VITAC Live Captioning for Meetings and Web Conferences

For Meeting Participants

If VITAC Live Captioning Services have been scheduled for your upcoming audio or video meeting, you will have access to live, real-time captions displayed in an easy-to-use streaming text window called the VITAC Internet Captioning Services (ICS) Streamer – or ICS Streamer.

How to Access VITAC Closed Captioning for your Audio Meeting:

  • Before the Conference* – In your meeting confirmation email, your meeting organizer will provide you with a link to the ICS Streamer. This will allow you to access VITAC’s high-quality, live captions during your meeting.

*We suggest you dial into your Audio Meeting and the VITAC ICS Streamer session 5 to 10 minutes before the meeting start time to familiarize yourself with the available tools.

  • During the Conference – If you are participating in an audio meeting/conference call, you will need one browser window open which displays the streaming captions via the VITAC ICS Streamer.

Screenshot of live captioning in a separate browser

  • After Your Conference – If available, save a copy of the unedited transcript to your own computer. Note: This option is dependent on your meeting organizer’s preferences. 

ICS window with transcrit

How to Access VITAC Closed Captioning for your Video Meeting:

  • Before the Conference* – In your meeting confirmation email, your meeting organizer will provide you with a link to the ICS Streamer. This will allow you to access VITAC’s high-quality, live captions during your meeting.  Please note that you will need to log in to TWO separate websites using different links:
  1. Video meeting web link (this link will direct you to the event arranged by your meeting organizer)
  2. VITAC ICS Streamer web link. This web link will be included in your meeting confirmation email.

*We suggest you log in to the Web Conference and the VITAC ICS Streamer session 5 to 10 minutes before the meeting start time to familiarize yourself with the available tools.

  • During the Conference – If you are participating in a video meeting, you will have two web browser windows open.
  • After Your Conference – If available, save a copy of the unedited transcript to your own computer. Note: This option is dependent on your meeting organizer’s preferences.

For Meeting Organizers

To easily schedule VITAC Captioning Services for your live audio/video meeting or web conference, please visit our caption ordering site.  As you place your order, you will want to decide whether you need things like:

  • An Immediately Available Unedited Transcript (for downloading by meeting attendees)
  • An Edited Transcript (to include in perpetuity in your meeting recording)
  • Two-Way Communication between Captioner and Participants for Q&A
  • Spanish Captioning and Transcription Services

Captioning Services must be requested 72 hours prior to the event start time in order to guarantee the availability of a captioner.  Once captioning for your meeting or web conference has been scheduled, you will receive a confirmation of your captioning order, your caption Event ID, and a unique event link to VITAC’s easy-to-use streaming text window called the VITAC Internet Captioning Services (ICS) Streamer – or ICS Streamer.

You can then share a link to the ICS Streamer with your meeting attendees in two ways:

  1. You can paste the unique link from your confirmation email into your meeting invitation. This will be a separate link from the meeting event.  Please remind participants that they may need to open two separate website windows at the start of the event: one window for the meeting/conference and another window to display the captions.  (Audio conference attendees will only open one website window to view captions.)
  2. You can direct attendees to this website and provide them with the Event ID received in your caption confirmation email. Your meeting attendees can then navigate to this website and enter the Event ID in the “Confirmation” section at the top right of this website.