Implementing Closed Captions and Subtitles in Webinars

Webinars have become a go-to tool for communication and learning, but accessibility often gets overlooked. While they connect people globally, many webinars fail to address the diverse needs of their audience.

For some, hearing impairments, language barriers, or poor audio quality can make it difficult to grasp the content delivered. 

This is where closed captions and subtitles play a crucial role.

Adding captions and subtitles to webinars improves accessibility, enhances engagement, and makes your content more inclusive for a global audience. 

In this blog, we take you through a step-by-step approach on how to implement closed captions and subtitles in webinars. 

Let’s make sure everyone, regardless of their needs, enjoys and gains value from your webinars, shall we?

What Are Closed Captions and Subtitles?

Closed captions are words displayed on the screen that serve as transcripts of the spoken content, including sound effects like “[laughing]” or “[applause].” They are designed for individuals with hearing impairments, or those who cannot access the audio.

Subtitles, on the other hand, are mainly for viewers who can hear but don’t understand the language being spoken. Think of subtitles as translated captions for non-native speakers that enable multi-lingual communication.

Both closed captions and subtitles enhance the overall webinar experience, making it accessible and engaging for everyone.

Why Closed Captions and Subtitles Are Important

1. Improving Accessibility

Closed captions ensure equal access to webinars for individuals with hearing impairments or those experiencing unexpected audio-related issues. This sends out the message to your audiences that you are a brand that cares about making your content accessible to everyone, and therefore can build credibility. 

2. Breaking Language Barriers

For non-native speakers, subtitles help overcome language barriers. Captions in multiple languages make your webinar accessible to a global audience and promote cross-cultural communication.

3. Enhancing Engagement

Adding captions improves viewer engagement. Participants are more likely to stay focused and absorb the content better when captions are present. This is especially helpful for complex topics.

4. Legal Requirements

Many countries have laws that require certain virtual events and online content to include captions for accessibility. Meeting these legal requirements not only ensures compliance but also creates a more inclusive experience.

For instance, in the United States, the Federal Communications Commission (FCC) mandates accessibility for certain types of online content, emphasizing the importance of captions.

How to Implement Closed Captions in Webinars

Step 1: Choose the Right Webinar Platform

When you opt for a trusted platform like Airmeet, you gain instant access to built-in tools for closed captioning. Evaluate multiple platforms and their features to ensure that you choose one that meets your accessibility requirements.

Key Features to Look For:

• Automatic speech-to-text transcription
• Support for live captions
• Options for translated captions

Step 2: Use Reliable Captioning Tools or Services

Invest in professional captioning services or software that ensures accurate captions. Tools like Otter.ai, Rev, or 3Play Media offer high-quality captioning for webinars.

Types of Captioning Services:

• Automated Tools: Use AI to generate captions quickly.

• Human Captioners: Ideal for high accuracy and handling sensitive language.

• Hybrid Models: Combine AI tools with human editors for the best of both worlds.

Step 3: Prepare a Transcript

Creating a transcript of your spoken content helps generate captions efficiently. Use transcription services to convert audio into text before the event. This also serves as a backup file for post-webinar edits.

Best Practices for Implementing Captions

1. Focus on Accuracy

Ensure your captions match the spoken words accurately, and at the right time, without delays or glitches. Poor-quality captions can lead to confusion and frustration among viewers.

Tips for Accurate Captions:

• Hire professional translators for translated captions or subtitles.
• Include sound effects and speaker identification.
• Avoid errors in spelling, grammar, and timing.

2. Consider Cultural Nuances

When creating translated captions, account for cultural nuances. This ensures your webinar resonates with a global audience and eliminates chances for miscommunication.

3. Ensure Quality Assurance

Review and edit your captions before going live. Conduct tests to verify that captions appear at the right time and match the audio perfectly.

Types of Captions: Closed vs. Open

• Closed Captions

Viewers can toggle them on or off. Ideal for flexible viewing experiences.

• Open Captions

Always visible. Useful for platforms that don’t support closed captions.

Continuous Improvement in Captioning

1. Collect User Feedback

After the webinar, gather feedback on the captioning experience. This helps identify areas for improvement.

2. Train Your Team

Ensure your team understands the basics of closed captioning. Consider hiring a training expert to guide them.

3. Update Accessibility Metrics

As technology evolves, update your tools and practices to meet new requirements and enhance the quality of captioning and subtitles.

Wrap Up!

Implementing closed captions and subtitles in webinars is not just about meeting legal requirements; it’s about creating an inclusive and engaging experience for all participants. From improving accessibility to breaking language barriers, captions have a significant impact on your webinar’s success.

By following best practices, choosing the right tools, and focusing on quality assurance, you can ensure your webinar content is accessible to everyone, regardless of their hearing abilities, language needs, or audio access.

Make your webinar is a space where everyone feels included and empowered to participate. After all, the best events are those that leave no one behind and deliver value without any conditions.