Multimedia localisation projects can be exciting. New markets! New audiences! New opportunities to make your content accessible to everyone, everywhere (at least that’s how our motto goes).
But before the subtitles are written, the voiceovers recorded or the captions timed, there’s one crucial step:
Scoping.
Get scoping right, and your project runs smoothly, stays on budget and delivers real impact. Rush it, and things can quickly become complicated.
At VoiceBox, we’ve supported brands, universities, production teams and global organisations with multimedia localisation and accessibility projects of every shape and size.
Here’s how to scope yours properly from the start.
Start with the purpose, not the process
Before you dive into file formats and language lists, ask:
- Who is this content for?
- Where will it be published?
- What does success look like?
- Is this project about growth, compliance, accessibility — or all three?
Clarity at this stage prevents scope creep later. And importantly: accessibility shouldn’t be an afterthought. If your content is going global, it should also be inclusive.
Define your deliverables clearly
“Subtitles in five languages” sounds simple. But what kind of subtitles?
When scoping a multimedia localisation project, you’ll need to specify:
- Subtitling or captioning? (Are you including sound cues and speaker IDs?)
- Burned-in files?
- Which file format? (SRT, VTT, STL, SCC, etc.)
- Character limits and reading speed requirements?
- Platform specifications? (YouTube, broadcast, internal LMS)
- Voice overs services (single voice or multi-voice? Neutral accent? Lip-sync or non-sync?)
- Audio Description services (AD)
- Sign language interpreting (e.g. BSL or ASL)
- On-screen text translation
- Transcripts
The more detailed the scope, the smoother the production.
Identify your target languages
Of course, a simply piece of advise is that, as part of your scoping, you need to choose your target languages.
However, we are also going to advise considering your target languages in more detail.
For example, “Spanish” isn’t always just Spanish.
Are you targeting:
- European Spanish?
- Latin American Spanish?
- A specific regional market?
Think about where your audience is based and whether you need translation, localisation, region-specific adaptation, and cultural transcreation rather than direct translation.
Consider accessibility from the start
Of course, we may be a bit biased here (just a bit). But, this is what we are passionate about after all.
Accessibility is where many projects fall short.
Accessibility isn’t an add-on. It’s a core part of responsible content creation.
When scoping, consider:
- Do you need closed captions for deaf and hard of hearing viewers?
- Is Audio Description required?
- Should colour contrast or on-screen text size be reviewed?
- Are you aligning with accessibility legislation in the UK, US or elsewhere?
And, remember that if you’re distributing content publicly, accessibility compliance may not be optional.
Review your source materials
Before localisation begins, audit what you already have.
Here’s another bullet point list from us to you:
- Is the script final?
- Are brand glossaries available?
- Do you have pronunciation guides?
- Is the video edit locked?
- Are separate audio stems available?
Late script changes and re-edits can significantly affect cost and timelines.
A stable source file = a stable scope.
Budgeting: Plan For The Full Production Journey
When scoping multimedia localisation projects, budgeting is for a full production workflow.
Your project may involve translation, review, subtitling, caption timing, audio post production, voice over recording, etc.
The final cost will also vary based on language count, content length, turnaround time and whether you’re using AI, human specialists or a hybrid approach.
AI can support high-volume or internal content efficiently. Human-led localisation is often essential for brand campaigns, technical subject matter or regulated sectors.
The key? Define the scope before you define the spend!
Choose the right workflow
Not every project needs the same localisation model.
AI solutions are ideal for rapid scaling and multilingual reach.
Human specialists bring creativity, brand sensitivity and contextual accuracy.
At VoiceBox, we guide you towards the approach that fits your goals (not just the latest shiny technology).
Final Thoughts: Scope Smart, Scale With Confidence
Multimedia localisation is about creating media that feels natural wherever it’s viewed.
When you scope carefully from the start, your project becomes predictable, scalable and impactful. And when accessibility is embedded from day one, your content reaches further.
If you’d like support shaping your next multimedia localisation project, VoiceBox is here to help.
Let’s make your content accessible to everyone, everywhere.