On-Premise Video Conferencing: A Zoom Alternative for Confidential Meetings
For ordinary meetings, a public service is enough. For meetings with confidential content or data rules, running it yourself can make more sense.
On-premise video conferencing means the server that processes calls sits in your own environment, not at an outside provider. Meeting data, recordings and notes do not leave your network unless you allow it.
When does on-premise make sense?
- Meetings cover strategy, tenders, legal matters, or regulated data.
- The agency requires data to stay in-country or on its own infrastructure.
- The office holds frequent internal meetings between buildings with a good network, so traffic need not go over the internet.
- You need integration with internal systems such as central login and scheduling.
What software is available?
Several open-source platforms can be self-hosted, such as Jitsi Meet and BigBlueButton, along with commercial products offering self-hosted installation. Jitsi suits quick, flexible meetings; BigBlueButton is more class and webinar oriented with a whiteboard and note-taking. Test with your own meeting scenarios before choosing.
Network and server needs
- Bandwidth: HD video meetings typically need about one to a few Mbps per participant, and more for screen sharing. Calculate from concurrent participants.
- Server: CPU needs rise with participants and features such as recording. Start from an estimated load, then test.
- Access from outside the office: participants at home or in the field need a public address, an HTTPS certificate and a relay (TURN) server to connect from behind firewalls.
- Recording storage: set a policy on who may record and how long it is kept.
Meeting room equipment
Meeting quality depends heavily on in-room equipment: a camera that covers all participants, microphones or a speakerphone that capture voices clearly, and a screen big enough. Large rooms often fail because of audio, not software.
What do you accept compared with a public service?
- You maintain, update and secure the server.
- Features and convenience may be simpler than big services, for example calendar integration or virtual backgrounds.
- Capacity is limited by your server; very large meetings need planning.
- In return: data control, no per-user subscription, and freedom to customise.
A mixed approach
Many organisations use both: a public service for meetings with outsiders, on-premise for confidential internal ones. What matters is a clear rule on which meetings use which. A similar trade-off for AI is in ChatGPT for business.
Sentra helps install and maintain on-premise meeting systems. See the meeting product, IT procurement and government solutions.
Frequently asked questions
Is on-premise video conferencing cheaper?
Not always. You save per-user subscriptions but carry the server, maintenance and IT staff time. Calculate total cost of ownership over several years.
How many participants can it hold?
It depends on the server, bandwidth and software. Load-test before large meetings instead of relying on brochure figures.
Can people outside the office join?
Yes, if the server is securely reachable from the internet and a relay server exists. Without it, participants behind strict firewalls often cannot connect.
Are meeting recordings safe?
Safe if storage, access and retention are managed. Recordings still hold sensitive data, so limit who can download them.
Tell us about the process. We'll help map out the most proportionate approach.
