Event Overview
Caption Pros has been a trusted captioning partner of a multinational technology conglomerate for over ten-plus years. In addition to captioning their large corporate events, we provide realtime captions, an .SRT for postproduction captions, and an immediate verbatim transcript for the company’s quarterly earnings call. The earnings call is held by the C-suite executives for investor analysts. It is streamed live on YouTube for stakeholders and the general public to follow along. In tandem with the livestream, the C-suite executives have access to a secure platform to view the realtime captioning of the Q&A from investors.
The Quarterly Earnings Call schedule includes:
- An introduction
- Executive presentations
- Live Q&A with analysts
- Closing remarks
Event Challenges
- High-stakes content where every word is intentional and impactful
- Dense technical jargon and company-specific terminology
- Captioner connection via a managed asset with specialized encoder connectivity requirements
- Captioning software that requires full IT compatibility for the live event
- Monitoring a fully remote communication channel throughout testing and the live event
- Multiple touchpoints with different internal teams
- Simultaneous caption delivery to two separate outputs, each tailored to a different audience and display environment, with the production team managing the encoding process
- Time-constrained editor support behind the scenes, refining the live captioner’s work to deliver a fully edited transcript within minutes of the event’s conclusion
- Additional audio recording setup requirements for realtime editors
- Caption accuracy is critical to enable analysts to deliver accurate market insights
Caption Pros Solution: A Comprehensive Dual Captioning System
Our captioning team built a customized workflow specifically for our client’s quarterly earnings call. The event’s complexity requires two live captioners: a captioner for the livestream and transcript production and a captioner for the executive Q&A. The livestream captioner provides captions for the entire event on YouTube, including the realtime transcript production. The second captioner delivers captions exclusively to executives via a secure Web link. Alongside these two captioners, there are also two additional editors editing the livestream captioner’s transcription in real time to deliver a verbatim transcript immediately after the event concludes.
With multiple platforms and caption workflows, the event demands precision from our captioners and technical expertise before, during, and after the event to ensure a seamless flow of information. Our team built a solution that optimized caption accuracy while seamlessly integrating the organization’s production goals and internal workflows.
Custom Preparation
Complex events like these don’t just happen on the fly, and our team knows that. Our livestream captioner, building on previous experience with the client, proactively modified their caption workflow and created a standardized preparation plan for the call. The custom framework allows our captioners to reference it each quarter and sets our team up to be prepared for the call with minimal direction from the client. Our team:
- Routinely updates corporate-issued devices to preserve compliance and highly privileged access to platforms and encoders
- Developed and continuously revises an organization-specific dictionary
- Maintains access to additional software needed to connect to production technology and the organization-specific platform
- Integrates an additional audio recording for realtime editors
- Creates templates for accurate formatting prior to event to comply with client-specific requests
- Reviews prior event scripts and leverages this information for the upcoming event
Livestream Captions
The livestream captions capture the entire event, including the call operator’s introduction, any live or prerecorded presentations, and the live Q&A. They are livestreamed to YouTube and serve as the initial captions for the verbatim transcript. Using company-managed software, our team connects directly with the organization’s production team to send the captions to a captioning encoder. From there, the production team routes the realtime captions to YouTube as closed captions. The livestream captioner also edits any speaker scripts shared in advance and creates speaker IDs for all executives and analysts to ensure accuracy and clarity.
Executive Captions
The second captioner is only captioning the analysts’ questions for executives, providing them with key documentation to reference during the live Q&A without needing to ask for information to be repeated. We make the executive captions accessible via a secure link and viewable in a separate browser to uphold the event’s security. The investor relations and communications team also have access to the secure link.
Post-Event Transcript
In addition to the realtime captioning, Caption Pros provides a rough draft within ten minutes of the call ending and a verbatim transcript within one hour. This service requires two additional editors as the event is being captioned. Our standard setup is adjusted to provide both editors access to the quarterly call’s audio feed. Working a few minutes behind the livestream, the first editor refines the captioner’s live text. The second editor conducts a final review to ensure every line is polished and accurate before the transcript is delivered at the event’s conclusion.
The Results
The result is a trusted partnership with a seamless captioning workflow every time. What we accomplished:
- Provided closed captions for 100K + viewership
- Compliance across ADA and WCAG
- Delivered a verbatim transcript for media and legal use
- Empowered executives with essential information for a successful Q&A
- A seamless quarterly call with multiple synchronized caption workflows
How Caption Pros Delivers
We begin delivering long before the call goes live. Whether it is building custom dictionaries, preparing secure links, creating estimates for budgets, or maintaining privileged access, Caption Pros goes the extra mile to ensure our clients receive superior service. Our team is tested and ready hours before the event, double-checking connections and prepping scripts to ensure that when the call goes live, accurate captioning is non-negotiable. Captioning for a complex technical setup like this takes laser focus on realtime captions. It also requires incredible composure and awareness of how the captions are displayed across all outputs. We are always monitoring all technical connections. If an encoder connection goes down, we quickly reconnect. Fast action doesn’t just happen; it comes from technical expertise, confidence, and the preparations most event planners never see us undertake. Our captioners maintain their composure in high-profile events like these. With a wealth of experience and internal planning, Caption Pros continues to deliver 99.5%+ accurate realtime captions, immediate verbatim transcription, and a partnership built over years of performance. Set up a free consultation to learn more about our award-winning services today!