Captioning (open, closed, CART)

When preparing to incorporate captioning into your organization’s videos and event offerings, keep the following guidelines in mind:

• Determine what needs to be captioned: Assess the types of events and content that require captioning, including live or recorded performances, lectures, discussions, virtual events, films, and videos.
• Remember captions are not for everyone: Captions are an essential accessibility tool for many, but some individuals may require sign language interpretation, assistive listening devices, alternative formats, or other supports. Engage with your audience to understand their specific needs, and work to fulfill accessibility requests.
• Prioritize captioning early: Plan for captioning from the outset of your event or project. Don’t wait until the last minute to arrange services to account for limited provider availability, as well as to allow sufficient preparation time. If you are planning for a season or a large number of events or recording, determine your captioning needs and budget well in advance.
• Establish relationships with service providers: This ensures reliable, consistent service for events, allows providers to better understand your specific needs, and facilitates smoother logistics.

You have several options for providing captions for your videos and events, depending on the audience and the situation:

CART (Communication Access Realtime Translation)

• How it works: A professional captioner uses specialized equipment such as a stenotype machine, computer, and software to provide real-time captions during live or virtual events. This service can be provided on-site or remotely, with the venue providing the necessary display equipment.
• Best use cases: Live unscripted events (e.g., performances, discussions, panels), virtual or hybrid events requiring high accuracy, and generating captions for post-production with minimal editing.
• Advantages: High accuracy, speaker attribution, captioning of non-speech audio cues (e.g., sound effects, music).
• Typical user: Individuals who rely completely on captions for full access or those who prioritize precise accuracy.

AI-Based Captioning

• How it works: Captions are generated via software or apps on a tablet, mobile phone, or computer. Using a wireless microphone is recommended to improve accuracy, especially in noisy environments or when the speaker is far away.
• Best use cases: One-on-one communication (e.g., interviews), as a backup to CART services, and as a starting point for generating post-production captions (with some editing needed).
• Advantages: Higher accuracy when the audio input is robust, very synchronous, can be produced by various apps or software features that are free or low cost.
• Typical user: Individuals with some usable hearing and high levels of fluency in English, but who may miss occasional dialogue or need backup support.

Other Captioning Options

• How it works: Captioning can be done manually or through AI/CART-generated captions from scripted material, created in-house. The text is broken into phrases to match the event’s cadence. Captions can be displayed through apps like Microsoft PowerPoint or Google Slides, shown on a mobile device, or projected onto a screen or wall. A staff member operates the caption slides during the event. Captions can’t be changed mid-performance if the script changes. As a last resort, a digital PDF of the script can be provided for users to view in “dark mode” on a mobile device, where they are responsible for scrolling and following the content.
• Best use cases: Live scripted events such as shows or recordings. Advantages: This is a low-cost solution for generating and operating captions.
• Typical user: Individuals who rely completely on captions for full access. Remember that other individuals may rely on American Sign Language (ASL) and other communication options instead of captions.

There are two different types of captions typically used for events and media: open and closed. Explanations of each type are below.

Open Captions

• Description: Open captions are displayed with the media, production or event and cannot be turned off. They are visible to anyone who can see, making them highly accessible. For media projected onto a screen, they may be overlayed and embedded in the media or displayed above or below the media. For productions or events, a stand-alone display such as a large flat screen monitor or LED readerboard may show the open captions.
• Best use cases: Ideal for displaying captions to a large audience, a small group, or an individual without requiring them to manage any additional technology.
• Advantages: Preferred by the d/Deaf and hard of hearing community because there is no need to manage external devices or equipment. Easy for all viewers to see without extra steps or needing to have close then far vision. The captions are placed at a similar viewing distance as the media, production or event action.
• Generated by: CART, AI, or other captioning methods.
• Viewing options: Large audience screens, LED reader boards, smaller screens or monitors, or stationary screens.

Closed Captions

• Description: Closed captions can be turned on or off by the viewer using the “CC” button on the app or device, unlike embedded open captions or subtitles.
• Challenges: While closed captions provide flexibility, they could be cumbersome, especially those who are not tech-savvy, struggle with managing apps and devices, or need to position their device strategically for optimal viewing.
• Best use cases: Suitable for individual viewers or smaller groups, particularly when they have control over their own devices. Commercial closed captions are often available in a variety of languages.
• Viewing Options: Hand-held devices, computers, seat-based systems, or caption glasses.

When setting up captioning services for your organization, keep these tips in mind to help streamline the process:

• Preparation is key: Provide the captioner with materials in advance (e.g., event agenda or run of show, speaker list, technical jargon, and proper nouns) to ensure accurate captions. Including pictures of the speakers helps the captioner correctly identify them.
• Audio quality: Ensure the captioner has access to a high-quality assistive listening device or direct clear audio feed to improve caption accuracy.
• Remote captioning: If using a remote captioner, ensure all speakers use microphones and provide a stable internet connection for the audio to reach the captioner. The captioner should also minimize potential disruptions on their end. Use video conferencing platforms with low latency to reduce delays.
• Pre-production captioning: For scripted events or shows, provide opportunities for captioners to view the show and make notes about the production and any deviations from the script.

Finally, here are some additional best practices for implementing captions in your organization’s videos and events:

• Caption placement: For individual use, having dedicated space on media for the captions only (e.g., at the top or bottom) ensures that the captions are easily visible and not obscured by the media content — or vice versa. For large audiences, place captions at the top of the screen, especially in flat seating venues where viewers may be far from the screen. Ensure displays are positioned so viewers can see both the captions and the performance without having to choose between them. Place ASL interpreters away from caption screens to avoid visual interference and distraction.
• Easy access for streaming content: For closed captions, provide clear and easy access to the caption streams, such as through QR codes or short links displayed near the viewing area, or in various places for non-stationary access (e.g., at event entrances or along the route to a performance hall).
• Testing and feedback: Before the event, do a thorough test of your captioning setup — including the remote captioner, if applicable — to ensure that every component of your setup works as expected. When possible, seek feedback from d/Deaf or hard of hearing community members before a performance on what works and what doesn’t. After the event, continue to seek feedback to improve your future offerings.