LIVE CAPTIONING FOR MEETINGS AND WEB CONFERENCES

For Meeting Participants

Using live captioning services for your conference calls or web meetings will provide you with access to live, real-time captions displayed in an easy-to-use streaming text window.  The caption streaming platform is web based and works with most browsers with nothing to download or install.

How to Use Closed Captioning for your conference call or video meeting:

• Before the Conference – In your meeting confirmation email, you will receive a link to the caption stream. This will allow you to access live captions during your meeting.

We strongly suggest you dial into your Audio Meeting and streaming session 5 to 10 minutes before the meeting start time to familiarize yourself with the available tools.

• During the Conference – If you are participating in an audio meeting/conference call, you will need one browser window open which displays the streaming captions via caption streaming platform.

• You can also adjust the settings to change font size, text color and background color:

 

• After Your Conference – If available, save a copy of the unedited transcript to your own computer. Note: This option is dependent on your meeting organizer’s preferences. 

How to Access Closed Captioning for your Video Meeting:

• Before the Conference – In your meeting confirmation email, your meeting organizer will provide you with a link to the caption streaming platform. This will allow you to access live captions during your meeting.  Please note that you will need to log in to TWO separate websites using different links:

1. Video meeting web link (this link will direct you to the event arranged by your meeting organizer)
2. The caption streaming link provided in your confirmation email.

*We suggest you log in to the Web Conference and the caption streaming platform 5 to 10 minutes before the meeting start time to familiarize yourself with the available tools.

• During the Conference – If you are participating in a video meeting, you will have two web browser windows open.
• After Your Conference – If available, save a copy of the unedited transcript to your own computer. Note: This option is dependent on your meeting organizer’s preferences.

For Meeting Organizers

To easily schedule captioning services for your live audio/video meeting or web conference, please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it. or call 800-870-1795.  As you place your order, you will want to decide whether you need things like:

• An Immediately Available Unedited Transcript (for downloading by meeting attendees)
• An Edited Transcript (to include in perpetuity in your meeting recording)
• Two-Way Communication between Captioner and Participants for Q&A
• Spanish Captioning and Transcription Services

Captioning services can be requested with as little as 12 hours notice.  Once captioning for your meeting or web conference has been scheduled, you will receive a confirmation of your captioning order, your caption Event ID, and a unique event link to the streaming text window.

To share the link to the caption stream with your meeting attendees, you can paste the unique link from your confirmation email into your meeting invitation. This will be a separate link from the meeting event.  Please remind participants that they may need to open two separate website windows at the start of the event: one window for the meeting/conference and another window to display the captions.  (Audio conference attendees will only open one website window to view captions.

We can also secure meeting links with passwords, restricted IP addresses or limit logins to specific email domains.  Contact your Archive representative for more information.