Virtual conference platforms are no longer just tools for client calls or remote meetings—they’ve become essential to modern Learning and Development (L&D) strategies. The right software can help teams collaborate seamlessly, deliver interactive training experiences, and even host virtual performance reviews or onboarding sessions.

But with so many platforms available, how do you know which one is best for your organization’s specific L&D needs?

These 7 tips will help you evaluate your options strategically so you can select a virtual conference platform that supports your training priorities and drives real results.

1. Pinpoint Your L&D Needs and Gaps

Start by identifying what you want to achieve with your virtual training. Are you aiming to improve product knowledge? Boost collaboration between departments? Support remote onboarding?

A Training Needs Analysis can reveal key gaps. Review your LMS analytics, gather employee feedback, and assess current team performance. Look for patterns—perhaps a large portion of your sales team struggles with understanding product features. In that case, a platform that supports regular virtual meetings or knowledge-sharing sessions may be essential.

Knowing exactly what you need will guide every decision that follows.

2. Match Platform Features to Training Priorities

Once you’ve identified your L&D goals, look for virtual conference software with features that directly address them.

For example:

• Need better knowledge retention? Look for recording capabilities, slide sharing, and replay options.
• Struggling with team engagement? Choose a platform with chat, polling, and interactive breakout rooms.
• Want to promote collaboration? Prioritize tools with screen sharing, file uploads, and real-time editing.

Make a checklist of must-have features based on your needs. This helps you avoid getting swayed by flashy extras that don’t actually serve your goals.

3. Assess Your Existing Training Content and Resources

Before adopting new software, take inventory of your current training materials. What content do you already have—and how can it be adapted for virtual use?

If most of your training is still tied to printed guides or static eLearning modules, consider a platform that allows for:

• Live demonstrations
• Embedded video support
• Content sharing and downloads
• Screen walkthroughs

For instance, if you already have task simulations or training videos, a platform that supports video streaming and Q&A sessions can breathe new life into those assets.

4. Include Stakeholders in the Selection Process

Choosing the right platform shouldn’t happen in a vacuum. Involve key stakeholders from different departments—HR, marketing, sales, IT, and of course, your L&D team.

Each group will have unique use cases. HR might need it for virtual interviews or compliance sessions. Marketing may use it for customer training. By gathering input from across the organization, you’ll ensure the tool serves multiple functions—and secures cross-departmental buy-in.

Invite stakeholders to demo the software or review features. Their feedback will help ensure the platform is usable, practical, and aligned with company-wide objectives.

5. Define a Realistic Budget

Your L&D budget is important—but keep in mind that virtual conferencing software often benefits more than just the training team.

Because of its cross-functional use, you may be able to pool resources. HR, marketing, IT, and even customer service may contribute to the investment. This allows you to afford a more robust platform without exceeding L&D’s financial limits.

Also consider the long-term ROI: better training experiences mean higher productivity, faster onboarding, and better knowledge retention. Don’t just look at cost—look at value.

6. Understand User Preferences and Expectations

Your learners’ experience matters just as much as the features of the software. So ask:

• Do employees prefer using mobile devices?
• Would trainers like to customize the layout or mute attendees during sessions?
• Do external users (like customers or partners) need access to meetings?

Surveys or focus groups can help you identify user preferences. Choose a platform that’s intuitive, flexible, and designed for ease of use across devices and audiences.

Prioritize software that supports a strong user experience (UX)—the easier it is to use, the more likely it is to be embraced company-wide.

7. Test the Software with Free Trials or Demos

Never make a final decision without test-driving the platform. Most vendors offer:

• Live demos
• Recorded walkthroughs
• Free trials

During the evaluation phase, create a scorecard to track:

• Ease of use
• Feature relevance
• Customization options
• Integration with existing tools
• Support and training resources

After testing, gather feedback from everyone involved and narrow your list to the top contenders. If two tools are close, look at long-term support options, user training, and update frequency to break the tie.

Conclusion: A Smart Investment Starts with the Right Fit

The best virtual conference software for your L&D strategy is one that meets your goals, fits your budget, and works well for everyone using it—from internal staff to external stakeholders.

Make sure the vendor provides clear support options, such as live chat, knowledge bases, onboarding help, or dedicated account reps. Also, include detailed requirements in your RFP to ensure potential vendors can meet your expectations from the start.

Use online directories and comparison tools to research vendors, read reviews, and check training support before making your final decision. With the right platform, your L&D efforts can become more collaborative, interactive, and scalable than ever before.