will you be using it purely for internal communications, or do you need additional capabilities like automatic transcriptions, screen sharing, and breakout rooms?

It is also important to consider your budget. If you have a tight budget and will only be using the software on an ad-hoc basis, you’ll be glad to know that many of our featured platforms offer free versions (although capabilities are limited). If you have more money to play with, think about what you will need to use the software for and which functions you require - most providers offer a variety of plans which you can tailor to your own needs.

Finally, take a good look at usability. Is the platform you have chosen easy to use and navigate? This is especially important if you plan on using the software to host meetings with external clients, who may not have used the platform before.

Top tips to remember when choosing video conferencing software

Researching and investing in video conferencing software can be time-consuming and stressful, but the handful of below tips should help make things easier.

• Remember that several video conferencing plans work out to be less expensive if you pay annually instead of per month

• Some plans will charge per user, so make sure you know how many users are allowed per plan and check if you can add on users as required

• Make use of free trials offered by providers so that you can get a feel for how the software works. If free trials aren’t offered, request a demo so you can see it in action before you commit to investing.

The best video conferencing software on the market

We've done the research, looked at what's included and rounded it all up in one place. Now, all you have to do is peruse the main selling points and choose the best video conferencing tools for you!

Zoom

Even the most technophobic of people will have heard of Zoom by now, thanks to the video conferencing app's exploding popularity during the Coronavirus pandemic. Zoom remains a favourite among event planners because of the wealth of options it offers, as well as its strong connection and clear audio even for large calls. Of course, there is a free version available, but its capabilities are limited, so you might be better off choosing one of Zoom’s competitively priced plans.

All Zoom plans include the following:

• Screen sharing from desktops, tablets or mobile devices
• Whiteboarding
• HD video and voice
• Unlimited number of meetings per month
• Secure Socket Layer (SSL) encryption
• Chat and messaging (private and group)
• Scheduling with Chrome extensions
• Meeting record option
• Ability to join a meeting by telephone
• Breakout rooms (allowing you to divide your meetings into up to 100 separate sessions)

Find out more: Zoom

Microsoft Teams

Microsoft Teams is something of a catch-all catch tool for the workplace, able to be used as an instant messaging platform between colleagues, as well as a place to store files (the app is integrated with Office applications like Word and SharePoint). Video conferencing is an aspect of the platform that shouldn’t be overlooked though - users are able to launch video conferences directly from their chats and it is easy to call several people at once.

All Microsoft Teams plans include the following:

• Web version of Word, Excel and PowerPoint
• File storage and sharing
• 24/7 phone and web support
• Audio recordings
• Automatic transcript
• screen sharing
• Voicemail (utilised when the app is downloaded onto iOS or Android devices)

Find out more: Download Microsoft Teams

ClickMeeting

For event professionals hunting out conferencing software that works well for webinars, hybrid events, and large-scale digital presentations, ClickMeeting is one of the best and most trusted. It can host audiences of up to 1,000 guests, offers generous storage online for recording meetings, and is simple to use. While it might not compete in the realm of collaborative calls, the ability of ClickMeeting to cope with large capacities means it holds its own in the events sphere.

All ClickMeeting plans include the following:

• Meetings of up to 1,000 participants
• AI-powered automatic transcription
• Whiteboarding
• Breakout room features
• Broadcast on Youtube, Facebook or LinkedIn
• Interactive Q&A, polls, and CTAs
• Advisor support

Find out more: ClickMeeting

Google Meet

Google Meet is often overlooked when it comes to finding the best video conference software, but it’s really upped the game in the last few years. For large presentations and talks, Google Meet allows up to 100,000 participants to join in a view only mode, thereby reducing lag and problems that often arise with greater viewership. It integrates seamlessly with Google apps, and automatically saves meeting recordings to Google Drive.

All Google Meet plans include the following:
• Studio-grade TrueVoice technology
• Breakout rooms
• Whiteboards
• Live captions
• Integration with Google apps
• Up to 100,000 participants in view-only mode
• Includes document collaboration

Find out more: Google Meet

Cisco Webex

If security is a top priority for your company, Cisco Webex is a worthy contender. The exhaustive list of security steps that Cisco Webex takes includes Transport Layer Security (TLS), third-party accreditations, encryption, firewall compatibility, single sign-on and secure scheduling options. It is also great for remote training, allowing you to add specialised functionalities for training, remote technical support or webinars. Plus, the video quality and call stability is some of the best.

All Cisco Webex plans include the following:

• Screen sharing
• HD video broadcasting
• Unlimited meetings
• Cloud recording and storage
• Telephone support (access varies according to plan)
• Whiteboard and document annotation
• Private chat rooms

Find out more: Cisco Webex

GoTo Meeting

Although GoTo Meeting doesn’t have the pull in the video conferencing space that it once did, it is still an effective platform for remote meetings. The interface is very user-friendly and the platform offers attractive features, including ‘raise a hand’ and polling. Worried about cyber security? Meetings are secured with end-to-end encryption.

All GoTo Meeting plans include the following:

• 24/7 customer care
• HD video
• Unlimited meetings
• Screen sharing with annotation
• Messaging
• Smart assistant included
• Web audio (no phone required)
• End-to-end encryption and other security protocol
• Unlimited cloud recording

Find out more: GoTo Meeting

Intermedia AnyMeeting

An easy to use interface makes this one an attractive option, there’s no training necessary to figure out how to share your screen, or get a meeting transcription. But its value extends beyond the fact that it's easy to use, AnyMeeting stands as one of the cheaper options out there. Although it lacks breakout rooms, it has other useful features and can even flag action items based on what is discussed in the call.

All Intermedia AnyMeeting plans include the following:

• AI-powered virtual assistant
• Screen sharing and recording
• Generates detailed reports post meeting
• Follow-up emails, surveys, and quizzes
• HD video broadcasting
• Real-time polls and Q&A
• International dial-in
• Highly customisable
• 24/7 assisted technical support

Video conferencing looks set to become a staple of the events world moving forward. But let's not forget the basics, take a peek at the ultimate meeting checklist.