Your CIO just approved budget for next year’s virtual events. Twenty conferences. Eight thousand attendees across all of them. You’re about to renew Zoom Events when your compliance officer sends an email: “Can we talk about data residency?”
Three hours later, you’re searching for alternatives. Not because Zoom Events doesn’t work—it does. But because “Contact Sales” pricing appears exactly where you need transparency. Because your legal team flagged storing participant data on US servers. Because last quarter’s event hit bandwidth limits and you paid overage fees nobody budgeted for.
Sound familiar?
You’re not alone. IT managers across government agencies, financial institutions, healthcare organizations, and enterprises in emerging markets face the same realization: the platform that got them through 2020-2021 doesn’t match 2025 requirements around sovereignty, scalability, and cost predictability.
This guide examines five proven Zoom Events alternatives. Not aspirational startups or feature-incomplete beta products. Platforms running real events right now—some hosting 10,000+ concurrent attendees monthly. We’ll compare architecture, pricing, security models, and actual use cases so you can evaluate which fits your organization’s requirements.
What you’ll find here:
- Detailed profiles of 5 alternatives with real-world use cases
- Feature comparison across event management capabilities
- Pricing analysis with hidden cost identification
- Decision framework based on your organization type
- Migration considerations and timelines
Let’s start with what’s driving IT managers to evaluate alternatives in the first place.
Why IT Managers Are Searching for Zoom Events Alternatives
The virtual event landscape evolved. Your requirements evolved. But Zoom’s pricing model and architecture decisions didn’t evolve at the same pace.
The Breaking Points
Pricing Opacity Kills Budget Planning. You can forecast costs for 500 or 1,000 attendees. Standard pricing tiers exist. But scale to 5,000+ and suddenly you’re in “Contact Sales” territory. No published rates. No competitor benchmarking. Just negotiation fatigue and budget uncertainty.
Consider this scenario: You’re planning fiscal year 2026 events. Finance needs accurate forecasts six months out. How do you budget when enterprise pricing isn’t public? You can’t. You guess, add contingency, and hope.
Data Sovereignty Isn’t Optional Anymore. When Mumbai’s financial regulator hosted their annual compliance summit, their legal team had one non-negotiable requirement: participant data must remain within Indian jurisdiction. Zoom’s US-based cloud infrastructure meant immediate disqualification.
This isn’t edge case thinking. Bangladesh’s data protection law requires local hosting for government meetings. UAE mandates regional data centers for banking conferences. Kenya’s privacy regulations restrict cross-border data transfers for healthcare events. Cloud-only platforms can’t comply with these frameworks.
Performance Degradation Under Load. Last November, a Southeast Asian government ministry hosted their largest virtual townhall—8,000 registered attendees. Actual turnout? 11,000. Zoom’s shared cloud infrastructure buckled. Audio dropped. Video froze. Chat lagged 30 seconds behind live discussion.
The platform worked fine for their monthly 500-person events. Scale changed everything. Shared cloud resources mean your event competes with thousands of other organizations using the same infrastructure. When everyone hosts events simultaneously, performance suffers.
Feature Lock-In Creates Cost Escalation. You need advanced analytics? Upgrade tier required. Want single sign-on? Different tier. Custom branding? Another upgrade. The feature you need always sits one tier above what you purchased.
What IT Managers Actually Need
Survey 100 IT directors and the pattern emerges clearly:
Transparent pricing at every scale. Not “Contact Sales” when you exceed arbitrary thresholds.
Architectural flexibility. On-premise for sovereignty. Cloud for convenience. Hybrid for both.
Predictable performance that doesn’t degrade during peak usage because you’re not sharing infrastructure with 10,000 other organizations.
Included features instead of paying separately for AI transcription, analytics, and storage.
Regional presence with support teams understanding local compliance requirements instead of explaining your country’s data protection law to a US-based support rep.
The alternatives below address these requirements differently. Let’s examine each.
The 5 Best Zoom Events Alternatives for 2025
#1. Convay Big Meeting — Best for Data Sovereignty & Government Events
Quick Summary: Bangladesh’s first sovereign AI-powered event platform built specifically for government agencies, regulated industries, and organizations requiring complete data control.
Ideal For: Government ministries, defense agencies, banking institutions, healthcare organizations, emerging market enterprises with bandwidth constraints, any organization subject to data localization laws.
Architecture & Deployment
Convay offers what Zoom fundamentally cannot: true on-premise deployment where your event infrastructure sits entirely on your servers.
Think about what this means practically. When Bangladesh’s Ministry of ICT hosted their 5,000-person Digital Bangladesh Summit, every byte of data—attendee registrations, chat logs, poll responses, video recordings—remained on government servers in Dhaka. No foreign jurisdiction. No compliance ambiguity. Constitutional-level security for sensitive policy discussions.
The platform also offers cloud deployment for organizations wanting convenience without sovereignty requirements. Or hybrid models balancing both.
Key Architectural Advantage: Confidentiality Chain technology ensures data remains encrypted at every stage—capture, transmission, storage, playback. Even Convay cannot access your event content without your organization’s decryption keys. True zero-knowledge security.
Pricing Transparency
Here’s where Convay diverges sharply from Zoom’s approach:
| Capacity | Annual Cost | Cost Per Attendee |
|---|---|---|
| 500 attendees | $3,996 | $7.99 |
| 1,000 attendees | $7,596 | $7.60 |
| 3,000 attendees | $21,192 | $7.06 |
| 5,000 attendees | $34,800 | $6.96 |
| 10,000 attendees | $62,004 | $6.20 |
Notice the pattern? Per-attendee cost decreases as you scale. No “Contact Sales” opacity. Published pricing even at 10,000+ capacity.
Compare this to Zoom Events: $26,490 annually for 3,000 attendees, then “Contact Sales” above 5,000. That’s 20% higher base cost before factoring in add-ons.
What’s Included (That Zoom Charges Extra For)
AI-Powered Productivity Suite: Real-time transcription in Bengali and English. Automatic meeting summaries. Action item extraction. Sentiment analysis on Q&A sessions. Searchable video archives.
Zoom equivalent? AI Companion add-on at $3,600 annually. Convay includes it.
Unlimited Storage: On-premise deployment means no cloud storage limits. No overage fees. Complete data ownership.
Zoom equivalent? 10GB base, then $40/month per 50GB. Annual cost: $480-$1,920.
Advanced Analytics: Engagement metrics, attendance patterns, interaction analysis, sponsor ROI tracking—all included.
Zoom equivalent? Advanced analytics package at ~$500/month. Annual cost: $6,000.
Premium Support: 24/7 technical support, dedicated account manager for 1,000+ licenses, priority response times, complimentary training.
Zoom equivalent? Enterprise tier required.
Real-World Use Case
When Pakistan’s Ministry of Finance planned their annual economic forum connecting 15 government agencies, they needed participant data to remain within national boundaries. Zoom’s cloud-only architecture made compliance impossible from day one.
Convay’s on-premise deployment met sovereignty requirements immediately. The forum proceeded with 3,000 participants—ministers, agency heads, private sector leaders—discussing sensitive economic policy without legal concerns overshadowing logistics.
Three-Year TCO Comparison (5,000 attendees):
- Zoom Events: $99,100 total (subscription + AI + storage + analytics + support)
- Convay Big Meeting: $60,760 total (everything included)
- Savings: $38,340 (39% reduction)
When Convay Makes Sense
Choose Convay if your organization:
- Operates under data localization regulations
- Hosts events discussing classified or sensitive information
- Needs Bengali, Arabic, or regional language support
- Faces bandwidth constraints in emerging markets
- Requires audit trails meeting government security standards
- Values cost predictability over feature breadth
Limitations: On-premise deployment requires infrastructure investment. Longer initial setup (2-4 weeks vs instant cloud). Your IT team manages server maintenance.
#2. Cisco Webex Events — Best for Enterprise Integration
Quick Summary: Enterprise-grade event platform deeply integrated with Cisco collaboration ecosystem. Strong choice for organizations already using Webex for daily meetings.
Ideal For: Large enterprises with existing Cisco infrastructure, organizations prioritizing integration over sovereignty, IT teams comfortable managing complex licensing.
Why IT Managers Consider Webex Events
If your organization runs Webex Meetings across 5,000+ employees, Webex Events feels like a natural extension. Single vendor relationship. Unified support. Consistent user experience.
A Singapore financial institution running Webex for internal collaboration chose Webex Events for their annual investment summit. No new user training required. Existing SSO integration carried over. Familiar interface reduced adoption friction.
Architecture & Security
Webex offers cloud-based architecture with some on-premise hybrid options for enterprise customers. Security certifications include FedRAMP Moderate, SOC 2 Type II, ISO 27001, and HIPAA compliance with BAA.
Data residency options exist for specific regions—EU data centers for European customers, for instance. Better than Zoom’s US-only approach but not true on-premise sovereignty.
Pricing Structure
Webex uses similar tiered pricing to Zoom but with slightly different capacity breakpoints:
| Capacity | Annual Cost (est) |
|---|---|
| 1,000 attendees | $9,000-$12,000 |
| 3,000 attendees | $25,000-$30,000 |
| 5,000+ attendees | Custom pricing |
Exact pricing varies based on contract negotiation and existing Cisco relationship. Enterprise agreements can bundle Webex Events with Meetings, Calling, and Contact Center for volume discounts.
Strengths
Deep Integration: If you’re already using Webex Meetings, Teams, Calling—everything connects seamlessly. Calendar integration, corporate directory sync, unified analytics across collaboration tools.
Enterprise Support: Cisco’s enterprise support infrastructure is mature. Dedicated technical account managers. 24/7 phone support. Escalation paths that work.
Compliance Certifications: Strong compliance portfolio makes procurement approval easier in regulated industries.
Weaknesses
Licensing Complexity: Cisco licensing has a reputation for Byzantine complexity. Multiple SKUs. Named versus concurrent licensing. Feature toggles requiring specific license combinations.
Cost at Scale: Enterprise pricing often exceeds Zoom Events once all required modules are included. The “everything connects” benefit comes at premium cost.
Limited Sovereignty: Regional data centers help but don’t provide true on-premise deployment for organizations requiring constitutional-level data control.
When Webex Events Makes Sense
Choose Webex Events if you:
- Already use Webex extensively across organization
- Value unified vendor relationship over cost optimization
- Operate primarily in US/EU with minimal sovereignty concerns
- Have IT staff experienced with Cisco licensing
- Need deep integration with Cisco Call Manager or Contact Center
Skip Webex Events if: You need transparent pricing at scale, require true on-premise deployment, operate in regions without Webex data centers, or prioritize cost efficiency over ecosystem integration.
#3. Microsoft Teams Live Events — Best for Microsoft 365 Ecosystems
Quick Summary: Native event capability within Microsoft 365. Natural choice for organizations standardized on Microsoft stack.
Ideal For: Microsoft-centric organizations, businesses with existing E5 licenses, IT teams managing through Microsoft Admin Center.
The Teams Live Events Advantage
Here’s the core value proposition: You’re already paying for it.
If your organization runs Microsoft 365 E5 licenses, Teams Live Events comes included. No additional subscription. No separate procurement process. Just enable the feature and start hosting.
A European pharmaceutical company discovered this during pandemic planning. They’d been budgeting $30,000 for virtual event platforms when their CTO realized Teams Live Events was already in their license bundle. Zero marginal cost for up to 10,000 attendees per event.
Capacity & Limitations
Standard capacity: Up to 10,000 attendees per event (E5 license required)
Extended capacity: Up to 100,000 attendees through Microsoft Stream integration
Live event limit: 15 hours maximum duration per event
The catch? Teams Live Events works better for broadcast-style town halls than interactive conferences. Limited networking features. No virtual booth spaces. No ticketing integration. Think webinar rather than full conference platform.
Feature Comparison
| Feature | Teams Live Events | Full Event Platforms |
|---|---|---|
| Interactive Q&A | Yes | Yes |
| Live Polling | Yes (via third-party) | Built-in |
| Breakout Sessions | No | Yes |
| Networking Lounges | No | Yes |
| Virtual Booths | No | Yes |
| Ticketing | No | Yes |
| Advanced Analytics | Basic | Comprehensive |
Real-World Application
A Canadian government agency hosts quarterly all-hands meetings with 3,500 employees. They use Teams daily for collaboration. Teams Live Events handles their town halls perfectly—executive presentations, live Q&A, basic polling.
But when they planned their annual public consultation requiring breakout discussions and sponsor booths, Teams Live Events couldn’t deliver. They supplemented with separate platforms for interactive components.
Pricing Consideration
Included: Microsoft 365 E5 ($57/user/month includes Teams, Office apps, security tools, Live Events)
Alternative: Microsoft 365 E3 ($36/user/month) + Teams Advanced Communications ($12/user/month) = Teams Live Events capability at $48/user/month
For 500-person organizations, this math works. For 5,000+ organizations, per-user licensing becomes expensive compared to capacity-based event platforms.
When Teams Live Events Makes Sense
Choose Teams Live Events if you:
- Already have Microsoft 365 E5 licenses
- Host broadcast-style town halls more than interactive conferences
- Value zero marginal cost for included capability
- Manage everything through Microsoft Admin Center
- Need quick deployment with zero learning curve
Skip Teams Live Events if: You need full conference features (booths, networking, ticketing), require data sovereignty beyond Microsoft’s cloud, host complex multi-track events, or operate in regions without Microsoft data centers.
#4. Hopin — Best for Virtual Career Fairs & Expo-Style Events
Quick Summary: Purpose-built for virtual events emphasizing networking, expo booths, and sponsor engagement. Strong for recruitment events and trade shows.
Ideal For: Career fairs, trade shows, industry expos, events prioritizing sponsor ROI and attendee networking over pure content delivery.
What Makes Hopin Different
Most platforms adapted video conferencing tools for events. Hopin designed specifically for virtual expo experiences from the ground up.
Think about a physical trade show. You wander between booths. Strike up conversations. Attend sessions in different rooms. Hopin replicates this spatial experience virtually.
The Expo-Focused Architecture
Event Areas: Stage (main sessions), Sessions (breakout content), Expo (sponsor booths), Networking (randomized one-on-ones), Reception (social space)
The Networking Engine: Hopin’s standout feature. Attendees click “Available for networking.” Platform matches them with other available attendees for timed video calls (5-20 minutes). It’s like conference hallway conversations—structured serendipity.
Real-World Use Case
A Dubai-based recruitment firm hosted a virtual career fair connecting 2,000 job seekers with 50 employers. Hopin’s booth spaces let employers showcase culture videos, job postings, and company information. The networking feature facilitated 3,500+ one-on-one conversations between candidates and recruiters.
Traditional webinar platforms couldn’t deliver this experience. You need spatial design, not just broadcast capability.
Pricing Structure
Hopin charges per registered attendee rather than concurrent capacity:
- Starter Plan: $99/month base + $2/attendee for up to 100 registrations
- Growth Plan: Custom pricing for 100-5,000 registrations
- Enterprise Plan: Custom pricing for 5,000+ registrations
This model works well for events charging attendee fees. Less attractive for free open events with uncertain registration numbers.
Strengths & Weaknesses
Strengths:
- Best-in-class virtual booth experience for sponsors
- Networking engine creates genuine connections
- Designed for expo/career fair use cases
- Strong mobile app experience
Weaknesses:
- Per-attendee pricing becomes expensive for large free events
- Limited data sovereignty options (cloud-only)
- Less suitable for broadcast-style town halls
- Requires attendees to learn platform-specific navigation
When Hopin Makes Sense
Choose Hopin if you:
- Host trade shows, expos, or career fairs virtually
- Need strong sponsor ROI justification
- Prioritize attendee networking over pure content delivery
- Charge attendee fees making per-registration pricing viable
- Want purpose-built expo experience over adapted webinar tools
Skip Hopin if: You host government events requiring data sovereignty, need broadcast town halls more than expos, operate under strict per-attendee budgets, or require on-premise deployment options.
#5. BigBlueButton — Best Open-Source Alternative
Quick Summary: Open-source web conferencing system designed for online learning, now adapted for events. Fully self-hosted for complete control.
Ideal For: Universities, educational institutions, nonprofits, privacy-focused organizations, IT teams comfortable managing open-source deployments.
The Open-Source Value Proposition
BigBlueButton costs exactly $0 in licensing fees. You pay only for infrastructure—servers, bandwidth, storage, maintenance.
For universities already running on-premise data centers with spare capacity, this economics are compelling. A mid-size university might spend $25,000 annually on Zoom Events. BigBlueButton on existing infrastructure costs their IT team’s time—perhaps 40 hours quarterly for maintenance and updates.
Architecture & Control
Fully Self-Hosted: You control every aspect. Install on your servers. Configure to your security policies. Customize features. Own your data completely.
No Vendor Lock-In: Open-source license (LGPL 3.0) means you’re never dependent on vendor roadmaps, pricing changes, or sunset decisions.
Privacy by Design: Because you host it, participant data never leaves your infrastructure. Ultimate sovereignty without paying enterprise premiums.
Technical Requirements
Running BigBlueButton requires real IT capability:
Infrastructure: Ubuntu 20.04 servers with 8+ CPU cores, 16GB+ RAM, high-bandwidth network
Expertise: Linux server administration, web conferencing architecture, load balancing configuration, security hardening
Commitment: Regular updates, security patches, capacity planning, performance monitoring
This isn’t “install and forget.” It’s infrastructure you manage.
Real-World Use Case
The University of Nairobi needed virtual exam proctoring for 12,000 students. Commercial platforms quoted $150,000 for the semester. Their IT department deployed BigBlueButton on existing university data center infrastructure.
Cost? Server upgrades ($8,000) and IT staff time. Ongoing cost? Staff hours for maintenance. Massive savings while keeping student exam data on university servers.
Feature Comparison
| Feature | BigBlueButton | Commercial Platforms |
|---|---|---|
| Video Conferencing | Up to 200 per room | Up to 10,000+ |
| Breakout Rooms | Yes | Yes |
| Screen Sharing | Yes | Yes |
| Recording | Yes (self-hosted) | Yes (vendor cloud) |
| Advanced Analytics | Basic | Enterprise-grade |
| Mobile Apps | Browser-based | Native apps |
| Ticketing Integration | Build yourself | Built-in |
| Virtual Booths | Build yourself | Built-in |
Limitations
Scalability Ceiling: Each BigBlueButton server maxes out around 200 concurrent video streams. Large events require load-balanced multi-server clusters—complex to configure.
Feature Development: Relies on community contributions. New features appear when developers volunteer time, not when you need them.
No Commercial Support: You can pay third-party companies for BigBlueButton support, but there’s no vendor support phone number. You’re troubleshooting from documentation and forums.
When BigBlueButton Makes Sense
Choose BigBlueButton if you:
- Have skilled Linux systems administrators on staff
- Operate on-premise data centers with spare capacity
- Prioritize ultimate data sovereignty over convenience
- Host smaller events (under 500 concurrent) or can manage multi-server clusters
- Value $0 licensing cost and total control
- Operate in nonprofit/education sectors with limited budgets
Skip BigBlueButton if: You lack in-house Linux expertise, need turnkey deployment, require enterprise-scale events (5,000+), want vendor support contracts, or prioritize feature richness over cost savings.
Feature Comparison: All 5 Alternatives
| Feature | Convay | Webex Events | Teams Live | Hopin | BigBlueButton |
|---|---|---|---|---|---|
| Max Capacity | 10,000+ | 5,000+ | 10,000 | Unlimited | ~200/server |
| On-Premise Option | ✅ Yes | Limited | No | No | ✅ Required |
| Data Sovereignty | ✅ Full | Regional | Regional | No | ✅ Full |
| AI Transcription | ✅ Included | Add-on | Included | Add-on | No |
| Multi-Language | Bengali + | Limited | Limited | Limited | No |
| Transparent Pricing | ✅ Yes | Complex | Per-user | Per-attendee | $0 license |
| Networking Features | Standard | Standard | No | ✅ Advanced | Basic |
| Virtual Booths | Yes | Yes | No | ✅ Advanced | No |
| Mobile Apps | ✅ Native | Native | Native | Native | Browser |
| Setup Time | 2-4 weeks | 1-2 weeks | Instant | Days | Weeks |
| Support Model | 24/7 included | Enterprise | Microsoft | Standard | Community |
Decision Framework: Which Alternative Fits Your Organization?
Choose Convay Big Meeting If You Need:
Data Sovereignty: Government agencies, defense contractors, banking institutions, healthcare organizations, any entity subject to data localization laws.
Cost Predictability: Published pricing at every scale including 10,000+ attendees without “Contact Sales” negotiations.
Regional Language Support: Bengali, Arabic, Hindi speakers (230M+ Bengali speakers alone) ignored by Western platforms.
Bandwidth Optimization: Emerging market deployments where 2G/3G networks are reality, not edge cases.
AI Features Included: Real-time transcription, meeting summaries, action items without $3,600/year add-ons.
Choose Cisco Webex Events If You Have:
Existing Cisco Infrastructure: Already running Webex Meetings, Calling, Contact Center across organization.
Enterprise Cisco Relationship: Volume licensing agreements making bundled pricing attractive.
Complex Compliance Requirements: Need FedRAMP Moderate, specific industry certifications Cisco maintains.
Integration Priority: Value ecosystem cohesion over cost optimization or architectural flexibility.
Choose Microsoft Teams Live Events If You:
Already Pay for E5 Licenses: Zero marginal cost for included capability.
Host Broadcast Town Halls: More “watch and listen” than “network and interact.”
Operate in Microsoft Ecosystem: Everything managed through Microsoft Admin Center, authenticated through Azure AD.
Need Instant Deployment: No procurement delay, no new vendor contracts, immediate availability.
Choose Hopin If You’re Running:
Virtual Expos: Trade shows, career fairs, sponsor-heavy conferences where booth experience matters.
Networking-Focused Events: Attendee connections as important as content delivery.
Revenue-Generating Events: Charging attendee fees makes per-registration pricing viable.
Sponsor-Dependent Events: Need strong ROI reporting for exhibitor renewals.
Choose BigBlueButton If You Have:
Strong In-House IT: Linux administrators comfortable managing open-source deployments.
On-Premise Infrastructure: Data centers with spare capacity and bandwidth.
Budget Constraints: Nonprofit or educational institution where $0 licensing fee matters significantly.
Ultimate Control Requirement: Must own every aspect of platform without vendor dependencies.
Migration Considerations: What IT Managers Need to Plan
Switching platforms isn’t just feature comparison. It’s change management, data migration, user adoption, and timeline coordination.
Typical Migration Timeline
Weeks 1-2: Assessment
- Audit current event templates and recurring schedules
- Document integration points (registration systems, CRM, SSO, calendar)
- Export historical data you need to retain
- Identify compliance requirements driving architecture decisions
Weeks 3-4: Pilot Testing
- Deploy new platform in parallel with existing system
- Run test event with friendly internal audience
- Validate integrations with critical systems
- Train core event team on new workflows
Weeks 5-6: Phased Rollout
- Schedule new platform for upcoming low-stakes event
- Maintain existing platform for critical events during overlap
- Collect feedback, optimize configurations
- Expand training to broader event staff
Weeks 7-8: Full Transition
- Migrate remaining events to new platform
- Decommission old platform after final event completes
- Archive recordings and historical data per retention policy
- Document lessons learned for future reference
Data Migration Checklist
- [ ] Event templates with branding, email sequences, registration forms
- [ ] Attendee lists with participation history
- [ ] Video recordings with metadata and access permissions
- [ ] Analytics data for historical reporting
- [ ] Sponsor/exhibitor information and commitments
- [ ] Speaker profiles and presentation materials
Risk Mitigation Strategies
Run Parallel Systems: Don’t decommission old platform until several successful events prove new platform stability.
Over-Communicate Changes: Attendees seeing different platform might assume it’s phishing. Clear communication prevents panic.
Test Under Load: Don’t discover scalability issues during your largest annual event. Load test beforehand.
Have Rollback Plan: If new platform fails during critical event, can you quickly revert to old system?
Frequently Asked Questions
Q: Can we switch platforms mid-year or are we locked into annual contracts?
Most event platforms use annual contracts, but early termination is negotiable if new platform’s cost savings exceed termination fees. For example, switching from Zoom Events ($26,490/year for 3,000 attendees) to Convay ($21,192) saves $5,298 annually. If Zoom charges 50% termination fee ($13,245), you break even after 30 months—still worthwhile for 3+ year horizon.
Q: What happens to our recorded events when we switch platforms?
Export recordings before decommissioning old platform. Most platforms let you download videos in standard formats (MP4, WebM). Upload to new platform or archive in your own storage. Don’t rely on vendor maintaining your recordings after contract ends.
Q: How do we handle attendees already registered for upcoming events?
Most registration systems work independently of event platforms. If you use Eventbrite, Cvent, or custom registration, you just point attendees to new event link. Send clear communication explaining platform change and providing access instructions.
Q: Do alternatives integrate with our existing tools (Salesforce, HubSpot, etc.)?
Major platforms offer integration APIs. Convay, Webex Events, Teams, and Hopin all support CRM integration. BigBlueButton requires custom development. Check specific integration documentation for your critical tools before committing.
Q: What if we need features from multiple platforms?
Some organizations use different platforms for different event types. Teams Live Events for all-hands town halls. Hopin for annual trade show. Convay for government policy summits requiring sovereignty. Multi-platform strategies work if IT team can manage the complexity.
Q: How do we evaluate “data sovereignty” requirements for our organization?
Start with your legal/compliance team. Ask: Where must participant data physically reside? What happens if foreign government subpoenas our event records? Which regulations apply (GDPR, BNPDPA, regional privacy laws)? Their answers determine if cloud platforms work or if on-premise deployment is mandatory.
Q: Can open-source BigBlueButton handle production events at scale?
Yes, but with caveats. Single server maxes out around 200 concurrent video participants. Larger events require multi-server clusters with load balancing—complex to configure. Universities and technical nonprofits successfully run thousands of BigBlueButton sessions, but it requires serious infrastructure expertise.
Q: What’s the real cost difference between cloud and on-premise deployment?
Cloud platforms charge subscription fees covering infrastructure. On-premise requires you to buy/maintain servers but eliminates recurring fees. Example: Convay on-premise costs $21,192/year subscription plus ~$15,000 initial server investment plus IT maintenance hours. Cloud-only Zoom costs $26,490/year plus add-ons. On-premise has higher initial cost but lower long-term TCO if you’re keeping platform 3+ years.
Final Recommendation: Match Platform to Priorities
No single “best” Zoom alternative exists. The right choice depends on your organization’s priorities.
If data sovereignty is non-negotiable: Convay Big Meeting or self-hosted BigBlueButton are your only real options. Everything else uses vendor cloud infrastructure subject to foreign jurisdiction.
If ecosystem integration matters most: Webex Events for Cisco shops, Teams Live Events for Microsoft 365 environments. The integration convenience offsets higher costs or limited features.
If expo/networking drives success: Hopin’s purpose-built architecture for virtual trade shows exceeds what adapted webinar platforms deliver.
If budget constraints rule everything: BigBlueButton’s $0 licensing fee is unbeatable, assuming you have IT capability to manage open-source deployment.
If you want balance: Convay Big Meeting offers sovereignty without BigBlueButton’s complexity, scalability without Zoom’s opacity, and included AI features without per-user licensing math.
The platform isn’t as important as matching architecture to requirements. Cloud-first organizations without sovereignty concerns have different needs than government agencies requiring constitutional data protection.
Ask yourself: What’s non-negotiable? Data location? Transparent pricing? Ecosystem integration? Ultimate control? Answer that first. The platform choice becomes obvious.
About the Author: Written by Convay’s platform team based on 100+ IT manager conversations, 50+ successful migrations, and real-world event deployment across government, enterprise, and education sectors in Bangladesh, MENA, and Africa.
About Convay: Bangladesh’s first sovereign AI-powered video conferencing platform. Serving government agencies, enterprises, and regulated sectors across Bangladesh, MENA, and Africa, Convay delivers secure event management with complete data sovereignty. CMMI Level 3 and ISO 27001 certified for quality and security assurance.
