{"id":15136,"date":"2021-07-27T16:00:28","date_gmt":"2021-07-27T20:00:28","guid":{"rendered":"https:\/\/www.3playmedia.com\/blog\/how-to-handle-live-closed-captioning-and-the-challenges\/"},"modified":"2025-09-17T22:23:56","modified_gmt":"2025-09-17T22:23:56","slug":"how-to-handle-live-closed-captioning-and-the-challenges","status":"publish","type":"post","link":"https:\/\/www.3playmedia.com\/blog\/how-to-handle-live-closed-captioning-and-the-challenges\/","title":{"rendered":"How to Handle Live Closed Captioning \u2013 and the Challenges"},"content":{"rendered":"\n<div class=\"wp-block-group is-style-dark alignfull p-post-header has-global-padding is-content-justification-center is-layout-constrained wp-block-group-is-layout-constrained has-background is-style-dark--1\" style=\"padding-top:var(--wp--preset--spacing--50);padding-bottom:var(--wp--preset--spacing--60);background-image:url(&#039;\/wp-content\/themes\/core\/assets\/media\/backgrounds\/hero-wave-blog.svg&#039;);background-position:50% 50%;background-size:cover;\">\n<div class=\"wp-block-group aligngrid has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-buttons aligngrid is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button is-style-ghost is-style-reversed is-style-ghost--2\"><a class=\"wp-block-button__link wp-element-button\" href=\"\/blog\">Blog<\/a><\/div>\n<\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity aligngrid\" style=\"margin-top:var(--wp--preset--spacing--20);margin-bottom:0\"\/>\n\n\n\n<div class=\"wp-block-columns are-vertically-aligned-center aligngrid is-layout-flex wp-container-core-columns-is-layout-008400e6 wp-block-columns-is-layout-flex\" style=\"margin-top:var(--wp--preset--spacing--60);margin-bottom:0\">\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\"><div style=\"padding-bottom:0;padding-top:0;\" class=\"is-style-category wp-block-tribe-terms\"><ul class=\"wp-block-tribe-terms__list\"><li class=\"wp-block-tribe-terms__term\"><span class=\"wp-block-tribe-terms__link t-category\">Live Captioning<\/span><\/li><\/ul><\/div>\n\n<h1 style=\"margin-top:var(--wp--preset--spacing--30);margin-bottom:0;\" class=\"alignwide wp-block-post-title\">How to Handle Live Closed Captioning \u2013 and the Challenges<\/h1>\n\n\n<div class=\"wp-block-group is-nowrap is-layout-flex wp-container-core-group-is-layout-9116416d wp-block-group-is-layout-flex\" style=\"margin-top:var(--wp--preset--spacing--30)\"><div class=\"has-text-align-left wp-block-post-author-name\"><a href=\"https:\/\/www.3playmedia.com\/blog\/author\/3playmedia\/\" target=\"_self\" class=\"wp-block-post-author-name__link\">3Play Media<\/a><\/div>\n\n\n<p>\u2022<\/p>\n\n\n<div class=\"has-text-align-left wp-block-post-date has-10-font-size\"><time datetime=\"2021-07-27T16:00:28+00:00\">July 27, 2021<\/time><\/div><\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\"><figure class=\"alignfull alignfull wp-block-post-featured-image\"><img loading=\"lazy\" decoding=\"async\" width=\"2048\" height=\"731\" src=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/.\/live-CC-header.jpg\" class=\"attachment-post-thumbnail size-post-thumbnail wp-post-image\" alt=\"\" style=\"border-radius:1rem;object-fit:cover;\" srcset=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/live-CC-header.jpg 2048w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/live-CC-header-300x107.jpg 300w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/live-CC-header-1024x366.jpg 1024w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/live-CC-header-768x274.jpg 768w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/live-CC-header-1536x548.jpg 1536w\" sizes=\"auto, (max-width: 2048px) 100vw, 2048px\" \/><\/figure><\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\n<p><span style=\"font-weight: 400;\">Technological innovation has paved a new way to conduct business, education, and life in general \u2013 particularly in a world forced to adapt to virtual substitutes during the pandemic. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Most of the time, the technology we use is very helpful. For example, virtual meeting platforms and live closed captioning software have helped us adapt to our new hybrid realities and virtual needs. <\/span><span style=\"font-weight: 400;\">However, technology doesn\u2019t always go to plan \u2013 the unfortunate reality is that sometimes, technology doesn\u2019t work how it\u2019s intended, which means having a backup plan is imperative.<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><strong><a href=\"https:\/\/www.3playmedia.com\/services\/livecaptioning\/\" target=\"_blank\" rel=\"noopener noreferrer\">Live captioning<\/a><\/strong>, which utilizes automatic speech recognition (ASR) technology and\/or a professional stenographer or voice writer to deliver captions in real-time, is one of the areas we often see a need for troubleshooting. <\/span><span style=\"font-weight: 400;\">As closed captioning and transcription experts, we\u2019ve learned a thing or two about live auto-captioning and professional live captioning during virtual events and conferences. This means we\u2019ve <\/span><i><span style=\"font-weight: 400;\">also<\/span><\/i><span style=\"font-weight: 400;\"> learned what to do when live captions don\u2019t work as planned!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this blog, we\u2019ve compiled a list of tips and backup plans to help you navigate any challenges you might face when captioning your live event through ASR technology, with a professional captioner, or a combination of the two.<\/span><\/p>\n<p>\u00a0<\/p>\n<p style=\"text-align: center;\"><a class=\"btn btn-blue\" href=\"https:\/\/www.3playmedia.com\/blog\/3-tips-conferences-events-online\/\">\ud83d\udca1 3 Tips for Online Conferences &amp; Events<\/a><\/p>\n<p>\u00a0<\/p>\n<h2><strong>If possible, create a script to follow ahead of time.<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-23271 alignleft\" src=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/script-2-237x300.png\" sizes=\"auto, (max-width: 166px) 100vw, 166px\" srcset=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/script-2-237x300.png 237w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/script-2-474x600.png 474w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/script-2-462x585.png 462w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/script-2-553x700.png 553w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/script-2-119x150.png 119w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/script-2-59x75.png 59w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/script-2-174x220.png 174w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/script-2.png 596w\" alt=\"Script icon\" width=\"166\" height=\"210\" \/>If the format of your live event permits, try writing a script ahead of time and following it throughout the event. Include all of the \u201cbig stuff,\u201d or the important information critical to your audience\u2019s understanding. This way, any real-time deviation won\u2019t significantly change a viewer\u2019s overall comprehension.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Also, be sure to introduce any other speakers by name. This allows your audience to differentiate between speakers, and best practice calls for testing each speaking participant\u2019s microphone and audio quality prior to the start of the event.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By starting your event following these simple steps, you can set your audience up with a basic level of understanding. Even if you don\u2019t have live closed captioning, creating a script in advance and ensuring a standard of audio clarity and quality works as a substitute if the event format permits.\u00a0<\/span><\/p>\n<p>In addition, having a script can be great for using professional live captioning because it can provide the stenographer a reference point for any spelling or related questions.<\/p>\n<p>\u00a0<\/p>\n<h2><strong>Verbally describe any visual media.<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\"><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-23269 alignright\" src=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/2025\/09\/AD-2-300x221-1.png\" alt=\"Audio description logo\" width=\"252\" height=\"186\" \/>If your live event includes the presentation of images or videos as visual aids, be sure to verbally describe the purpose and content of each one. The description doesn\u2019t need to be long, but it should be enough that your audience can understand whether the media is for visual effect (purely decorative) or communicates meaning (i.e. infographics or visual data).\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Avoid using language like \u201cAs you can see here\u2026\u201d or \u201cWe can all see\u2026\u201d throughout the course of your event because some people might not be able to see! Audio description primarily benefits blind and low-vision users, and making a point to include verbal descriptions of visual cues can be helpful to someone who may be listening to the closed captions or the transcript via a screen reader at a later time.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Live closed captioning often won\u2019t include these descriptions, so it\u2019s always a good idea to incorporate verbal description into your presentation. But how do you decide what information is important enough to describe? The Described and Captioned Media Program (DCMP) has created a <\/span><strong><a href=\"https:\/\/dcmp.org\/learn\/descriptionkey\" target=\"_blank\" rel=\"noopener\">description key<\/a><\/strong><span style=\"font-weight: 400;\"> that explains how audio description works, creates guidelines for standards of quality, and clarifies <\/span><strong><a href=\"https:\/\/dcmp.org\/learn\/captioningkey\/618\" target=\"_blank\" rel=\"noopener\">what exactly should be described<\/a><\/strong><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p>\u00a0<\/p>\n<p style=\"text-align: center;\"><span class=\"su-highlight\" style=\"background: #DEEFF5; color: #000000;\">\u00a0<strong><a href=\"https:\/\/www.3playmedia.com\/resources\/recorded-webinars\/wbnr-03-26-2020-accessible-presentation\/\" target=\"_blank\" rel=\"noopener noreferrer\">Watch the webinar: How to Create Accessible Presentations \u27a1\ufe0f <\/a><\/strong>\u00a0<\/span><\/p>\n<p>\u00a0<\/p>\n<h2><strong>Present with live closed captioning using Google Slides.<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-23270 alignleft\" src=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/google-2-287x300.png\" sizes=\"auto, (max-width: 199px) 100vw, 199px\" srcset=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/google-2-287x300.png 287w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/google-2-574x600.png 574w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/google-2-768x802.png 768w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/google-2-560x585.png 560w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/google-2-670x700.png 670w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/google-2-144x150.png 144w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/google-2-72x75.png 72w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/google-2-174x182.png 174w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/google-2.png 833w\" alt=\"Google Slides logo on yellow background\" width=\"199\" height=\"208\" \/>When using the Chrome browser, Google Slides allows presenters to turn on <\/span><a href=\"https:\/\/support.google.com\/docs\/answer\/9109474?hl=en\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\"><strong>automatic captions<\/strong><\/span><\/a><span style=\"font-weight: 400;\"> to display a speaker\u2019s words in real-time. Using your device\u2019s microphone or an external microphone, you can use automatic closed captions that will populate and allow you to adjust the sizing and position.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">While this is a great resource for live captioning, it\u2019s worth noting a couple of the feature\u2019s limitations. Currently, Google Slides is only offering live captions in U.S. English and, once activated by the presenter, the viewers do not have the ability to toggle captions on\/off from their end. Because of this, <\/span><strong><a href=\"https:\/\/support.google.com\/docs\/answer\/9109474?hl=en\" target=\"_blank\" rel=\"noopener\">Google recommends notifying your audience<\/a><\/strong><span style=\"font-weight: 400;\"> of the source of live captioning before getting started.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Another heads up:\u00a0 Live captions are not stored through Google. Despite this caveat, it\u2019s still a fantastic (and free!) live captioning solution for those who don\u2019t already have one. This just means that if you\u2019re planning on distributing the captioned presentation at a later time, be sure to make a recording during the original live presentation.<\/span><\/p>\n<h2><strong>Use professional live captioning and ASR.<\/strong><\/h2>\n<p>While ASR captions can be used on their own to some success, pairing ASR captions with a real-time professional captioner is a great way to deliver more accurate captions and ensure backup in case technology falters.<\/p>\n<p>Professional captioners can catch mistakes in ASR, continue transcribing if auto-captions don\u2019t go as planned, and ensure an overall higher level of accuracy than auto-captions alone. In addition, if your professional captioner needs to stop captioning for any reason, ASR captions can take over and your viewers won\u2019t miss a word.<\/p>\n<h2><strong>Send out a recording of the event ASAP<\/strong><strong>.<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">Whether your live event is hosted via <\/span><strong><a href=\"https:\/\/www.3playmedia.com\/learn\/how-to-guides\/captions-transcripts-for-zoom-video-conference-recordings\/\" target=\"_blank\" rel=\"noopener\">Zoom<\/a><\/strong>, <strong><a href=\"https:\/\/www.3playmedia.com\/services\/integrations\/google-drive-integration\/\" target=\"_blank\" rel=\"noopener\">Google Meet<\/a><\/strong><span style=\"font-weight: 400;\">, or another video conferencing software, captions can be added retroactively to a recorded presentation. Thankfully, this means that even if you couldn\u2019t provide live closed captioning at the time of your event, you can always add captions later!\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Recording your live event has more benefits than just accessibility, including audience retention, lead generation, and the creation of derivative content. On top of distributing a recording of the event, you can also provide participants with any supplemental materials that were used during the event, such as PowerPoint slides.<\/span><\/p>\n<p style=\"text-align: center;\"><span class=\"su-highlight\" style=\"background: #DEEFF5; color: #000000;\">\u00a0<strong><a href=\"https:\/\/www.3playmedia.com\/resources\/recorded-webinars\/wbnr-03-26-2020-accessible-presentation\/\" target=\"_blank\" rel=\"noopener noreferrer\">Check out our Toolkit for Live Captioning Events \ud83d\udee0 <\/a><\/strong>\u00a0<\/span><\/p>\n<p>\u00a0<\/p>\n<h2><strong>Include an external link to live closed captioning<\/strong><strong>.<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">Another alternative if the software of your choice doesn\u2019t support live closed captions is the option to link an external URL. This method functions similarly to a plug-in solution, where the external URL will include the code to stream live captions for your event on a separate page. You can use live auto-captions or professional live captions for this option.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In fact, 3Play offers this external linking capability, among our other <\/span><strong><a href=\"https:\/\/www.3playmedia.com\/services\/livecaptioning\/\" target=\"_blank\" rel=\"noopener\">live captioning solutions<\/a><\/strong><span style=\"font-weight: 400;\">. If you choose to use this method as an alternative to live closed captioning, it\u2019s best to share the external URL with your audience ahead of the event and ensure it\u2019s visible on the same page that viewers are watching from. <\/span><\/p>\n<p>\u00a0<\/p>\n<hr \/>\n<h3>\u00a0<\/h3>\n<h3 style=\"text-align: center;\"><i>Want to learn more?\u00a0<\/i><\/h3>\n<p>\u00a0<\/p>\n<p><a href=\"https:\/\/www.3playmedia.com\/services\/livecaptioning\/\" target=\"_blank\" rel=\"noopener\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-25175 size-full aligncenter\" src=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/CTA-designs-4.jpg\" sizes=\"auto, (max-width: 600px) 100vw, 600px\" srcset=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/CTA-designs-4.jpg 600w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/CTA-designs-4-300x157.jpg 300w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/CTA-designs-4-585x306.jpg 585w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/CTA-designs-4-287x150.jpg 287w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/CTA-designs-4-143x75.jpg 143w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/CTA-designs-4-174x91.jpg 174w\" alt=\"Live captioning. Hosting a live event? You should add captions to that. Learn More.\" width=\"600\" height=\"314\" \/><\/a><\/p>\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" style=\"margin-bottom:0\"\/>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-container-core-group-is-layout-6c28011a wp-block-group-is-layout-constrained\" style=\"margin-top:var(--wp--preset--spacing--40);margin-bottom:0;padding-right:0;padding-bottom:0\">\n<p style=\"margin-top:0\">Filed under<\/p>\n\n\n<div style=\"margin-top:var(--wp--preset--spacing--20);\" class=\"is-style-pills wp-block-tribe-terms\"><ul class=\"wp-block-tribe-terms__list\"><li class=\"wp-block-tribe-terms__term\"><a href=\"https:\/\/www.3playmedia.com\/blog\/tag\/blog\/\" class=\"wp-block-tribe-terms__link t-category\">Blog<\/a><\/li><li class=\"wp-block-tribe-terms__term\"><a href=\"https:\/\/www.3playmedia.com\/blog\/tag\/live-captioning\/\" class=\"wp-block-tribe-terms__link t-category\">Live Captioning<\/a><\/li><\/ul><\/div><\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-container-core-group-is-layout-dda23514 wp-block-group-is-layout-constrained\" style=\"margin-top:var(--wp--preset--spacing--40);padding-top:var(--wp--preset--spacing--40);padding-right:0;padding-bottom:var(--wp--preset--spacing--40)\">\n<p style=\"margin-top:0\">About the author<\/p>\n\n\n<div style=\"margin-top:var(--wp--preset--spacing--20);\" class=\"wp-block-post-author\"><div class=\"wp-block-post-author__avatar\"><img alt='' src='https:\/\/secure.gravatar.com\/avatar\/077af0eed48d15985c692daeff79eaff223726049f53bd6ef9a51ffb76629ed1?s=96&#038;d=mm&#038;r=g' srcset='https:\/\/secure.gravatar.com\/avatar\/077af0eed48d15985c692daeff79eaff223726049f53bd6ef9a51ffb76629ed1?s=192&#038;d=mm&#038;r=g 2x' class='avatar avatar-96 photo' height='96' width='96' \/><\/div><div class=\"wp-block-post-author__content\"><p class=\"wp-block-post-author__name\"><a href=\"https:\/\/www.3playmedia.com\/blog\/author\/3playmedia\/\" target=\"_self\">3Play Media<\/a><\/p><p class=\"wp-block-post-author__bio\"><\/p><\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-container-core-group-is-layout-fe217b39 wp-block-group-is-layout-constrained\">\n<p style=\"margin-bottom:0\">Share this page<\/p>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-container-core-group-is-layout-fe217b39 wp-block-group-is-layout-constrained\">\n<p><\/p>\n\n\n\n<ul class=\"wp-block-outermost-social-sharing has-normal-icon-size has-icon-color is-style-logos-only is-content-justification-left is-layout-flex wp-container-outermost-social-sharing-is-layout-95ca00fe wp-block-social-sharing-is-layout-flex\" style=\"margin-top:var(--wp--preset--spacing--10)\"><li style=\"color: #767676; 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Most of the time, the technology we use is very helpful. For example, virtual meeting platforms and live closed captioning software have helped us adapt&#8230;<\/p>\n","protected":false},"author":63,"featured_media":5102,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[139],"tags":[8,29],"industry":[],"resource_type":[92],"class_list":["post-15136","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-live-captioning","tag-blog","tag-live-captioning"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.0 (Yoast SEO v26.0) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Tips and Tricks: How to Handle Live Closed Captioning<\/title>\n<meta name=\"description\" content=\"In this post, learn how to navigate the challenges of live closed captioning with auto or professional live captions.\" \/>\n<meta name=\"robots\" content=\"index, follow, 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