Live events move fast. Things come together quickly, and once you're live, there's not much room to adjust. For client-side coordinators who aren't deep in the technical details, it can be tough to know what really matters when it comes to captioning. Plug-and-play tools suggest it should all just work. But in our experience, small choices made early on tend to shape the results.

At Line 21, we've worked on a range of events—from company updates and hybrid panels to international livestreams. In each case, we've learned something. And we've seen how early decisions, even around small details, can set things up to go smoothly. And then we have our blooper reel...

Here are a few things we've learned that are worth keeping in mind:

True Testing

A run-through is always useful, but what really helps is testing the actual configuration you'll rely on during the event. That means using the same gear, connections, and platform in the same space. It gives everyone a clear sense of how the parts work together and where things need adjustment. Assuming someone's second laptop will behave as it needs to live can derail an event - use the same devices and workflow.

Create Clean Audio

Where is the audio coming from, and how is it getting to the captioning feed? That's one of the first questions we ask, and often one of the hardest to answer. It's easy to assume that if people can hear it in the room or on the stream, it's all set.

But captioners and captioning systems need a reliable and direct connection to that audio. A Google Meet live in-room, catching all ambient sound from the audience will impact your accuracy heavily. A popular, well-intentioned phrase we hear is If you can't hear us properly, follow the captions - without a clean audio stream, the captioners or the engines will be hearing the same jumble as the room.

Prepare to Share

We don't expect you to have all the answers in pre-production. But small bits of context help a lot.

• Are there panels with multiple speakers?
• Is it likely speakers will pepper speech with a second language?
• Is there a script, deck, or agenda?
• Is this your first time using this setup or venue?

These things guide how we set up, who we assign, and what kind of support we recommend.

Spinning Speakers

If you know who's presenting and have a past recording or clip, it's worth sharing. A frequent speaker will gladly share their last TED talk for the sake of accuracy and accessibility. Speakers vary wildly - a very fast speaker can derail accuracy, in the same way as an unexpected dialect or style of speaking.

It's not about polishing the captions ahead of time. It just helps us get a better read on what to expect. That makes a difference for both human captioners and AI-based systems.

Know Your Network

Internet and audio stability matter more than fancy setups. We've seen events fall apart because of a last-minute switch to a different input, or because the venue Wi-Fi wasn't consistent. A stable, tested audio path and dependable internet connection can save a lot of stress. Don't just assume it'll be fine because it worked once. Test it under real conditions, with load, if possible.

Use Us

Use the experts you are engaging for this service. If you're not sure how to explain to your client's leadership why their team are including captions, that's fine - we're here to handle those conversations. Receiving pushback on providing context? We're here for that too. Our focus is on incredible experiences for your audience, by keeping your content accessible for them in all languages.

When faced with indifference or misunderstanding, trust our passion to move the obstacles in a clear path for a greater outcome. Box-ticking exercises can still be delivered with style.

After Hours

Do you need transcripts? Are they for internal review, public sharing, or compliance? Should they include timestamps or speaker names? These things are easy to get right if they're planned for in advance, and are harder to fix later. Letting us know what the final deliverables should look like helps shape how we capture and organise the content.

We hope some of this has been useful—or at least familiar. If you've found yourself in a few of the examples above, just know you're in good company. These things happen, and we've worked through them more than once (usually with a smile and a bit of creative thinking).

If you're planning something and want a second opinion or a sounding board, we're always up for a conversation. No pressure, or hard sell - just experience.