Audio translation and live captions: plan for distinct needs

Describe what the participant needs to receive

Replace a general request to “make the conference accessible” with concrete questions: does someone need to listen in another language, read during a presentation or consult a text afterwards? One person may request several options. Do not require participants to choose a technology name to express a need. Say who receives these requests and until when the team can adjust its arrangements and the practical information that participants receive before attending the session.

Distinguish the deliverables

In its media planning guidance, W3C distinguishes captions from transcripts. For your event, ask the provider to describe the exact deliverable: text displayed during the session, translated text, an edited document afterwards or an audio stream to listen to. Specify the language of each item and when it will be available. This list prevents a quotation mentioning “translation” from being understood as automatically including on-screen text or a written account of proceedings.

Build two technical paths

The rack specifications describe an audio input and four jack outputs for translated languages. They do not announce captioning. If live text is requested, have the relevant provider define its production, display and operation separately. For audio, check the path described in the headsets and receivers guide. One service may work while the other remains unavailable, so test both paths all the way to participants rather than stopping at a working output.

A fictional briefing example

In a fictional event, a day includes translated speech for a plenary and a text display requested by several registrants. The organiser assigns an owner to each service, then provides a test position where someone actually listens and reads. A written final account is a further request to confirm, rather than a file assumed to be ready at closing time. This example describes a possible arrangement; it is neither a customer reference nor a certification of the setup.

Acceptance checklist with participants

Explain in the invitation what will be provided, where to find it and how to report a difficulty. Try the service under room conditions, then record needs that remain uncovered. A translation service alone does not establish that the entire event is accessible or that every participant’s requirements have been met.

• Confirm audio and text languages separately.
• Assign production, display and editing responsibilities.
• Test readability and listening from the intended positions.
• Communicate uncovered needs before the session.
• Explicitly include or exclude post-event deliverables from the agreed scope.