We get it. Working with someone new is something different. Perhaps you’re thinking about whether you’ll still get the flawless live delivery. Well, by allowing us to seamlessly slot into your audiovisual team, you will.
And we believe that, having supported hundreds and hundreds of events, this is the best way to effortlessly support an audiovisual team with an event.
To slot into an audiovisual (AV) team, the steps we take are:
- Exchange initial information
- Meet for a call, including a rehearsal
- Join the feed to provide on-demand support
- Post-event 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.
We exist to make your day simpler with clean, reliable AV integration and accountable support.
In this blog, we’ll provide a more detailed picture of how we can slot into audiovisual teams, so you know what to expect.
How exactly do we slot into audiovisual teams for events: in more detail
These are the steps we take, explored in further detail.
Exchange initial information
At first, we can exchange information over an email or a call so you can find out how we work in a partnership with AV teams. We can provide information about how we support your setup both before and during the event. You’ll set us know whether you want live captioning services, interpreting, sign language interpreting, or something else.
Meet for a call, including a rehearsal
In our call, three things can happen:
- Rehearsal
- Tech check
- Speed test
Rehearsal
Whether you have a full tech team or it’s just you, we will organise a rehearsal with you so that everyone is on the same page. This spans event delivery, receiving captions, how we can receive the audio feed, etc.
During this rehearsal, an audiovisual technical team may join us. Some clients choose to have one, some don’t – normally, it depends on how big the event is.
Tech check
Within this call, we’ll have a tech check looking at
- Audio
- Video
- And the live captions, interpreting or BSL
You’ve probably been through this countless times, but if you haven’t, audio-wise, we’ll test microphones, check audio levels and quality, ensure our talent can hear a clean feed and check any audience Q&A audio routes.
Video-wise, we’d want to know that presentation slides display correctly, check that the screen sharing is working, and test pre-recorded videos.
We’ll also test the live captions or whichever service you have opted for so that the viewer has the best experience possible.
Speed test
Then, a speed test will check the internet connection for things like upload/download speed, latency, jitter and packet loss.
This can all take place remotely. Whether we provide support remotely or in-person, the output is the same. This was the case with our project with SAVE Britain’s Heritage’s live event that we provided live captions for.
“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.”
Stephen Sheriff, Creative Producer, SAVE Britain’s Heritage
Join the feed to provide on-demand support
On the event day, our project managers are available on WhatsApp for any questions as part of our dedicated account management. That keeps things running smoothly and provides you with reassurance.
We will need to receive the audiovisual feed from your stream so that we can join the feed with our live captioner. You can use any platform you like to send it to us, but we would recommend Google Meet, Zoom or Microsoft Teams.
We can oversee the stream and be on-hand to support, if called upon.
Post-event support
Following the event, before sliding out of your AV team, we can still support.
By copying the script from our server, we can provide a raw transcript of the live captions in a Microsoft Word document. Please note that this isn’t a transcript with time codes and is just a copy of the captions.
We can also support with subtitling the live stream recording or providing audio introductions and audio description services.
We’re also keen to get feedback on how you through the event went and your thoughts on our services.
Conclusion
We’re confident the event will go be looking at the next time we can fit into your audiovisual team.
Whether it’s live captions, spoken language interpreting, sign language interpreting, live audio description or something else, we’ve got you covered.
Contact us today to secure our services for your event.
FAQs
Our live caption services are delivered as either open or closed live captions by a stenographer or respeaker. To do this, our selected project manager and the live 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.
You’ll also need to decide whether you want AI live captions or human captions as the workflow.
Yes, we can work with clients who bring their own devices (BYOD setups). This is typically just for smaller, more intimate events as typically, we will work with the audiovisual team.
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 and capture cards.