Live Event Captioning

A Booking Deposit of 20% of total Fee is due at time of booking the service. If you terminate services more than 24 hours prior to the start of agreed rental term, all but a 10% non-refundable charge will be refunded. No refunds are provided for cancellations or rescheduling of dates within 24 hours of event date.

Our hourly rate is $140 per hour. We book for a minimum of 3 hours per captioning assignment. Included: pre-event venue assessment, meeting with AV team to coordinate screen placement, power supply, audio connect for captioners to hear perfectly, and captioner seating, post-event (second) spell check and complementary transcript.

At least two weeks in advance, in order to assure our availability.

At this moment, for our live event captioning, we primarily service the municipality of Toronto, Ontario, Canada area.

  • Paying the deposit, and providing payment balance no later than service date
  • Booking at least two (2) weeks in advance of the event
  • Advance notice of videos – providing captioned videos whenever possible
  • Providing a dedicated captioning screen, arranged as close to the presenter(s) as possible
  • Advance notification to attendees of the specific accessibility service provided
  • Comfortable seating for captioners and full-sized worktable(s)
  • Advance notice of speaker names, speaker order, specialized terms used
  • Arranging liaison with AV team and venue access pre-event
  • Access to venue sound system hookups at the event
  • Ensuring event timelines, especially breaks, start, and end times are adhered to

For cancellations or rescheduling of dates within 24 hours of the event date, no refunds are provided. A 10% of total billed cancellation fee will be charged from your deposit if cancelled with more than 24 hours notice.

Full Advance Payment at time of booking will incur a 3% discount.

Pre-event Booking Fee of 20% and balance paid on the date of service provided will be at full cost.

Pre-event Booking Fee of 20% and balance of payment after the date of service provided will incur a 3% late fee.

We require 20% booking deposit to confirm your order, which can be refunded if you wish to pay the full amount separately later in an invoiced amount. However, should you invoice after the date of service, a 3% late fee will apply.

Some of our clients elect to pay by direct deposit, on the day of the event.  Please let us know if this is an option you wish to consider. Please note: if arranging direct deposit payment, it may require up to 20 business days’ on your part to arrange. 

POW Hearing currently offers the following forms of ALDs:

  • FM systems: a wireless transmitter sends sound to multiple wireless receivers, WiFi audio streaming directly to smartphones – Android and iPhone
  • Hearing loop systems: a transmitter sends sound to a hearing aid, cochlear implant, or hearing loop receivers
  • Wireless transmitter sends sound to multiple All-In-One wireless headsets
  • Hybrid custom systems from PRO, consumer, and ALD audio

ALDs stands for Assistive Listening Devices. POW uses many different types of ALDS, to transmit sound from videos, presentations, music, or other audio sources, to listeners who require assistance to overcome issues such as background noise, distance from the speaker, low hearing, attention or auditory processing challenges, or to increase volume to a comfortable listening level for anyone.

FM assistive listening systems consist of a transmitter connected to a sound source (a microphone, or mixer board), and as many wireless receiver body-worn units as there are people using the assistive listening system.  Because each listener has their own preference for how to get the sound received into their ears, we also provide multiple options for connecting to the FM receivers, such as earbuds, headsets, stetho-style headsets (think doctor stethoscope), and neckloops.

WiFi audio streaming systems consist of a transmitter connected to a sound source such as a mixer board, which sends the sound to cell phones, via a wireless access point (a dedicated router).  Depending on router strength, more than 100 simultaneous listeners can access the WiFi wireless access point. Smartphones, preloaded with the WiFi streamer app, act as receivers. Listeners can bring their own headphones, earbuds, or neckloop to connect to their phone. We can also provide the listening apparatus for your event attendees.

Hearing loop systems consist of a transmitter connected to a sound source such as a microphone or mixer board, TV, or computer, which sends sound to an amplifier and then along an antenna wire which is looped around the area where the listeners will be (either sitting or standing).  There are multiple ways for listeners to receive the sound travelling through a hearing loop system, including directly to their telecoil-equipped hearing aid(s), cochlear implant(s), using a telecoil-equipped hearing loop receiver, or a direct audio feed with a headset from a hearing loop amplifier.

Unlike other assistive listening systems, loop systems:

  • Require (for those with T-coils) no pick up and remembering to return portable receiving units and headsets.
  • Require purchasing/maintaining/replacing fewer portable receiving units (for those without T-coils).
  • Use a universal magnetic signal, which works no matter the location or hearing instrument brand (FM systems operate on differing frequencies, requiring receivers for each venue).
  • Are inconspicuous: No need to display “I am hard of hearing!” Loop systems offer an easy and invisible solution to an invisible problem, thus are much more likely to be used.
  • Work in transient situations: They can serve the hard of hearing at ticket counters, teller windows, drive-through stations, airport gate areas, and train and subway stations–venues where other assistive listening systems are impractical.
  • Is hearing-aid compatible? There’s no need to juggle between hearing aids and headsets (for example, when shifting from sermon to singing during worship).
  • Preclude bothering others nearby with sounds leaking from the headset. Sound broadcast through hearing aids is contained within one’s ear.
  • Afford flexible use: Can allow either direct listening or loop broadcast modes, or both.
  • Deliver personalized in-the-ear sound . . . customized by one’s own hearing aids to address one’s own hearing loss.

Are, for all these reasons, more likely to be used–and to be increasingly used, once installed (as people purchase future aids with T-coils). Loop systems can, thanks to portable receivers, serve everyone including all who are served by existing systems. But, given telecoils, they are much more likely to be used—and therefore to cost less, per user. Moreover, it is those who most need hearing assistance who are most likely to have telecoils.

Source: http://www.hearingloop.org/fq_preferred.htm

A telecoil, or T-coil, is a small wire coiled around a rod, located inside of a hearing aid or cochlear implant.  A telecoil works as an antenna, picking up the sound sent through the hearing loop system amplifier, and sending it into a hearing aid or cochlear implant.  Listening via telecoil ensures background noise is eliminated, and that sound is customized to the settings of the person’s’ hearing aid or cochlear implant.

If your hearing aid or cochlear implant has a telecoil, you can activate it via a ‘t-switch’ setting, which is programmed into your device.

Telecoil receivers are the best means listening to an assistive listening system, as the sound is adjusted according to the settings which are set to the particular needs of the listener.  Many other assistive listening systems require a special, extra device to receive sound. With a hearing loop system, the potential is that most listeners will be able to receive sound directly into their existing personal listening device – their hearing aid(s) or cochlear implant(s).

All-In-One headset systems consist of a transmitter connected to a sound source such as a microphone or mixer board, which sends the sound to multiple headsets, via a wireless signal. At this time, we only offer headset options with this system, not neckloops.

Depending on your needs, we can mix and match any of our systems to create solutions that work for you.  Let us know what the desired end result is, what systems currently are in operation in your venue, and how your listeners prefer to receive sound.  Together, we can co-create your custom assistive listening solution.

  POW Hearing Live Event Captioning CART
Pre-event Preparation Including Venue Assessment Visit site, meet AV team, review seating plan, discuss line of sight and dedicated screen placement, prepare captioner hearing assist system hookups, arrange healthy seating for captioners and review video being shown. Get address, arrive 15 minutes prior, arrange power supply.
Set Up Requirements Mixer board output cable for sound, ergonomic seating, full-sized worktable, information regarding speaker names, order, break times and presentation format. Power support and basic seating.
Minimum Hours Booking 3 hours paid, in return for 3 hours worked. 4 hours paid, one of which is billed at full rate = 3 hours worked for 4 hours paid.
Transcription Technique Single-keystrokes, near verbatim transcript, team captioning with trading off every 20 minutes, software used is Microsoft Word, and using assistive listening to capture every word so captioners hear clearly. Specialized phonetic keyboard (English sounds grouped together), specialized software, near verbatim transcript, captioner does not use an assistive listening system, and may have more (inaudible) moments in transcripts.
# of Captioners 2 1
Need to take Breaks? Non-stop production. Yes, must have a break after a specified time.
Spell Checked and Free Transcript? Ongoing, then again in post-production. Complementary transcript 24 to 48 hours post-event. Ongoing but not in post-production. Transcript copy may incur an additional fee.
On-Site Service Coordinator Yes, included for the first hour of event. No.

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