Libraries and Accessibility: Accessible Virtual Gatherings

Live, real-time captions for a presentation or meeting

Some software and streaming platforms can automatically convert the spoken word to text in real time using voice recognition technology.

• How to enable and use Zoom closed captioning and live transcription
• Teams has live AI captions in Meetings
• Skype provides automated captioning during a phone or video call
• Google Meet became freely available to anyone with a Gmail account starting in May 2020. It has an automated captioning feature as well as other accessibility features.
• How to caption Google Slides (also see a How To video on YouTube)
• How to subtitle a PowerPoint presentation in Microsoft 365

DIY for attendees, from Tina Childress: 

• Run a speech-to-text (STT) app like Live Transcribe or Live Caption (both Android only) or Otter or Ava (both are iOS and Android) on a separate mobile device such as a cell phone or tablet. You can also open up webcaptioner.com (free real-time automated captions in a browser), Otter or Ava (only at the higher paid tiers) in another browser window. Make sure your computer speakers are turned up so the mobile device can pick up the signal. You will then be able to read captions on the mobile device.
• If there is someone in your group that is able to get captions on their end, have them share their screen so that everyone can see the captions.

Live, real-time captions for a streaming program

• Facebook Live closed captions how-to guide provides instructions for working with a third-party tool or third-party caption provider.

In Connecticut, live real-time captioning is available for free through Sprint Relay with at least 48 hours notice. Either the program planner or participant can request the service.

Many companies will create subtitles/captions/transcripts for you, with an associated cost.

• 3PlayMedia
• Ai-Media
• Alternative Communication Services
• Caption First
• Interact-Streamer
• Rev - "Rev has been endorsed as a preferred transcript provider by Zoom." They have both professional transcriptionists and a cheaper automated service.
• Verbit
• Vitac

Virtual VRI: Video Remote Interpreting and Transcribing offers virtual American Sign Language services

For sign language interpreters in Connecticut, call 2-1-1, or visit www.211ct.org and search for “Sign Language Interpretation.” TTY: 800-671-0737.

PowerPoint slides (with notes!) from the CLA annual conference session "The Revolving Door: Moving Libraries to an Accessible Digital Environment" by Kathryn Weber-Hottleman, IT Accessibility Coordinator, University of Connecticut, May 14, 2021:

Resources from CSL DLD webinar "Accessible Library Programs: Making the virtual world accessible to everyone," January 28, 2021:

Webinars and online gatherings provide a platform for people to ask questions and interact with the speakers in real time. Live captions allow people who are deaf or hard of hearing to participate in real time as well, so it’s best to include captioning in the live webinar rather than adding captions in post-production. Captioning also provides a transcript of the event that can be useful for everyone, including those who join the live event late. Sign language interpreters are another option that some attendees may prefer and request.

Be sure to inform the audience in advance that the meeting is being captioned and/or signed. Mention that it's important to speak clearly and not talk over others.

Speakers should use an external microphone for better audio quality, helping the transcription more accurately match what is being said. 

Speaking slowly enables a more accurate match to what is being said verbally and allows others to follow the automatic transcript or subtitles. 

Take turns/pause before speaking so the transcription service can recognize the new speaker.