Planning large-scale webinars in 2025? Zoom’s pricing structure has become increasingly complex—and expensive. For organizations hosting regular events with 500+ attendees, understanding the true cost is critical for budget planning.
This comprehensive guide breaks down Zoom’s webinar pricing across all tiers, reveals hidden costs that can add 30-40% to your annual spend, and introduces Convay—a sovereign alternative that delivers 20% lower base pricing with more features included.
Whether you’re a finance director evaluating platforms, a procurement officer comparing vendors, or a CFO seeking cost optimization, this analysis provides the transparent pricing data you need to make informed decisions.
Key Finding: Organizations hosting 5,000-attendee webinars spend $24,900+ annually on Zoom alone—before factoring in AI transcription, storage overages, and premium support that cost an additional $8,000-$10,000 per year.
Understanding Zoom’s Webinar Pricing Structure
Zoom offers three distinct webinar platforms, each designed for different scales and use cases. The pricing model can be confusing because it combines subscription tiers, attendee capacity limits, and optional pay-per-attendee credits.
Three Tiers Explained
Zoom Webinars is the entry-level platform supporting 500 to 5,000 attendees. It includes core features like live streaming, Q&A, polling, and basic analytics. Most organizations start here before scaling up.
Zoom Webinars Plus adds advanced capabilities including Simulive (pre-recorded content with live interaction), single sign-on, managed domains, and custom email branding. It offers the same attendee ranges but costs 2-3x more than standard Webinars.
Zoom Events is a comprehensive event management platform that combines multiple sessions, networking features, event hubs, sponsor management, and ticketing. It’s designed for conferences and multi-day events rather than single webinars.
Pricing Model Options
Zoom offers two primary pricing structures. The annual subscription model requires a 12-month commitment and bills either monthly or annually (with a small discount for upfront payment). The pay-per-attendee credit system provides flexibility for organizations with sporadic event schedules, purchasing credits valid for 12 months.
Most plans require annual commitments with no true monthly option available. At higher tiers (5,000+ attendees), Zoom displays “Contact Sales” instead of transparent pricing—a red flag for budget-conscious procurement teams.
Quick Overview: Zoom’s Subscription Tiers
| Plan | Entry Attendees | Top Attendees | Starting Price |
|---|---|---|---|
| Webinars | 500 | 5,000 | $83.33/mo |
| Webinars Plus | 500 | 10,000+ | $290.83/mo |
| Events | 500 | 10,000+ | $415.83/mo |
Zoom Webinars Pricing: Complete Breakdown
Here’s the transparent pricing data Zoom makes difficult to find on their website. All prices shown are for annual subscriptions billed as monthly equivalents.
Annual Subscription Pricing
Zoom Webinars — Standard Plans
| Attendees | Monthly Cost | Annual Total | Cost Per Attendee |
|---|---|---|---|
| 500 | $83.33 | $1,000 | $2.00 |
| 1,000 | $283.33 | $3,400 | $3.40 |
| 3,000 | $825.00 | $9,900 | $3.30 |
| 5,000 | $2,075.00 | $24,900 | $4.98 |
| 10,000 | Contact Sales | Est. $45,000+ | Est. $4.50+ |
Several concerning patterns emerge from this pricing structure. The per-attendee cost actually increases at higher tiers—counterintuitive for enterprise software where economies of scale typically reduce unit costs. The jump from 500 to 5,000 attendees represents a 580% price increase, far exceeding the 10x capacity increase.
Most problematic is the lack of transparent pricing beyond 5,000 attendees. Organizations requiring 10,000+ capacity must engage in sales negotiations, making budget planning and competitive comparisons nearly impossible.
What’s Included in Standard Plans
Zoom Webinars includes live streaming to attendees, interactive Q&A and polling, customizable registration pages, automated email reminders, post-event analytics, and up to 10GB cloud storage for recordings. These baseline features meet basic webinar needs but lack advanced capabilities many enterprises require.
What Costs Extra
Critical features carry additional costs. AI-powered transcription and meeting summaries require the AI Companion add-on at approximately $300 per month. Additional cloud storage beyond the 10GB base costs $40 monthly per 50GB increment. Advanced analytics packages with detailed engagement metrics run around $500 per month. White-label branding and custom domains are restricted to Enterprise tier customers. Dedicated support beyond basic email assistance requires Enterprise tier upgrade.
Real-World Cost Example: A government agency hosting monthly 3,000-attendee townhalls would face a base subscription of $9,900 annually, AI transcription adding $3,600 yearly, extra storage for 12 months of recordings contributing $480 annually, and training sessions at $1,000—totaling $13,980 versus the advertised $9,900 base price.
Zoom Webinars Plus & Events Pricing
Webinars Plus targets organizations needing advanced features beyond the standard platform. The premium comes with significantly higher costs across all attendee tiers.
Webinars Plus Annual Plans
Zoom Webinars Plus Pricing
| Attendees | Monthly Cost | Annual Total | vs Standard Webinars |
|---|---|---|---|
| 500 | $290.83 | $3,490 | +249% premium |
| 1,000 | $565.83 | $6,790 | +100% premium |
| 3,000 | $1,665.83 | $19,990 | +102% premium |
| 5,000 | Contact Sales | Est. $30,000+ | +20% premium |
Plus-tier features include Simulive capability allowing pre-recorded content with live Q&A interaction, single sign-on for enterprise identity management, managed domains for branded experiences, custom email templates for consistent communications, and advanced registration customization.
For most organizations, the 100-250% premium is difficult to justify unless Simulive or SSO represents a critical requirement. The feature set provides convenience rather than essential capabilities.
Events Platform Pricing
Zoom Events serves a different market segment focused on multi-session conferences rather than single webinars.
Zoom Events Pricing
| Attendees | Monthly Cost | Annual Total | Best For |
|---|---|---|---|
| 500 | $415.83 | $4,990 | Small conferences |
| 1,000 | $790.83 | $9,490 | Mid-size events |
| 3,000 | $2,207.50 | $26,490 | Large conferences |
| 5,000 | Contact Sales | Est. $40,000+ | Enterprise events |
Events includes multi-session management across parallel tracks, event hub interfaces serving as virtual lobbies, networking features enabling attendee connections, sponsor management tools, and ticketing system integration. These capabilities justify the premium for organizations running conferences but represent overkill for standard webinar needs.
Pay-Per-Attendee Option
Zoom offers credit-based pricing for organizations with unpredictable schedules. Credits purchased in bulk remain valid for 12 months and can be used flexibly across multiple events.
Pay-Per-Attendee Pricing (12-Month Credits)
| Credits | Webinars Plus | Events | Cost Per Credit |
|---|---|---|---|
| 600 | $1,002 | N/A | $1.67 |
| 1,000 | $1,500 | $1,850 | $1.50-$1.85 |
| 3,000 | $4,200 | $5,250 | $1.40-$1.75 |
| 10,000 | $12,500 | $15,500 | $1.25-$1.55 |
This model works for quarterly event series, variable attendance patterns, or multi-event programs with different sizes. However, regular monthly webinars make annual subscriptions more cost-effective.
The Hidden Costs of Zoom Webinars
Zoom’s advertised pricing represents just the starting point. Real-world deployments typically incur 30-40% additional costs from add-ons and usage overages.
Beyond the Base Subscription
Cloud Storage Overages become inevitable for organizations maintaining recording libraries. The 10GB base allowance holds approximately 20 hours of HD video. Organizations hosting weekly webinars exhaust this within 3-4 months. Overage pricing at $40 per 50GB monthly increment translates to $480-$1,920 annually depending on recording retention policies.
AI Features Premium charges $300 monthly for Smart Companion capabilities including automated transcription, meeting summaries, and action item extraction. Transcription accuracy varies significantly with accents and technical terminology. Zoom provides no support for Bengali, Arabic, Hindi, or other languages critical for global organizations. Annual cost reaches $3,600.
Integration Costs multiply for enterprises requiring automation. Zapier connections for CRM synchronization run $20-$50 monthly. Custom API integrations for proprietary systems require development investments of $1,000-$5,000. Rate limits on standard API tiers may necessitate premium upgrades.
Support and Training limitations frustrate enterprise users. Standard support provides email-only assistance with 24-48 hour response times. Premium support with phone access and faster response requires Enterprise tier upgrade. Staff training sessions cost $200-$500 per session, with most organizations requiring 3-4 sessions annually.
Compliance and Security Add-ons create barriers for regulated industries. Advanced security features like enhanced encryption remain Enterprise-tier exclusive. Data residency options are unavailable for most regions, creating compliance challenges. Comprehensive documentation for SOC 2, ISO 27001, and industry-specific certifications requires extensive research.
Total Hidden Costs Example (3,000 attendees):
- Base subscription: $9,900 annually
- Cloud storage: $960 annually
- AI transcription: $3,600 annually
- Integration tools: $360 annually
- Staff training: $1,000 annually
- Grand total: $15,820 annually (60% above advertised price)
Introducing Convay: 20% Lower Pricing with More Included
Convay delivers transparent pricing that’s 20% lower than Zoom’s base rates while including features Zoom charges separately. As a CMMI Level 3 and ISO 27001 certified platform, Convay provides sovereign video conferencing optimized for government, enterprise, and regulated sectors.
Convay’s Transparent Pricing Model
Direct Comparison: Convay vs Zoom
| Attendees | Zoom Webinars | Convay Webinars | Savings | % Savings |
|---|---|---|---|---|
| 500 | $1,000/year | $792/year | $208 | 21% |
| 1,000 | $3,400/year | $2,724/year | $676 | 20% |
| 3,000 | $9,900/year | $7,920/year | $1,980 | 20% |
| 5,000 | $24,900/year | $19,920/year | $4,980 | 20% |
| 10,000 | $45,000/year* | $39,600/year | $5,400 | 12% |
*Zoom price estimated based on market research and competitor analysis
The 20% base savings represent just the beginning. Convay includes capabilities requiring expensive Zoom add-ons, multiplying total cost advantage.
What Convay Includes That Zoom Charges Extra For
Built-in AI Transcription provides real-time transcription in Bengali and English with automatic meeting summaries and action item extraction. Zoom equivalent AI Companion costs $3,600 annually. Convay’s Bengali language support serves Bangladesh, West Bengal, and global Bengali-speaking communities—capabilities completely absent from Zoom.
Unlimited Cloud Storage through on-premise deployment eliminates storage limits and overages. Organizations host recordings on their own infrastructure with complete data ownership and no recurring cloud fees. Zoom’s equivalent storage overages cost $960-$1,920 annually.
Advanced Security Included provides end-to-end encryption as standard, on-premise deployment options for complete data sovereignty, data residency compliance for regulated industries, and ISO 27001 plus CMMI Level 3 certification. Zoom restricts these features to Enterprise tier requiring sales negotiation and premium pricing.
Premium Support Included delivers dedicated account managers for organizations with 1,000+ licenses, 24/7 technical support access, priority response times, and complimentary training sessions. Zoom requires Enterprise tier upgrade for equivalent support.
Convay Webinars Plus & Events Pricing
Complete Convay Pricing Grid
| Attendees | Webinars | Webinars Plus | Events | Best For |
|---|---|---|---|---|
| 500 | $66/mo | $233/mo | $333/mo | Departments |
| 1,000 | $227/mo | $453/mo | $633/mo | Mid-Enterprise |
| 3,000 | $660/mo | $1,333/mo | $1,766/mo | Large Enterprise |
| 5,000 | $1,660/mo | $2,200/mo | $2,900/mo | National Events |
| 10,000 | $3,300/mo | $4,167/mo | $5,167/mo | Government-Wide |
Every Convay plan includes AI transcription in Bengali and English, unlimited on-premise storage, advanced security features, premium support, free training and onboarding, regular feature updates, and comprehensive compliance documentation.
3-Year Total Cost of Ownership Comparison
Smart procurement teams evaluate total cost of ownership rather than focusing solely on subscription prices. This analysis reveals Convay’s true value proposition.
True Cost Analysis: 5,000 Attendee Webinars
3-Year TCO Comparison (5,000 Attendees)
| Cost Category | Zoom | Convay | Savings |
|---|---|---|---|
| Year 1 Subscription | $24,900 | $19,920 | $4,980 |
| Year 2 Subscription | $24,900 | $19,920 | $4,980 |
| Year 3 Subscription | $24,900 | $19,920 | $4,980 |
| Cloud Storage (3yr) | $3,600 | $0 | $3,600 |
| AI Transcription (3yr) | $10,800 | $0 | $10,800 |
| Premium Support (3yr) | Enterprise req’d | $0 | $0 |
| Training & Setup | $2,000 | $0 | $2,000 |
| Compliance Audit Prep | $5,000 | $0 | $5,000 |
| Integration Development | $3,000 | $1,000 | $2,000 |
| TOTAL 3-YEAR TCO | $99,100 | $60,760 | $38,340 |
| Savings Percentage | — | — | 39% |
Key findings demonstrate direct subscription savings of 20% annually, hidden cost elimination providing additional 19% savings, total 3-year savings of $38,340 representing 39% reduction, and ROI breakeven in month one with immediate savings.
Enterprise Scale Example (10,000 Attendees)
3-Year TCO at Scale
| Metric | Zoom | Convay | Difference |
|---|---|---|---|
| Base Subscription (3yr) | $135,000 | $118,800 | -$16,200 |
| All Hidden Costs (3yr) | $30,000 | $0 | -$30,000 |
| Total 3-Year TCO | $165,000 | $118,800 | -$46,200 |
| Annual Average Cost | $55,000 | $39,600 | -$15,400 |
Organizations at scale realize even greater savings percentages as hidden costs compound faster than linear subscription growth.
Beyond Price: Why Convay Offers Superior Value
Cost savings alone justify platform consideration, but Convay’s architectural advantages create value impossible to quantify in pricing tables.
Data Sovereignty & Compliance
Zoom’s cloud-first architecture creates fundamental limitations. US-based cloud servers mean organizational data physically leaves national boundaries and becomes subject to foreign jurisdiction including CLOUD Act and Patriot Act provisions. Data residency options remain limited to specific regions, excluding most emerging markets. Compliance documentation proves challenging to obtain, with organizations spending weeks gathering evidence for audits.
Convay’s sovereignty-first design eliminates these risks through complete on-premise deployment options where data never leaves organizational infrastructure, constitutional-level security for government meetings protecting against foreign surveillance, full compliance with BNPDPA, GDPR, ISO 27001, and regional regulations, plus comprehensive audit trails meeting regulatory requirements without extensive documentation requests.
For government agencies and regulated industries including banking, finance, healthcare, and defense, Convay’s sovereignty model eliminates legal risks potentially costing millions in penalties or security breaches.
AI Features Comparison
AI Capabilities Side-by-Side
| Feature | Zoom | Convay |
|---|---|---|
| Real-time Transcription | Add-on ($300/mo) | Included |
| Meeting Summaries | Limited | Advanced |
| Action Item Extraction | No | Yes |
| Bengali Language Support | No | Yes |
| Multi-language Subtitles | English only | 15+ languages planned |
| Searchable Archives | Basic | Advanced AI-powered |
Convay’s AI advantages extend beyond feature checkboxes. Bengali language support serves 230+ million speakers across Bangladesh, West Bengal, and diaspora communities—a market completely ignored by Zoom. Planned expansions to Arabic, Hindi, and Urdu will serve additional billions across MENA, South Asia, and Africa.
Performance & Reliability
Zoom’s cloud-dependent architecture requires consistent bandwidth with performance degrading significantly during congestion. International latency affects global organizations with offices across continents. Peak usage times see system-wide slowdowns.
Convay’s optimized architecture supports low-bandwidth regions including 2G and 3G networks through adaptive bitrate streaming and efficient compression. Local hosting eliminates international latency with servers physically near users. Distributed architecture provides resilience against single points of failure. Proven performance across Bangladesh, MENA, and Africa validates capability in challenging network environments.
Who Should Choose Convay Over Zoom?
Understanding which organizations benefit most from Convay helps guide platform selection decisions.
Ideal Organizations for Convay
Government Agencies requiring data sovereignty for official meetings, subject to data localization laws, needing compliance documentation for audits, and hosting large-scale public events with 1,000-10,000 attendees find Convay’s sovereignty model essential rather than optional.
Regulated Industries face similar requirements. Banking and finance institutions need data residency for client meetings and transaction discussions. Healthcare organizations require HIPAA or local equivalent compliance for telemedicine and administrative meetings. Defense and security agencies cannot use foreign cloud services for classified or sensitive communications. Legal firms protecting attorney-client privilege require local hosting.
Budget-Conscious Enterprises with regular webinar schedules benefit from Convay’s cost structure. Organizations hosting monthly or more frequent events, managing 1,000+ attendees per event, seeking 20-30% cost reduction, and wanting predictable transparent pricing achieve rapid ROI.
Organizations in Emerging Markets across Bangladesh, MENA, Africa, and South Asia face infrastructure challenges where Convay excels. Low-bandwidth infrastructure requires optimization rather than raw throughput. Multi-language support including Bengali and Arabic serves local populations. Local vendor relationships provide better support and understanding of regional requirements.
Security-First Organizations concerned about foreign surveillance laws, requiring complete audit trails, needing on-premise deployment, and wanting vendors with local compliance expertise find Convay’s architecture aligns with security principles rather than compromising them.
When Zoom Might Still Make Sense
Fairness requires acknowledging scenarios favoring Zoom. Organizations operating purely cloud-based without data residency requirements, hosting fewer than 10 webinars annually, already deeply integrated with Microsoft or Zoom ecosystems, and having no security concerns about foreign data storage may find migration effort exceeds benefit.
How to Migrate from Zoom to Convay
Switching platforms creates understandable anxiety. Convay’s proven migration process minimizes disruption while maximizing value capture.
4-Step Migration Process
Step 1: Assessment (Week 1) involves auditing current Zoom usage including attendee counts, frequency, and utilized features. Calculate total Zoom costs including subscription plus all add-ons and hidden fees. Identify compliance requirements driving sovereignty needs. Determine optimal deployment model balancing on-premise and cloud hosting.
Step 2: Planning (Week 2) engages Convay’s technical team to design architecture matching organizational requirements. Develop data migration strategy preserving historical recordings and registration data. Schedule user training minimizing learning curve. Plan parallel testing period allowing gradual transition.
Step 3: Deployment (Weeks 3-4) executes infrastructure setup for on-premise deployments or rapid account provisioning for cloud model. Import contacts, historical recordings, and registration data. Configure integrations with existing CRM, calendar, and SSO systems. Conduct comprehensive staff training sessions.
Step 4: Launch & Optimize (Week 5+) runs initial events with Convay support staff present ensuring smooth operation. Gather user feedback identifying optimization opportunities. Adjust settings and workflows based on real usage patterns. Decommission Zoom subscription after validation period.
Typical migration timeline spans 4-6 weeks with zero downtime through parallel operation. Dedicated migration specialists provide hands-on support throughout the process.
Frequently Asked Questions
Q: Is Convay really 20% cheaper across all tiers?
Yes, Convay’s base subscription pricing is 20% lower than Zoom’s equivalent tiers at every capacity level from 500 to 10,000 attendees. When including features Zoom charges separately—AI transcription, unlimited storage, premium support—total savings typically reach 30-40% depending on usage patterns.
Q: What features does Convay include that Zoom charges for?
Convay includes AI transcription in Bengali and English, unlimited on-premise storage eliminating overage fees, advanced security features restricted to Zoom’s Enterprise tier, and premium support with dedicated account managers. Zoom requires paid add-ons or Enterprise tier upgrades for equivalent capabilities.
Q: Can we get custom pricing for 10,000+ attendees?
Yes, Convay offers flexible custom pricing for deployments exceeding 10,000 concurrent attendees. Pricing considers specific requirements, deployment model preferences (on-premise, cloud, or hybrid), contract length, and volume commitments. Contact our team for tailored quotes.
Q: How long does on-premise deployment take?
Typical on-premise deployment completes within 2-4 weeks including infrastructure setup, security configuration, integration testing, and comprehensive training. Cloud deployment accelerates to 2-3 days for organizations not requiring on-premise hosting. Timeline varies based on existing infrastructure and integration complexity.
Q: Do you offer a free trial or pilot program?
Convay offers 30-day pilot programs for qualified organizations. Pilots allow testing the platform with real events, actual attendees, and production workflows before committing to annual contracts. Pilot participants receive full technical support ensuring accurate evaluation.
Q: What if we’re locked into a Zoom contract?
Convay’s cost savings often justify early termination fees when calculated over remaining contract life. Our team helps calculate precise breakeven points and provides contract negotiation support. Many organizations discover that 6-9 months of Convay savings offset early termination costs.
Q: Does Convay support integrations like Zoom?
Yes, Convay integrates with major CRM platforms including Salesforce and HubSpot, calendar systems like Google Workspace and Microsoft 365, collaboration tools, and authentication systems. Our comprehensive API enables custom integrations for proprietary systems. Integration documentation and support assist implementation teams.
Q: What about user training and change management?
Convay’s interface proves intuitive for Zoom users with similar controls and workflows minimizing learning curve. We provide comprehensive training including live sessions, video tutorials, documentation libraries, and ongoing support—all at no additional cost. Most organizations achieve user proficiency within 1-2 weeks.
Ready to Save 20% While Gaining Data Sovereignty?
Zoom’s webinar pricing has evolved into a complex structure with base subscription costs ranging from $1,000 to $24,900+ annually, plus hidden fees for AI transcription, storage overages, and premium support adding 30-40% to total cost. Organizations hosting large-scale events face significant budget pressure alongside compliance challenges from foreign cloud hosting.
Convay delivers 20% lower subscription costs while including features requiring expensive Zoom add-ons. For typical 5,000-attendee deployments, savings reach $38,340 over three years—representing 39% total cost reduction. Beyond financial advantages, Convay’s on-premise deployment provides complete data sovereignty eliminating legal risks for government agencies and regulated industries.
The choice extends beyond price comparison to fundamental architectural philosophy. Cloud-first platforms like Zoom optimize for convenience at the cost of sovereignty. Sovereignty-first platforms like Convay optimize for security, compliance, and cost without sacrificing essential features.
Take Your Next Step
Calculate Your Exact Savings: Use our interactive TCO calculator comparing your specific Zoom costs against Convay’s transparent pricing including all features and support.
Download Complete Pricing Guide: Get the comprehensive PDF comparison formatted for procurement teams and finance committees with detailed feature matrices and compliance documentation.
Schedule Platform Demo: See Convay in action with your specific use cases including large-scale webinars, interactive features, and AI-powered productivity tools.
Start Risk-Free Pilot: Test Convay for 30 days with real events before committing to annual contracts, ensuring platform performance meets requirements.
For organizations ready to reduce costs while gaining control over their data, Convay represents the clear choice for 2025 and beyond.
