20 Best Virtual Conference Software Of 2025 For Digital Events
10 Best Virtual Conference Software List
Here's my pick of the 10 best software from the 20 tools reviewed.
In today's fast-paced world, HR professionals like you face the challenge of keeping teams connected, no matter where they are. Virtual conference software can be a lifesaver, helping your team stay engaged and productive.
I've spent time testing and reviewing various software solutions, focusing on what truly matters to HR teams. You want reliable, easy-to-use tools that fit your specific needs, and I'm here to guide you.
In this article, I'll share my top picks for virtual conference software. I'll cover the features, benefits, and potential drawbacks, so you can make an informed decision. Let's find the right solution to support your team and enhance collaboration.
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Best Virtual Conference Software Summary
This comparison chart summarizes pricing details for my top virtual conference software selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for seamless, interactive digital events with robust features and scalability | 30-day free trial + free demo available | $20/user/month (billed annually) | Website | |
| 2 | Highlight brands, products, or services with virtual booths | Free demo available | Pricing upon request | Website | |
| 3 | Test your tech and prep your guests backstage | Free forever solution for up to 50 meeting participants | From $50/month | Website | |
| 4 | Monitor the performance of your webinars with powerful analytics | 7-day free trial + free demo available | From $59/organizer/month (billed annually) | Website | |
| 5 | Attract prospects with live streams | 14-day free trial + free demo available | From $1/host/month (billed annually) | Website | |
| 6 | Create interactive conferences with helpful widgets | Request a free demo | Pricing upon request | Website | |
| 7 | Encourage participants to network with AI-driven matching | Free demo available. | Pricing upon request. | Website | |
| 8 | Increase attendee engagement with gamification | Free demo available | From $12/user/month (billed annually) | Website | |
| 9 | Deliver immersive experiences with customization and gamification | Free demo available. | Pricing upon request | Website | |
| 10 | Promote and sell products with great marketing features | Free trial + free demo available | Pricing upon request | Website |
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Kudoboard
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
Rippling
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
Paylocity
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.5
Best Virtual Conference Software
Here’s a brief description of each virtual conference software solution to showcase each tool’s best use case, plus some noteworthy features, and screenshots to give you a snapshot of the user interface.
Best for seamless, interactive digital events with robust features and scalability
RingCentral Webinar is a virtual conference software that's designed to make digital events a whole lot easier. It's a part of the RingCentral suite, which is known for its communication and collaboration tools.
I chose RingCentral Webinar because of its robust features and user-friendly interface. It's not just about hosting a webinar or a virtual conference, it's about creating an engaging and interactive experience for the attendees. And that's exactly what RingCentral Webinar helps you do.
One of the standout features of RingCentral Webinar is its scalability. You can host webinars for up to 10,000 attendees and 500 presenters, which is pretty impressive. It also offers HD video and audio, screen sharing, and interactive polling, which can really enhance the overall experience of your digital events. Plus, it has a 'raise hand' feature that allows attendees to interact and ask questions during the webinar. I also like the fact that it offers detailed analytics post-webinar, which can be helpful in understanding attendee behavior and improving future events.
Integrations include Marketo, and they have their own API.
Pricing starts at $20/user/month and they offer a 30-day free trial.
Hubilo is a video conferencing tool that helps businesses create events that are simple to navigate and encourage interaction through personalization and gamification. The platform’s dashboard has a straightforward layout, making it easy to set up and manage each event.
One of the things I liked about this software is how easy it is to create custom booths for your sponsors and vendors. You can change the look and feel of each virtual booth, highlighting brands, products, or services.
Hubilo integrates with multiple apps, including Captello, HubSpot, KUDO, Mailchimp, Marketo, Salesforce, and Slido.
Hubilo offers custom pricing upon request. You can also request a free demo.
Floor is a virtual meeting software that enables businesses to host digital events. The platform helps you create interactive events with sessions, keynotes, breakout rooms, networking, and chat. With Floor, you can customize most of your event’s aspects. You can create branded reception areas and expos, and incorporate sponsored material into your presentation.
One of the things I liked about this software is its Backstage feature. This feature enables you to have a backstage, just as you would in a real-life event. Event planners can use this area to test speakers’ microphones and slides, or to prep guests.
Floor costs from $50/month. The platform offers a free-forever solution for up to 50 meeting participants.
Monitor the performance of your webinars with powerful analytics
GoTo Webinar is a virtual event platform that helps you organize and run webinars. The software has an intuitive layout, allowing you to set up online events easily, plus tools for your attendees to manage their own connections with ease too.
The highlight of this solution is its analytics feature. This feature enables you to track the number of attendees and review the attendance rate of each user. You can also check out how many of your participants had GoTo Webinar open as their main app and how many ran it in the background during your presentation, so you can tell if and when you lost their attention.
GoTo Webinar integrates with various solutions, including Google Calendar, Hubspot, Microsoft Office 365, Salesforce, Unbounce and Zendesk.
GoTo Webinar costs from $49/organizer/month. The platform offers a free 7-day trial.
Zoho Meeting is a virtual conference platform that helps businesses demonstrate their products or services to potential clients online. The software is cloud-based, so you and your meeting attendees don’t need to download anything to join the conference or webinar. For mobile users who use it frequently, the solution offers iOS and Android apps.
This solution stands out from its competition thanks to its live streaming capabilities. The platform makes it easy to live stream your web events to large groups of people, allowing you to run webinars without difficulty.
Zoho Meeting integrates with multiple solutions, including Zoho CRM, Gmail, Microsoft Outlook, Microsoft Teams, and Slack.
Zoho Meeting costs from $3/host/month. The platform offers a free-forever version for up to 100 meeting participants.
ON24 is a virtual conference platform that helps you create dynamic presentations with networking and gamification features. The platform offers good event customization options, allowing you to make the entire virtual environment match your brand.
This solution made the list thanks to its interactive webinars. The webinar window uses widgets to create separate spaces for your Q&As, resource list, panelist introductions, social media feeds, and presentation. This helps your audience use the online event to learn more about your company and the subject at hand.
ON24 integrates with multiple solutions through Zapier.
ON24 offers custom pricing upon demand. You can also request a free demo.
Zuddl is a virtual event platform that helps you create memorable online or hybrid conferences for more than 100,000 attendants. The solution is customizable, allowing you to personalize your venue, networking lounges, and consumer-facing materials like landing pages and emails.
This software shines thanks to its smart networking features. The platform’s AI matches event participants based on their interests, allowing them to connect with like-minded people. You can also set up networking games and treasure hunts.
Zuddl integrates with many apps, including Drift, Mailchimp, Pipedrive, Stripe, Typeform, Vimeo, and YouTube.
Zuddl offers custom pricing upon request. You can also book a free personalized demo.
Webex Events is an event management software that helps businesses host in-person, hybrid and online conferences with custom virtual venues. The software has a clean build and is easy to set up.
One of the things that make this software stand out is its attendee interaction features. The platform promotes attendee engagement through gamification. As a host, you can create challenges to inspire participants to take action and reward those that do with points and prizes.
Webex Events (formerly called Socio) integrates with dozens of solutions, including Hubspot, Microsoft Teams, Notion, Salesforce, Slack, and Slido.
Webex Events offers custom pricing upon request, as well as a free demo. You can also access a free-forever version with limited functionalities.
Vfairs is a virtual event platform that enables you to create immersive experiences through customization. The software helps you keep your attendees engaged with 3D environments that mirror real-life venues and interactive activities.
As a virtual platform, Vfairs stands out thanks to its robust engagement tools. You can gamify your online events with scavenger hunts, trivia, and leaderboards. You can also drive conversations with Q&As and polls, and you can help your audience immortalize their attendance through virtual photo booths.
Vfairs integrates with dozens of solutions, including HubSpot, Microsoft Teams, PayPal, Slido, Stripe, and Wordly.
Vfairs offers custom pricing upon request. You can also register for a personalized demo.
BigMarker is a virtual event platform that helps brands create engaging live event experiences. The software has a modular build and you can mix and match its modules to create the perfect solution for your company’s needs.
One of the great things about this event platform is that it enables you to customize every aspect of your virtual meeting, from the registration landing pages to the featured ad banners and networking roundtables. You can also create virtual exhibition halls for your sponsors, customize each exhibitor booth, and plan your breakout session.
BigMarker integrates with multiple apps, including Drip, Heap, HubSpot, Keap, Mailchimp, and Salesforce.
BigMarker offers custom pricing upon request. You can contact the platform’s sales department for a free trial or a free demo.
Other Virtual Conference Software
Here are a few more options that didn’t make the best virtual conference software list:
- Inpixon
Create interactive hybrid events with contests for all participants
- Expo Pass
Make your content accessible after your conference has ended
- TalkRoute
For hosting 100-participant meetings
- Gather
Video conferencing software that enables you to keep your audience engaged with powerful gamification options.
- Airmeet
Bring up to 10 speakers on stage at once
- 500Conference
Virtual meeting solution that enables you to connect to an unlimited number of people and drive engagement with interactive chat box features.
- Sched
Virtual meeting software that allows you to organize events of up to 100,000 attendees with hundreds of sessions.
- Samaaro
Virtual conference platform that helps you create interactive experiences through polls and quizzes.
- Vmeets
Web conferencing tool that enables you to send automated event invites via email, SMS, or WhatsApp.
- Event Owl
Event platform that helps you manage large-scale conferences and capture data in real time.
Virtual Conference Software Selection Criteria
When selecting the best virtual conference software to include in this list, I considered common buyer needs and pain points like ease of use and integration capabilities. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Host virtual meetings
- Enable screen sharing
- Offer chat functionality
- Record sessions
- Provide breakout rooms
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Virtual backgrounds
- Live polling
- AI-powered transcription
- Multi-language support
- Custom branding options
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- Intuitive interface
- Easy navigation
- Minimal learning curve
- Quick setup process
- Responsive design
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos
- Interactive product tours
- Access to templates
- Webinars for new users
- Chatbot assistance
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 support availability
- Multiple contact channels
- Response time
- Knowledge base resources
- Personalized assistance
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Competitive pricing
- Feature set vs cost
- Free trial availability
- Discounts for annual plans
- Scalability of pricing plans
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Overall satisfaction ratings
- Commonly cited pros and cons
- Feedback on customer service
- Ease of use comments
- Value for money assessment
How to Choose Virtual Conference Software
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
|---|---|
| Scalability | Can the software grow with your organization? Consider user limits and whether it supports large meetings or events as your needs expand. |
| Integrations | Check if it works with your existing tools, like calendar apps and CRM systems. This can save time and reduce manual data entry. |
| Customizability | Does it allow you to tailor the interface or features to fit your team's workflow? Look for customizable dashboards or branding options. |
| Ease of use | Is the interface intuitive for all users? Avoid tools that require extensive training or have a steep learning curve. |
| Implementation and onboarding | How quickly can your team get up to speed? Look for tools with clear training resources, such as videos and guides, to ease the transition. |
| Cost | Compare pricing tiers against your budget. Watch out for hidden fees, and check if there's a free trial to test before committing. |
| Security safeguards | Ensure the software meets your security standards. Look for features like end-to-end encryption and compliance with data protection regulations. |
What Is Virtual Conference Software?
Virtual conference software is a tool that enables online meetings, webinars, and events through video and audio communication. It's commonly used by professionals in HR, education, and corporate sectors to connect teams and audiences across different locations. Screen sharing, chat functionality, and breakout rooms help with collaboration and engagement. Overall, these tools make it easier for teams to communicate and work together effectively, no matter where they are.
Features
When selecting virtual conference software, keep an eye out for the following key features:
- Video conferencing: Enables face-to-face communication for meetings and presentations.
- Screen sharing: Allows participants to share their screens for collaborative discussions and demonstrations.
- Chat functionality: Provides a way for attendees to communicate via text during meetings.
- Breakout rooms: Offers smaller group discussions within a larger meeting to facilitate focused conversations.
- Recording capabilities: Lets users record sessions for future reference or distribution to those who couldn't attend.
- Custom branding: Allows organizations to personalize the interface with their own logos and colors.
- Integration support: Connects with other tools like calendar apps and CRM systems for a seamless workflow.
- Security features: Ensures data protection through encryption and compliance with regulations.
- Polling and Q&A: Engages participants with interactive elements to gather feedback and answer questions.
- Virtual backgrounds: Provides the option to change or blur the background for privacy or branding.
Benefits
Implementing virtual conference software provides several benefits for your team and your business. Here are a few you can look forward to:
- Increased accessibility: Virtual meetings allow participants to join from anywhere, reducing travel costs and time.
- Enhanced collaboration: Features like screen sharing and chat enable teams to work together more efficiently.
- Flexibility in scheduling: With integration support, it's easy to coordinate meetings across different time zones and calendars.
- Improved engagement: Interactive tools like polling and Q&A keep participants involved and active during sessions.
- Scalability for events: Whether it's a small team meeting or a large webinar, the software can accommodate various group sizes.
- Cost-effective solutions: By reducing the need for physical meeting spaces, businesses can save on overhead costs.
- Data security: Built-in security features protect sensitive information during virtual meetings and events.
Costs & Pricing
Selecting virtual conference software requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in virtual conference software solutions:
Plan Comparison Table for Virtual Conference Software
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free Plan | $0 | Basic video conferencing, limited meeting duration, and essential chat features. |
| Personal Plan | $5-$25/user/month | Longer meeting duration, screen sharing, and basic integrations. |
| Business Plan | $25-$50/user/month | Advanced integrations, recording capabilities, and customizable branding. |
| Enterprise Plan | $50+/user/month | Full feature set, advanced security options, and dedicated support. |
FAQs
How do I ensure my virtual conference is secure?
Yes, most virtual conference software offers security features like encryption and password protection. Choose tools that comply with data protection regulations and offer multi-factor authentication. Regularly update your software to patch any vulnerabilities, and educate your team on secure usage practices to prevent unauthorized access.
What internet speed do I need for a smooth virtual conference?
You’ll need a stable internet connection with at least 1.5 Mbps for standard video calls. For HD video, aim for 3-5 Mbps. Test your connection before important meetings, and consider using a wired connection or upgrading your internet plan if you experience frequent lag or disconnections.
Can I use virtual conference software on mobile devices?
Yes, many virtual conference tools offer mobile apps or mobile-optimized websites. This allows participants to join meetings on the go, making it convenient for remote work or travel. Check if the software supports both iOS and Android devices to ensure compatibility for all team members.
Can I record virtual meetings for later viewing?
Yes, most virtual conference software allows you to record meetings. This feature is useful for sharing sessions with those who couldn’t attend or for reviewing important discussions. Ensure you have enough storage space and check the software’s retention policies for recorded content.
What’s Next:
If you're in the process of researching virtual conference software, connect with a SoftwareSelect advisor for free recommendations.
You fill out a form and have a quick chat where they get into the specifics of your needs. Then you'll get a shortlist of software to review. They'll even support you through the entire buying process, including price negotiations.