At Crowdcast, we want every event to be as accessible and inclusive as possible. We’re working to expand the options available so we can better meet a wide range of needs.
Accessibility can mean different things to different people — whether it’s captions for hearing accessibility, audio descriptions for vision accessibility, translations for language access, or sensory-friendly practices for those sensitive to sound and visuals.
As a host, you can help ensure attendees have the tools and information they need to participate. Below are practices and resources to share with your audience ahead of time, in your event description, an email to attendees, and in the chat.
👉 Tip: Include one of the links or details below in your event description, slides during your live, email to attendees, or the chat so attendees know how to enable captions before the event begins.
1. Live Captions
Attendees may prefer or require live captions during events. Crowdcast does not generate captions directly in the platform, but participants can enable system-level captioning on their device. Please visit our support article dedicated to explaining how to do this.
2. Chrome Live Captions – Captions and Translations at the Same Time!
For those using the Chrome browser, there’s an extra accessibility option that combines captions and translation:
Real-time captions for all audio played in the browser.
On-screen translation of captions, without leaving the event page.
Movable caption box that can be dragged anywhere — even onto a second monitor — so it won’t cover the Crowdcast stage.
Works on Windows, macOS, and ChromeOS.
👉 Tip: Encourage attendees to try this if they want captions and translations at the same time.
3. Registration Support
There are multiple ways attendees can register for a Crowdcast event:
Directly through your event link
Via manual registration by the host (adding an attendee’s email address if they encounter a barrier)
⚠️ Consider avoiding custom registration fields unless they are essential. Extra fields can slow the registration process and may be a barrier for some attendees.
👉 Tip: As a host, review the options that work best for your audience to register, and please ask us if you need support.
4. Translating the Chat
Some attendees may prefer to participate in a language different from the event’s main language. A simple solution is using the Google Translate browser extension, which can instantly translate Crowdcast’s chat window.
Edge: You do not need to install a separate extension to get translation in Microsoft Edge, as it is a built-in feature powered by Microsoft Translator. To use it, simply visit a webpage in a foreign language, and an icon will appear in the address bar to translate the page, or you can right-click the page and select the "Translate" option. You can customize the languages Edge offers to translate in the Settings menu under Languages.
👉 Tip: Include these links, or this video below in your event emails or chat instructions so attendees can translate messages during live sessions.
5. Inclusive Event Practices
Here are a few options to make your event more accessible:
Audio Description for Replays: After your live session, you can download the MP4 recording and create an audio-described version. This can be uploaded as:
A new and separate event, or
A replacement to the original video, or
A second session within the same event.
6. Gathering Feedback on Barriers
We know accessibility needs vary widely. If your attendees encounter barriers, we want to hear about them. Please encourage participants to share their experiences so we can improve.
Include a line in your event communications such as:
“If you encounter any accessibility barriers while using Crowdcast, please let us know.”
Direct feedback can be sent to [email protected].
7. Best Practices for Hosts
Share captioning instructions in advance.
Test your event with a colleague and audience members who use accessibility features.
Provide slides, documents, or recordings afterward for those who may need to revisit content.
Keep registration simple and quick.
Use pinning to highlight interpreters or speakers.
Consider offering audio-described replays for low-vision or blind users.
Offer translation tips for chat.
Recommend Chrome Live Captions for captions + translations that can be moved to a second screen.
8. Sensory-Friendly Event Design
Some attendees may have sensory sensitivities or disabilities that make certain event environments overwhelming. As a host, you can make your event more welcoming by being clear and thoughtful about sound, visuals, and expectations.
Sound:
Avoid sudden loud sounds (like audio clips or applause tracks).
Let attendees know in advance, in the event description, if music or high-volume audio will be played.
Provide alternative ways to access content (slides or transcripts) for those who need lower volume.
Lighting and Visuals:
Avoid flashing lights, strobe effects, or rapidly changing visuals.
Mention in advance if any strong visual effects will be used.
Use high-contrast slides and avoid overly busy backgrounds.
Set Expectations Clearly:
Tell attendees what to expect (format, timing, breaks, Q&A).
Clearly state in the event description and marketing who the event is for so participants know if it’s a good fit.
Accessibility Options:
Be transparent about what you are offering (captions, interpreters, audio description).
If something isn’t available, and your audience requires it, say so upfront.
Provide a Contact Person:
Share a name, email, or phone number attendees can use to ask questions about accessibility before the event.
Other Sensory-Friendly Practices:
Offer recordings or replays so attendees can pause, rewind, or rewatch.
Build in short breaks for longer events.
Share slides or event materials in advance when possible.
👉 Tip: Even if you cannot meet every need, communicating clearly and early helps attendees make informed decisions and builds trust.
✅ By following these tips, you’ll be enabling more attendees to have a more accessible, inclusive, and sensory-friendly Crowdcast experience.
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