Event Captioning

Event Captioning

Whether an event is hosted in person or held virtually on a platform such as Zoom, it is important that it is accessible to those in attendance. The guidance for live, in-person events and live virtual events is slightly different since the virtual events rely on technology to deliver the content. Please consult the table below for guidance on captioning for the various event types on campus, and refer to the linked pages for more detailed information on captioning for in-person and virtual events.

Live In-Person Events

Live Virtual Events

Event TypeCaptioning Guidelines
Large, university-sponsored, Flagship event that is open to the public without registration where the audience is largely unknown (i.e., Commencement, Fall ConvocationLive Event: Screens used at the event should have human-edited captions displayed, or an alternate option for captioning should be provided.

Virtual Event: Human-edited captions must be available.
Required campus events for all students, faculty, staff or any combination of these constituents (i.e., Orientation, faculty meeting)Live Event: Must include a visible Accommodation Statement in all marketing and communication materials with a clear way to request captioning.

Virtual Event: Zoom Captioning Must be Turned on by Meeting/Webinar Host.
Department or Organization-Sponsored Events Open to Persons Outside the University (i.e., conferences, Speakers, community classes, parent informational meetings)Live Event: Must include a visible Accommodation Statement in all marketing and registration material with a clear way to request captioning.

Virtual Event: Zoom Captioning Must be Turned on by Meeting/Webinar Host
Department or Student-Sponsored Events that Require Registration to attend Live Event: All Registration Forms should also include an Accommodation Statement and a clear way to request captioning.

Virtual Event: Zoom Captioning Must be Turned on by Meeting/Webinar Host
Student Club and Organizational MeetingsLive: Known audience is assumed. Coordinate with SDS for accommodations if a member of the club or organization needs captioning.

Virtual: Recommendation to turn on Zoom Captions
Departmental Meetings and EventsLive: Known audience is assumed. Coordinate with EORC for accommodations if an employee needs captioning.

Virtual: Recommendation to turn on Zoom captions.

Accommodation Statement

All events, whether in person or virtual, must include an accommodation statement on all promotional, marketing, and registration materials that provides a clear way for attendees to request accommodations due to a disability. The following statement can be modified to fit your organization’s needs:

If you require special assistance relating to a disability, please contact (enter name, number of contact person, email of contact person) at least XX days before the event.

Accommodations such as sign language interpreters and some forms of live captioning require a longer lead time, so please consider that as you promote and advertise your event.