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You’re managing a live event with live captioning. What’s the best way to ensure your audience is engaged?

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Live captioning is a great way to make your live event more accessible, inclusive, and engaging for your audience. But it also comes with some challenges and best practices that you need to consider as a live event manager. In this article, we'll share some tips on how to use live captioning effectively and avoid common pitfalls.

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1 Choose the right captioning service

Not all captioning services are created equal. Depending on your budget, audience, and event format, you may need to choose between different types of captioning, such as automated, human, or hybrid. You also need to consider the quality, accuracy, speed, and reliability of the service, as well as the compatibility with your event platform and devices. Do your research and test the service before your event to make sure it meets your expectations and needs.

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Kalyan - N

Marketing Director & Brand Specialist | Transforming Businesses through Innovative Strategies | SEO & SMM Expert
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Interactive Q&A Sessions Polls and Surveys Social Media Integration Live Caption Interaction Engaging Visual Content Gamification

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2 Prepare your speakers and content

Live captioning works best when your speakers and content are clear, concise, and well-organized. To ensure a successful experience for both captioners and viewers, provide speakers with guidelines and best practices. Speak at a moderate pace to avoid overlapping or interrupting each other. Use simple and familiar words to avoid jargon, slang, or acronyms. When necessary, repeat or rephrase important points or questions. Offer context and cues for non-verbal elements such as gestures, images, or sounds. If possible, share your slides, notes, or scripts with the captioners in advance. Following these tips will help create an enjoyable experience for everyone involved.

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Valentina Ruffoni

The Unforgettable Events Expert? │ Event Operations & Production │ Speaker │ Educator │ Connector │ Salary Transparency Advocate ? Founder of Beyond The Event & The PIE Network (people in events)? ??
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Working with your speakers ahead of time to finalize and test out content using the captioning tool is essential. Speaking a little slower is a game changer, it reduces the chance of mistakes in captioning and allows everyone to follow at a comfortable pace. This is what can take the longest for a speaker to adjust to if they normally speak much quicker so give speakers ample opportunity to practice this ready for the big day.

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3 Customize your caption settings

Depending on your event platform and captioning service, you may have some options to customize your caption settings, such as the font size, color, background, position, and language. You should adjust these settings to suit your event design and audience preferences. For example, you may want to use a larger font size for a webinar with a lot of slides, or a different color for a panel discussion with multiple speakers. You should also check the caption settings on different devices and browsers to ensure they are consistent and readable.

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4 Monitor and troubleshoot the captions

Even with the best preparation and service, live captioning can sometimes encounter errors or glitches. That's why you need to monitor and troubleshoot the captions during your event and have a backup plan in case something goes wrong. You should assign someone on your team to watch the captions and report any issues or feedback to the captioners or the service provider. You should also have a way to communicate with your audience and speakers if the captions are delayed, inaccurate, or unavailable. For example, you can use the chat or Q&A feature to inform them of the situation and apologize for any inconvenience.

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5 Engage your audience with the captions

Live captioning is not only a tool for accessibility, but also for engagement. You can use the captions to create a more interactive and enjoyable experience for your viewers. Encourage them to turn on the captions and adjust the settings to their preference. Ask them to submit questions or comments based on the captions. Highlight or summarize key points or takeaways from the captions, and share or save the captions as a transcript or a resource for your audience. All of these strategies will help your viewers engage and interact with the event.

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6 Get feedback and improve your captioning

After your event, you should get feedback and improve your captioning for future events. You can ask your audience, speakers, and captioners to share their opinions and suggestions on the captioning service, quality, and impact. You can also analyze the captions and the event metrics to measure the effectiveness and value of the captioning. Based on the feedback and analysis, you can identify the strengths and weaknesses of your captioning and make adjustments or improvements accordingly.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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You’re managing a live event with live captioning. What’s the best way to ensure your audience is engaged?

1

2

3

4

5

6

7

1 Choose the right captioning service

2 Prepare your speakers and content

3 Customize your caption settings

4 Monitor and troubleshoot the captions

5 Engage your audience with the captions

6 Get feedback and improve your captioning

7 Here’s what else to consider

Live Events

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You’re managing a live event with live captioning. What’s the best way to ensure your audience is engaged?

1

2

3

4

5

6

7

1 Choose the right captioning service

2 Prepare your speakers and content

3 Customize your caption settings

4 Monitor and troubleshoot the captions

5 Engage your audience with the captions

6 Get feedback and improve your captioning

7 Here’s what else to consider

Live Events

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感谢您的反馈

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