Some things we know and never question. Birds fly. Fish swim. Dogs bark. You get the idea.
Somewhere along the way, the world came to believe that when it comes to video conferencing, organizations have only two options – cloud or self-hosted (on-premises).
This “one way or the other” concept may have been true 15 years ago when self-hosted video conferencing platforms were expensive to buy, complex to install and configure, and often required dedicated staff to manage.
But that is not the case today.
Today’s self-hosted video conferencing solutions can be deployed and used in a variety of ways to address the specific needs of small, medium, and large organizations.
Self-hosted video conferencing platforms, such as the Cisco CMS / VQ Conference Manager solution, can be deployed to support various use cases, including those listed in the table below.
You can jump to the section most applicable to your organization.
| Self-hosted use case | Description |
| Primary (Daily Use) | The main self-hosted platform used for everyday internal communication and collaboration across the entire organization. |
| Special Situation / VIP | A dedicated platform reserved for high-profile or sensitive meetings involving executives, board members, VIPs, or important clients. |
| Backup | A standby platform for use when the primary cloud service or main conferencing platform is unavailable or down. |
| Compliance / Regulatory | A platform configured to meet strict regulatory requirements, used for meetings involving sensitive or protected data. |
| Department, Project, or Location | A platform dedicated to specific departments, confidential projects, or specific locations needing strong security and access control. |
| External User Platform | A separate platform used for meetings and interactions with customers, partners, or other external stakeholders. |
| Business Continuity | A secure, isolated platform reserved for critical communications during large-scale emergencies or disruptive events. |
This blog explores each of the use cases listed above, outlines the primary requirements for each deployment, and illustrates how organizations can put them into practice with real-world examples.
Use Case 1 – Primary (Daily Use) Platform
Many organizations deploy a self-hosted video conferencing platform as their primary system for daily communication and collaboration.
In this scenario, the self-hosted (on-premises) video conferencing platform is embedded in the organization’s everyday operations. The platform supports a wide range of activities, from routine team meetings and project updates to company-wide announcements.
Key Requirements
The primary requirements for this use case include:
- Data security and privacy
- User-friendly interface
- High availability and reliability
- Support for both scheduled and ad-hoc meetings
- Scalability for small group sessions and large events
- Integration with calendars, directories, and other core IT systems
These features ensure a seamless, productive and secure experience for all users.
Use Case Example
A secure government agency deploys a self-hosted video conferencing solution as its primary platform for internal communication.
Staff members use the system for daily briefings, interdepartmental meetings, and confidential project discussions.
By managing the platform within its own secure infrastructure, the agency ensures that sensitive information remains protected, user access is tightly controlled, and all communications comply with strict government security policies.
This setup enables reliable, secure collaboration across various departments and remote locations.
Use Case 2 – Special / VIP Meetings Platform
Some organizations deploy a dedicated self-hosted video conferencing system specifically for high-profile or sensitive meetings involving executives, board members, or external VIPs.
In this case, the video conferencing platform is used mainly for meetings that require an extra layer of security, privacy, management, or performance.
These meetings often involve top-level decision makers, confidential topics, or participants who require a white-glove or concierge-level experience.
The video platform is typically isolated from the broader organization’s daily-use platform to minimize risk and ensure maximum control.
Key Requirements
The primary requirements for this use case include:
- Enhanced security and encryption
- Strict access controls and authentication
- High reliability and uptime
- Strong video and audio quality (HD video and audio, low latency, etc.)
- Customizable meeting settings for privacy (e.g., waiting rooms, pin codes, etc.)
- Strong meeting management / operator control capabilities
- Multiple role-based access within meetings, with each role protected by separate passcodes
These features ensure that VIP meetings are secure, effective, and free from disruptions.
Use Case Example
A large financial organization or global investment bank deploys a separate, self-hosted video conferencing platform exclusively for executive board meetings, confidential strategy sessions, and high-stakes negotiations with clients or partners.
Access to video meetings is limited to invited participants only, and all data is encrypted to ensure that financial discussions remain confidential.
The platform is configured to provide high-definition video and audio to offer users an exceptional collaboration experience.
Finally, designated IT support staff can manage the meeting in real-time to admit participants, change layouts, and address issues in real-time.
This specialized setup allows the bank’s leadership to conduct critical meetings with confidence, supporting regulatory compliance and protecting both proprietary information and client data.
Use Case 3 – The Backup Platform
Some organizations implement a self-hosted video conferencing platform as a backup system to ensure business continuity when their primary cloud service (or other conferencing platform) becomes unavailable.
In this arrangement, the self-hosted platform remains on standby and is activated only if the primary system experiences an outage, service disruption, or is unavailable due to network issues or some other failure.
The hand-off to the backup can be manual, where IT staff initiate the switch and guide users to the alternate platform, or automatic using monitoring tools that detect outages and trigger the transition without human intervention.
This approach minimizes downtime and keeps critical communications running even during unexpected outages.
Key Requirements
The primary requirements for this use case include:
- Seamless integration with existing conferencing workflows
- Rapid failover capability, either manual or automated
- High reliability and readiness, even when idle
- Consistent user experience to reduce confusion during transitions
- Robust monitoring and alerting for outage detection
- Secure access and data protection at all times
These features ensure that meetings and collaboration can continue with minimal disruption, regardless of the status of the primary system.
Use Case Example
A medium-sized business consulting firm maintains a self-hosted video conferencing platform as a backup to its primary cloud-based solution.
If their cloud video provider experiences an outage or connectivity issues arise, IT staff can quickly direct video meetings to the backup system.
This deployment approach ensures that client meetings, internal briefings, and time-sensitive discussions can proceed without interruption, maintaining productivity and client trust even in the face of unexpected downtime.
Use Case 4 – Compliance / Regulatory Platform
Some organizations deploy a self-hosted video conferencing platform specifically to meet strict compliance or regulatory requirements.
With this approach, the video conferencing platform is designed and configured to adhere to industry-specific regulations, such as HIPAA in healthcare.
While a cloud-based or other external system may be used for general business meetings and administrative discussions, the self-hosted internal system is reserved for meetings or collaboration sessions where sensitive information is discussed or shared.
All technical, administrative, and physical safeguards are implemented to ensure that the platform meets or exceeds regulatory standards and protects confidential information from unauthorized access or disclosure.
Key Requirements
The primary requirements for this use case include:
- End-to-end encryption for all audio, video, and data transmissions
- Strong user authentication and access controls
- Audit trails and activity logs for all sessions
- Secure connection verification and regular security audits
- Private cloud or on-premises deployment options
- No content storage, or secure management of recordings and shared files
- Staff training on compliance policies and secure platform use
These features ensure that all communications remain confidential, secure, and fully compliant with applicable regulations.
Use Case Example
A large hospital network deploys a self-hosted video conferencing system to support telehealth appointments, clinical consultations, and administrative meetings involving patient information.
For general business discussions and non-sensitive meetings, the hospital uses a cloud-based video conferencing service.
However, whenever PHI or patient data is involved, staff are required to use the internal self-hosted platform, which is configured with end-to-end encryption, multi-factor authentication, and detailed access controls to comply with HIPAA Security and Privacy Rules.
Audit logs track all user activity, and the system is deployed in a private cloud, behind the hospital’s firewall to prevent unauthorized access.
Staff are trained regularly on HIPAA-compliant practices, and the IT team conducts ongoing security audits to ensure continued compliance.
This dual-system approach allows the hospital network to work and collaborate efficiently while safeguarding patient privacy and meeting all regulatory obligations.
Use Case 5 – Department, Project, or Regional Platform
Some organizations deploy a self-hosted video conferencing platform dedicated to specific departments, projects, or geographical areas that require enhanced confidentiality or specialized features.
In this situation, the self-hosted video conferencing platform is not used organization-wide or for every meeting. Instead, it is reserved for a particular department, workgroup, project team, or specific locations (countries, regions, etc.).
This approach is common in environments where certain teams handle sensitive information, classified projects, or require strict access controls or data sovereignty that differ from the rest of the organization.
The dedicated system allows these groups to operate independently, ensuring their communications remain secure and are customized to meet their unique requirements.
Key Requirements
The primary requirements for this use case include:
- Strong user access controls and permissioning
- Enhanced security and confidentiality settings
- Customizable meeting policies specific to the department or project
- Integration with specialized tools or workflows
- Scalability to support changing project or departmental needs
- Detailed audit trails and activity monitoring
- Flexible deployment options (on-premises or private cloud)
- Staff training on which meetings belong on the self-hosted platform
These features ensure that sensitive departmental or project communications are protected and managed according to strict internal or contractual requirements.
Use Case Example
A defense contractor implements a self-hosted video conferencing system exclusively for teams working on confidential government projects.
Access to the platform is limited to authorized personnel assigned to these projects, with strict authentication and role-based permissions in place.
The system is configured to integrate with secure document management tools and is regularly audited to meet government security standards.
By isolating project communications from the contractor’s general IT environment, the organization ensures that sensitive discussions, planning sessions, and file sharing remain confidential and compliant with contractual obligations.
Use Case 6 – Customer Facing / External Participant Platform
Some organizations deploy a self-hosted video conferencing platform specifically for meetings and interactions with customers, partners, or other external stakeholders.
With this approach, all video communications involving external participants are hosted on a dedicated, self-hosted platform that is separate from the organization’s internal collaboration tools.
This separation helps manage security risks, control access, ensure data localization, and provide a more tailored experience for guests.
The customer-/external-facing platform can be configured with branding, access controls, and features (e.g., virtual waiting rooms and guest authentication) designed to support external meetings.
Key Requirements
The primary requirements for this use case include:
- Easy scheduling and invitation management
- Secure guest access and authentication
- Customizable branding and user interface
- Segregation of internal and external network and calling traffic
- Integration with customer relationship management (CRM) or support tools for scheduling
- High reliability and availability for client-facing interactions
- Detailed logging and reporting for compliance and quality assurance
These features ensure that external meetings are secure, professional, and convenient for both staff and guests.
Use Case Example
A global software company deploys a self-hosted video conferencing platform dedicated to customer support calls, product demos, and partner meetings.
All external video traffic is routed through this platform, which is configured with custom branding and secure guest access.
The platform integrates with the company’s CRM system, allowing support and sales teams to easily schedule and join meetings with customers while keeping internal communications separate.
This deployment also helps the organization follow GDPR requirements by keeping customer data localized in specific regions or countries.
This setup enhances customer experience, safeguards sensitive internal data, and streamlines the management of external interactions.
Use Case 7 – Incident Response / Business Continuity Platform
Some organizations deploy a self-hosted video conferencing platform specifically for incident response and business continuity, ensuring that critical communications remain operational during emergencies or disruptive events that go beyond typical IT outages or technical issues.
In this context, the platform is reserved for use during incidents such as cyberattacks, natural disasters, or major system outages.
It serves as a secure, reliable channel for crisis management teams, executives, and key stakeholders to coordinate responses, share updates, and make urgent decisions.
The platform is typically isolated from daily-use systems to minimize the risk of compromise and is maintained in a ready state so it can be activated at a moment’s notice.
Key Requirements
The primary requirements for this use case include:
- High availability and rapid deployment capability
- Robust security and encryption
- Segregation from standard operational platforms and public cloud / network dependencies
- Support for secure, ad-hoc meetings
- Integration with emergency notification and incident management tools
- Detailed activity logging for post-incident review
- Simple, reliable access for authorized crisis team members
These features ensure that communication remains uninterrupted, secure, and effective during events such as natural disasters, cyberattacks, or other disruptive events, if normal infrastructure or services become compromised.
Use Case Example
A national utility company maintains a self-hosted video conferencing platform exclusively for its incident response and crisis management teams.
This platform is isolated from the company’s regular communication tools and is tested regularly to ensure readiness.
In the event of a major hurricane, terrorist threat, or civil unrest that disrupts both public infrastructure and primary IT systems, the crisis team immediately switches to the dedicated platform to coordinate their response, communicate with leadership, and update external partners.
This approach ensures that critical decision-making and coordination can continue securely and efficiently, even in the face of large-scale emergencies that affect more than just IT services.
Is self-hosted video conferencing right for your business?
Self-hosted video conferencing platforms offer organizations a versatile and secure solution for addressing a wide range of communication needs.
In the past, organizations had to choose between an on-premises or cloud-hosted meeting environment. Fortunately, those days are gone.
Today’s self-hosted platforms can be used to support a wide range of use cases, ranging from daily operations to regulatory compliance, and VIP meetings to business continuity.
Learn more about our secure, self-hosted collaboration solution, VQ Conference Manager.