Creating More Accessible and Inclusive Events
At Crowdcast, we want every event to be as accessible and inclusive as possible. While we continue to expand our accessibility features, hosts can take steps today to help attendees participate fully in their events.
Accessibility can mean different things to different people—whether it's captions and subtitles for hearing accessibility, audio descriptions for vision accessibility, translation tools for language access, or sensory-friendly practices for attendees who are sensitive to sound and visual stimulation.
As a host, you can help attendees access these tools and resources by sharing information before and during your event. Below are recommendations and resources you can include in your event description, attendee emails, slides, or event chat.
By following these tips, you'll help create a more accessible, inclusive, and welcoming experience for all attendees.
Live Captions
Can Crowdcast generate captions automatically?
Crowdcast does not currently generate built-in live captions. Attendees can enable captioning through their device or browser settings. Please visit our support article dedicated to explaining how to do this.
In Google Chrome, open Settings and select Accessibility from the left-hand menu to access Live Caption and other accessibility options.
Subtitles When Sharing Slides
Adding subtitles to presentations
If you are presenting slides, you can use presentation software that supports live subtitles before sharing your screen.
Recommendations for Hosts
Test subtitles before the event starts.
Use high-contrast slide designs.
Avoid small text.
Speak clearly and at a moderate pace.
Optional Video Demonstration
Watch this demo to learn how to add subtitles when sharing slides during your event. Subtitles will also appear in your replay.
Audio Descriptions for Visual Content
Many attendees with low vision or blindness rely on spoken descriptions of visual content.
Recommended Practices
When presenting:
Introduce yourself when you begin speaking.
Describe important visual elements shown on screen.
Read key text aloud rather than assuming attendees can see it.
Describe charts, diagrams, and demonstrations.
Explain visual changes during screen shares.
Example
Instead of:
"As you can see here..."
Try:
"The chart shows website traffic increasing from 5,000 visitors in January to 12,000 visitors in June."
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.
Chrome Live Captions – Captions and Translations at the Same Time!
For attendees who need translated captions
Chrome Live Caption supports caption translation in supported languages. Attendees can configure these settings within Chrome. 🔗 How to enable Live Captions in Chrome
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.
Optional Video Demonstration
Recommendations for Hosts
Share presentation materials before the event when possible.
Avoid excessive slang or jargon.
Speak at a consistent pace.
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 above, or this video below in your event emails or chat instructions so attendees can translate messages during live sessions.
Optional Video Demonstration
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.
Common Questions
Does Crowdcast provide built-in captions?
No. Attendees can use browser-level or device-level captioning options.
Can attendees translate captions?
Yes. Chrome Live Captions may provide translation options depending on the language.
Should hosts describe visual content?
Yes. Verbal descriptions help attendees who cannot see the screen or who are joining by audio only.
Can accessibility information be shared before the event?
Yes. We recommend including accessibility instructions in:
Event descriptions
Registration emails
Reminder emails
Chat messages at the start of the event
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.
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.
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.
Accessibility Checklist for Hosts
Before going live:
✓ Captions instructions shared with attendees
✓ Slides use large, readable fonts
✓ Visual content can be verbally described
✓ Presentation materials tested
✓ Speakers briefed on accessibility practices
✓ Agenda shared in advance
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].
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