Download our free checklist to plan, deliver, and caption flawless webinars with live subtitles, accessibility, and multilingual accuracy.
Your next webinar or virtual meeting could reach everyone or leave half the room behind. So download our live captioning & subtitling checklist for webinars and virtual meetings.
Auto-captions miss context, mishear names, and alienate multilingual or participants with hearing loss.
That’s why we’ve created The Ultimate Live Captioning & Subtitling Checklist; a free, practical guide that helps teams plan inclusive, professional, and perfectly captioned online events.
Get the step-by-step process that top companies use to make their meetings accessible, accurate, and compliant, every time.
Why You Need This Checklist
Poor captions cost more than engagement; they damage credibility and exclude people.
Research shows that over 70% of online viewers prefer videos with captions, and accessible events see up to 35% higher attendance from diverse audiences.
(Source: Global Growth Insights 2024 Live Captioning Market Report)
Whether you’re hosting a corporate webinar, government consultation, online training or hybrid meeting, live captioning is now a communication essential; not an optional add-on.
This checklist walks you through everything: from technical setup to compliance, so your event runs smoothly and every participant feels included.
What’s Inside the Checklist
✔ Pre-event preparation: What to send your captioning provider, how to brief speakers, and how to test platforms.
✔ Live delivery: Tips for keeping captions accurate and readable on every device.
✔ Post-event steps: How to finalise subtitles, transcripts, and multilingual versions fast.
✔ Accessibility compliance: Ensure your event meets WCAG 2.1 AA and public-sector standards.
✔ Partner quality check: What to look for in a live captioning or subtitling provider.
Each section is short, actionable, and built from real event experience.
Who it’s for
This checklist was created for:
- Corporate communications teams
- HR and training managers
- Public-sector bodies
- Universities, charities, and hybrid-event organisers
If you host virtual events that need to be accurate, multilingual, and inclusive, this guide is for you.
How It Helps
Save time: Follow a ready-made workflow that prevents errors before they happen.
Stay compliant: Meet accessibility and inclusion requirements (UK & EU standards).
Improve engagement: Reach international audiences and hearing-impaired participants with clarity.
Protect reputation: Ensure captions reflect professionalism and cultural accuracy.
About Transcription City
Transcription City provides professional live captioning, multilingual subtitling, transcription, and meeting support for organisations across the UK and beyond.
We combine human expertise with smart automation to guarantee 99% accuracy, ISO 27001 security, and inclusive communication for all audiences.
We’ve supported major broadcasters, universities, public-sector teams, and corporate events since 2011.
Now, we’re sharing the same internal checklist our captioning specialists use and it’s free to download.
