On-premise vs Cloud Conferencing - Which Is Better?

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On-premise vs Cloud Conferencing - Which Is Better?

Choosing the right conferencing solution for your business needs can be daunting! With so many solutions available today, knowing which is best is hard. On-premise and cloud technology have both grown in popularity over the years, and most people are now familiar with these terms. But when it comes time to decide whether an on-premise or cloud-based solution is better suited for your team or organization, things get tricky! In this blog post, we will compare the differences between on-premise vs. cloud conferencing platforms and provide insights into which option may benefit specific business needs.

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What Is On-premise Conferencing And What Is Cloud Conferencing?

On-premise conferencing refers to a video and audio communication system installed and maintained on the user’s physical premise or infrastructure. The company managing the conferencing system hosts all hardware, software, and services in-house. On-premise conferencing solutions typically offer high control, flexibility, scalability, and security as they are managed internally.

Cloud conferencing is the opposite of on-premise conferencing. It is an online platform that allows users to access audio and video communication services remotely through the internet. It usually involves subscribing to a cloud-based service provider who hosts and manages the platform. Cloud conferencing allows users to access features traditionally requiring on-site hardware, such as high-quality video streams, large meeting capacity, and audio encryption.

The Benefits And Disadvantages Of On-premise Conferencing

The video conferencing services offered by both on-premise and cloud solutions are similar. Both provide capabilities such as screen sharing, whiteboarding, and file uploading. But for now, let's focus on the benefits and disadvantages of on-premise solutions.


1. Cost Savings

On-premise solutions generally cost less upfront than cloud solutions, requiring hardware and infrastructure to be purchased only once. The maintenance and repair costs associated with the equipment are also lower than cloud alternatives, as they can be done in-house. As cloud-based video conferencing requires payment on an ongoing basis, depending upon the usage of services, on-premise video conferencing can be a more budget-friendly choice. In dedicated account management, usage and services can be monitored for better cost-effectiveness.

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2. Privacy

Many organizations are concerned about the privacy of their data, and on-premise solutions provide more control over who accesses the data. This is especially important for businesses that handle sensitive information or comply with certain regulations. With on-premise conferencing, organizations can be confident that their data is secure and not accessible by any outside entity. As cloud video conferencing solutions use third-party hosting, there is less control over the security and privacy of data.

3. Reliability

On-premise solutions are often more reliable than cloud solutions because they do not rely on an internet connection or external resources. This means that the services can be counted on to run without interruption, even during peak times or when the internet is unreliable. Additionally, organizations are in control of their infrastructure, which means that any issues with the system can be resolved quickly and without relying on external support. As video conferencing solution needs to be highly reliable, on-premise solutions can be a good choice.


1. Initial Investment

On-premise solutions require a larger initial investment than cloud solutions, as organizations must purchase the necessary hardware and infrastructure for the system. Additionally, these solutions may require additional resources to maintain the system over time, such as hiring a dedicated IT team or external consultants. Many virtual events have a limited budget, and cloud solutions can be attractive due to the lower upfront costs.

2. Scalability

On-premise solutions can be difficult to scale, as the hardware and infrastructure available limit the system's capacity. If an organization needs to expand its video conferencing needs, it may have to invest in additional infrastructure and hardware. With cloud solutions, organizations can easily adjust usage without additional cost.

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3. Security

Although on-premise solutions provide more control over who accesses the data, it is important to note that these solutions may be less secure than cloud-based solutions. On-premise systems can still be vulnerable to security threats, such as hacking or malware, and may not have the same level of protection as cloud solutions. Organizations must take additional steps to ensure their data is secure and protected from outside threats. In android and ios devices, cloud solutions provide better security than on-premise solutions.

The Benefits And Disadvantages Of Cloud Conferencing

Now that we have discussed the benefits and disadvantages of on-premise conferencing let's turn our attention to cloud solutions.


1. Cost-Efficiency: Cloud solutions are typically more cost-efficient than on-premise systems, requiring fewer hardware investments and resources. Furthermore, cloud solutions usually come pre-packaged with various tools and features, saving you money on additional costs.

2. Scalability: Cloud solutions are highly scalable and can easily be adjusted based on the needs of your business. This makes adding or removing features as needed without investing in new hardware or software easily. Conferencing software in the cloud can also support more users, making it ideal for businesses that regularly host virtual events or meetings.

3. Mobility: Cloud solutions are available on multiple devices and platforms, making it easy for users to join meetings no matter where they are. As HD video conferencing needs to be flexible and mobile, cloud solutions are often the better option.

4. Security: Cloud solutions offer high levels of security, ensuring that sensitive data is kept safe. As video quality is important, security should also be a priority when choosing a video conference solution for your organization.


1. Dependency on Internet connectivity: Cloud solutions require a dependable internet connection to function properly.

2. Vendor Lock-in: Cloud solutions typically have a single point of contact for technical and customer support, meaning you may lose some features and functionality if you switch vendors.

3. Fragmentation: Different cloud solutions are often incompatible, making it difficult to switch between different vendors.

How To Decide Which Type Of Conferencing Is Right For Your Business

Now that we have discussed the benefits and disadvantages of both on-premise and cloud solutions, it’s time to decide which conferencing is right for your business. Let us review a few key elements to consider when making this decision.


On-premise solutions require upfront costs for hardware and software setup, while cloud conferencing is paid on a monthly or annual subscription basis. The cost of on-premise solutions can quickly increase as hardware and software updates are required. Cloud conferencing is more affordable in the long run since businesses are only charged for their services. Prices continue to drop as cloud-based video conferencing becomes more popular and competitive. Like screen-sharing services, costs can also be managed by opting for services that charge per user or by the minute.


Cloud conferencing is highly scalable and offers you the flexibility to adjust your services according to the changing needs of your business. With on-premise solutions, businesses are stuck with a static setup and must purchase additional hardware or software upgrades if more features are needed. When conferencing services are hosted in the cloud, businesses can quickly add or remove users and access additional features as needed.


Security is paramount as online meetings have become increasingly important in today’s business world. On-premise solutions rely on the same internal network that houses your entire IT infrastructure, meaning that any security breach could affect the whole system. On the other hand, cloud conferencing is hosted on secure servers off-site and can provide an extra layer of protection from malicious attacks. Suppose a cyber-attack targets the system. In that case, cloud conferencing services can be easily suspended until the problem is fixed and no data is lost because of their high redundancy capabilities.

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Cloud conferencing is also more reliable than on-premise solutions as it is hosted in the cloud and not reliant on specific hardware or software. In the event of a power outage, cloud services remain unaffected, allowing businesses to continue video conferencing without disruptions. However, with an on-premise solution, a power outage could lead to interrupted conversations and data loss.

Why Use Eric.ai For Both Options

Eric.ai is an AI for meetings that can revolutionize how you conduct them; from start to finish! It's the only intelligent meeting assistant available, and it seamlessly integrates into the Microsoft Teams meeting app - ensuring optimal efficiency in every conversation session.

Comprehensive Meeting Recording: Tap into the potential of your meetings by leveraging intelligent recording. Streamlining the entire process from start to finish, our meeting recordings make it simple for you to organize and share each session's content easily - plus, automated minutes are provided so teams can stay on top of their schedules.

Integrate With Your Favorite Software: Streamline your virtual and hybrid meetings to maximize productivity by connecting them to the Microsoft Teams meeting app and other popular applications, saving you time on tedious administrative tasks.

With that being said, which is the better option for your needs? On-premise or cloud conferencing? The answer lies in understanding your unique requirements. Eric.ai offers the features and tools to help you make the best decision for your team. So whether you’re looking for a more secure, private connection or need an easy-to-use solution available anywhere, Eric.ai can help you make the right choice. 

Try it today and experience how AI can elevate your meetings!

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