What should you look for in webinar software or a video platform?
With webinar software and video platforms you often pay per number of attendees, viewers or videos. So first work out how big your largest webinar will be and how many videos you want to host, then look at where your viewers' data ends up.
Price per attendee or per video
Webinar tools usually charge per maximum number of attendees per session, video platforms per number of videos, viewing minutes or storage. A plan that looks cheap becomes expensive as soon as you run one large webinar per quarter.
Ask the vendor
How many attendees can join one webinar live, and what does it cost if I go over that once?
Sort by lowest price7 of 7 tools have a public price
Trial-running a webinar first
A webinar stands or falls on how it works for the viewer: joining without an app, video that does not stutter and a chat that keeps up. During the free trial, run a test webinar with a few colleagues on different devices.
Ask the vendor
Can I run a real webinar with external attendees during the free trial, and will there be a watermark or your logo on screen?
Show tools with a free trial4 of 7 tools meet this
Attendee and viewer data
For a webinar people leave their name and email address, and a video platform measures who watches what. If that data is stored in the US, check whether the vendor falls under the Data Privacy Framework.
Ask the vendor
In which country are my attendees' registrations, chat messages and viewing statistics stored?
Show tools with data in the EU3 of 7 tools meet thisMore about data in the EU
Data processing agreement for registrations
If the vendor processes sign-ups, emails to attendees or viewing behaviour for you, it is your processor and you need a data processing agreement, with a list of sub-processors.
Ask the vendor
Does your data processing agreement also cover registration data and viewing statistics, and which sub-processors see them?
Show tools with data in the EU and a data processing agreement1 of 7 tool meets thisMore about the data processing agreement
Registration page and emails in Dutch
Your attendees see the sign-up page, the confirmation and the reminder emails. If these are in English by default, part of your Dutch audience drops out or does not show up.
Ask the vendor
Can I set the registration page, the confirmation email and the reminders entirely in Dutch?
Show tools with an app in Dutch2 of 7 tools meet this
Recording and video on your own site
A webinar only really pays off if you show the recording afterwards, as a replay or on your site. Check whether you can embed the recording without ads or other people's recommended videos, in your own branding.
Ask the vendor
Can I embed a recording or video on my own site without your logo and without other people's recommended videos?
We do not have a filter for this yet. Ask the vendor.
Integration with your CRM or email tool
Anyone who signs up for a webinar is often a lead. If that sign-up goes to your CRM or email tool automatically, you can follow up straight away without exports.
Ask the vendor
Which CRM or email tool do you integrate with directly, and do sign-ups and attendance go there automatically?
Sort by most integrations4 of 7 tools list integrations
A Dutch vendor
With a Dutch vendor, Dutch law applies and you can get help in Dutch if a live webinar goes wrong. The latter matters most at the moment a hundred people are waiting.
Ask the vendor
Is someone reachable during a live webinar, in Dutch, if something goes wrong?
Show tools with a Dutch company4 of 7 tools meet this
Frequently asked questions about choosing webinar and video platforms
What should you look for in webinar software or a video platform?
Look mainly at price per attendee or per video, trial-running a webinar first, attendee and viewer data, data processing agreement for registrations, registration page and emails in Dutch, recording and video on your own site, integration with your CRM or email tool and a Dutch vendor. For each point we explain why it matters and which question to ask the vendor.
Which questions should you ask a vendor of webinar and video platforms?
How many attendees can join one webinar live, and what does it cost if I go over that once? Can I run a real webinar with external attendees during the free trial, and will there be a watermark or your logo on screen? In which country are my attendees' registrations, chat messages and viewing statistics stored? Does your data processing agreement also cover registration data and viewing statistics, and which sub-processors see them?
How many webinar and video platforms in the guide can you use or try for free?
Of the 7 webinar and video platforms in our guide, 2 have a free plan and 4 can be tried for free, according to the vendor's site.
Sources
- Autoriteit Persoonsgegevens: Transferring personal data to the US (in Dutch)
- Autoriteit Persoonsgegevens: Data processing agreement (in Dutch)
Texts and sources checked on . The counts follow from the facts in the guide. Rules can change; the source prevails. This is an explanation, not legal or tax advice.
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