Why Live Captions Matter More Than Ever
Live Captions
Creating events that are accessible and inclusive isn’t just a “nice to have” anymore — it’s an expectation. Audiences today are wonderfully diverse, and the responsibility is on event organisers, venues, and technical teams to ensure every attendee can fully participate.
One of the most impactful — yet often overlooked — accessibility tools is live captioning. Whether you’re hosting a conference, a hybrid webinar, a company meeting, or a community event, live captions on the screen can dramatically improve the experience for hard-of-hearing attendees and many others.
In this blog, we’ll explore why accessibility matters, how captions transform live events, and practical steps to integrate them smoothly into your setup.
Why Accessibility Must Be a Priority
Accessibility goes far beyond compliance. It’s about understanding that every attendee brings different needs, strengths, and ways of engaging.
Here’s why accessibility should be central in your event planning:
1. It ensures equal participation
Hard-of-hearing individuals often rely on visual forms of communication. Without captions, they may miss key announcements, jokes, or opportunities to engage.
2. It improves comprehension for all
Captions don’t just help those with hearing loss. They help:
- People for whom English isn’t a first language
- Attendees in noisy environments
- People who process information better visually
- Anyone who momentarily loses focus (and who hasn’t?!)
3. It demonstrates professionalism and care
When attendees see accessibility integrated thoughtfully, it tells them:
“We value you. We prepared for you.”
Why Live Captions Are a Game-Changer
Live captions provide text on a screen in real time as a speaker talks. They can appear on:
- Big screens on stage
- Confidence monitors
- Personal devices
- Livestream feeds
Human vs AI Live Captioning: What Works Best?
There are two main ways to display live captions:
1. Professional Human Captioners (CART/Stenographers)
- Extremely accurate, especially with complex vocabulary
- Adaptable to accents and unpredictable content
- Ideal for high-profile, high-stakes events
- Costly
2. AI-Generated Live Captions
- Faster to deploy
- Minimal equipment/personnel
- More affordable
- Struggles with industry specific terminology
How We Integrate Live Captions Into Your Event
Here’s a simple guide to making it all run smoothly:
- Decide where the captions are to be displayed
- Choose the right display method
- Full-width captions at the bottom of the screen
- Captions overlaid on slides/video
- A dedicated caption screen
- Captions on audience smartphones (Wordly is a great tool)
- Avoid placing captions too small or hidden behind other visuals
Beyond Captions: Other Ways to Make Your Event Inclusive
While captions are crucial, consider these additional steps:
- Provide hearing loops or assistive listening devices
- Offer quiet spaces for sensory-sensitive attendees
- Ensure all videos have subtitles
- Train speakers to speak clearly and avoid turning away from microphones
- Use accessible fonts and high-contrast visuals on slides
- Provide materials in digital formats for screen readers
Accessibility is a mindset — not a single feature.
By integrating live captions into your events, you help ensure that every attendee feels welcome, respected, and included. It’s a simple step with a transformative impact.
Accessibility isn’t about checking a box — it’s about building events where everyone can participate fully.
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