Event Production & Audiovisual Teams
An accessibility partner for your event production and audiovisual teams.
Make every event smooth with flawless live delivery
It’s not easy working behind the scenes of an event. Trust us, we know that, having supported hundreds and hundreds of events.
You’ve got plenty of risks — caption feed breaking, latency, working with another supplier’s kit, timings and more.
But we exist to make the process simple with our expertise.
We effortlessly slot into your audiovisual team, meet with you for a rehearsal and join the feed to be on hand to support. We can also speed-test remotely. Plus, you can bring our expert project managers into a tech call for accountable, human support.
With our support, you can provide a technically sound event, a tight run-of-show, smooth speaker handovers, seamless captions and a more accessible environment for the audience.
Our Services
- Live captions, both on-site & remote
- Live audio description
- Sign language interpreting
- Spoken language interpreting
- Interpreting equipment provision, such as booths and headsets
- Transcription
- Translation of event materials
- Desktop publishing (DTP) of event materials
- Subtitling services
- Easy read, large print & braille materials
- Guidance on accessible signage & displays
- Accessibility consultation
- Live production and rehearsal support
- A partner for your event calendar
- Dedicated account management
- Compliance guidance and support
Our dedicated support helps your event run smoothly. So well, in fact, it should make you want to come back time and time again.
And don’t forget, we’re ISO-certified and GDPR-compliant. That means that we make sure your live captions are secure, follow our trusted workflows and securely handle any files or materials that we are provided with.
Ready to get started? Contact us today and find out why we are rated highly on Trustpilot.
“Even working remotely, the live captions were supplied brilliantly and helped make the event accessible to so many more people. We can happily recommend the service.”
What does our process look like?
Our process begins with a chat once you have reached out.
We can jump on a call with you and a member of our project management team, who can talk through how our partnership with production and audiovisual teams works.
You can also hear about how we support your setup before and during the event, including on-site support if required. That being said, from our side, we support projects — such as live captioning — the same if we are remote or in-person.
Before the event, we will organise a rehearsal with your tech team so we are on the same page about how you want to deliver the event, receive captions, how we receive the audio feed and more.
Around the event, we are available on WhatsApp for any questions.
On the event day, we need to receive the audiovisual feed from your stream. You can send the feed to us using any platform you would like, though we would suggest Microsoft Teams, Zoom or Google Meet. Then, we can join the feed with our captioner.
Throughout the journey from getting your production or audiovisual team ready to turning your laptops off after the event, our dedicated account management is here for you every step of the way.
Events that run smoothly for you
Keeping things running smoothly is what we do, for you.
Forget visible on-screen errors; we’ll do such a good job that your confidence in live captioning for events will never be higher. You won’t want to risk it without captions or go for a cheap tool that underperforms.
Depending on the size of your event, we can work with your own device (usually for smaller, more intimate events) but, typically, we will work with the audiovisual team.
We’ve said enough about ourselves now. Come and try us for yourself and see what all the fuss is about.
How long have you supported production and audiovisual teams for?
Since we were founded in 2014, we’ve supported production and audiovisual teams on hundreds and hundreds of projects.
Why should we choose you over another provider?
You should choose VoiceBox over another provider because not only do we have the experience, but we also seamlessly fit into your existing team as an accessibility partner, providing dedicated account management.
Accessibility and multimedia are our main focuses and align with our mission at VoiceBox, rather than being an add-on.
Can you provide repeat support over an event calendar?
Yes, we can support your whole event calendar, not just a single event.
Can you fit into my audiovisual team?
Yes, we can fit into your existing audiovisual or production team to act as an extension of your team. That way, we can provide seamless support to help everything flow smoothly.
What accessibility support do you provide events?
We provide events with lots of accessibility support, including:
- Live captions
- British Sign Language (BSL) interpreting
- Live audio description
- Accessible documents
- Transcription
- Translation of event materials
- Guidance on accessible signage and displays
- And more
Is VoiceBox ISO certified?
Yes, by being part of the Wolfestone Group, VoiceBox holds three ISO certifications. VoiceBox boasts an upgraded ISO 27001:2022, the latest revised international standard involving global information security management systems. We also have the ISO 9001 certification for quality management and renewed ISO 17100:2015, which outlines how we take care of translation services.
How are your live captions delivered?
Our live captions are delivered as either open or closed live captions by a stenographer or respeaker. To do this, our selected project manager and the captioner need to receive the audiovisual feed of the client’s stream and join it.
Most of the time, we work with stenographers, so they will listen and type in real-time, and the client will receive the captions on an HTML web page that they can embed on their screen or stream.
This depends on your requirements, which will be discussed in the rehearsal.
How quickly can you set up live captions?
If you need live captions set up quickly, we can provide rapid deployment for last-minute requests.
That being said, for larger events, we always recommend setting up in advance.
Which platforms and technologies do you integrate with?
Our live captions integrate seamlessly with major conferencing tools and AV systems, including Zoom, Microsoft Teams, Google Meet, and live streaming platforms.
When you reach out for live captions, what information do we need?
The information we need for live captioning projects includes the date, the time, the number of sessions, and the run of show. This makes it possible for us to find live captioners available for all the sessions.
Do we get a rehearsal for our event?
Yes, our project manager will organise a rehearsal for your event.
For example, for a rehearsal for live captions, this session or call will be with the client’s tech team to agree on how they want to deliver the event, how they want to receive the captions, how we receive the audio feed and similar information. During this rehearsal, we may be joined by an audiovisual technical team. Some clients do, some don’t – it depends on how big the event is.
Do you work with Bring Your Own Device (BYOD) setups?
Yes, we can work with clients who bring their own devices (BYOD setups). This is typically just for smaller, more intimate events as normally, we will work with the audiovisual team.
Can VoiceBox provide interpreting equipment hire?
Yes, at VoiceBox we can provide interpreting equipment hire, this could include:
- Booths
- Headsets
- Audio interface
- Microphones
- Transmitters (RF/FM or IR)
- Laptops
- Machines/monitors
- Capture cards
Do you provide post-event support?
Yes, we provide post-event support, such as transcripts of the live captions. We can copy the script from our server, put it in a Word document and send it to the client. Note that this isn’t a transcript with time codes, simply a copy of the live captions. We can also support with subtitling the live stream recording.
Get in touch
Let's have a chat! We offer free consultations, honest advice and demos so you can explore what's possible before making a decision.