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IN-PERSON CAPTIONING & TRANSLATION

Live Event

Captioning & Translation 

Promotion Toolkit

Offering real-time captions and translations is an effective way to make any service, event, or gathering more accessible and inclusive. Whether you’re a church, conference organizer, educational institution, or community venue, your audience won’t benefit from these tools if they don’t know they’re available. This toolkit provides practical ideas and materials to help promote captioning and translation effectively, ensuring everyone can engage fully and confidently in what you offer.
Dynamic Table of Contents

Digital & Website Promotion

Digital promotion is one of the most effective ways to make your audience aware of real-time captioning and translation services. These tools are often accessed on personal devices, so it’s important to communicate their availability online—before someone even walks through the door.
Mention available languages on your website and apps
Clearly list all languages you offer for captioning and translation on a dedicated accessibility or service information page. This helps visitors know in advance that they’ll be able to follow along in their preferred language.
Example
“Live translations available in Spanish, Portuguese, Korean, and Mandarin every Sunday.”
“Real-time captions available on any device—just scan the QR code during service.”
Church mobile app screen promoting sermon transcription and translation options. Users can read along in English, Portuguese, or Spanish during the 11:00am and 1:15pm services by clicking a button.
Create social media posts highlighting access
Use platforms like Instagram, Facebook, or X (formerly Twitter) to showcase your inclusivity. Include graphics or short videos that show how attendees can access captions and translations, and which languages are supported.
Example post
“Need live Spanish or Farsi translation during our next event? It’s easy! Just scan the QR code on screen or in your bulletin to access captions or audio on your phone.”
Include a visual showing a phone displaying the translation.
Add to your email newsletter or bulletin
Let your audience know what’s available ahead of time. Whether it’s a weekly church bulletin or a one-time event blast, include a brief explanation and link (or QR code) for accessing translations.
Example
“We’re making our services more accessible than ever. Real-time captioning and translation are now available in multiple languages—just scan the code during the service to follow along on your device.”

In-Service & Event Promotion

Even if you promote captioning and translation online, your attendees still need a clear and simple reminder once they arrive. These in-service communication tools ensure everyone knows how to access the tools and feels welcomed to use them.
Pre-service announcement slide on video screens
Display a simple, visually clear slide before the service or event begins. Include instructions on how to access captions or translations using a QR code or website link. Keep it concise and easy to follow.
Example slide text
“Need translation or captions?
Scan the QR code to follow along in your language on any device.”
Visual: Large QR code + list of available languages
Church captioning flyer with QR code for 8:45 am service. Text reads: 'Captions on your phone – When our interpreters aren’t able to be here during our 8:45 service, we offer captioning for the announcements and message. Scan the code during 8:45 am service.'
Verbal mention from stage at the start of service
Have the host, pastor, or event leader briefly explain how attendees can access the tools. A short explanation can make a big difference, especially for first-time users or guests.
Suggested script
“If you’d like captions or Portuguese translation during today’s service, just scan the QR code on the screen or in your bulletin. You’ll be able to follow along in real time, right from your phone.”
Volunteers wearing buttons or branded shirts
Station friendly volunteers near entrances and gathering areas wearing buttons, shirts, or lanyards that say things like “Ask me about translation” or “I can help with captions.” This provides a personal, approachable option for anyone needing help connecting.
Tip
Train these volunteers with a quick guide or script so they’re prepared to answer basic questions or troubleshoot.
Round button pin from Aberdeen Broadcast Services that reads 'Captioning & Translation available today – Ask Me' on a black surface.

Physical Signage & Handouts

Make translation and captioning access clear with printed materials placed throughout your venue. These visual cues are essential for attendees who may not have seen pre-service announcements or digital promotions.
Seat-back or pew cards with QR codes and instructions
Place small, easy-to-read cards in seat backs, pews, or chairs. Each card should include a QR code and a short explanation of how to access the captioning or translation options.
Example text
“Follow along with captions or translation on your phone. Scan the QR code to get started.”
QR Code
"Available in: Spanish, Portuguese, Korean, Farsi, and more."
Language-specific signs with QR codes at entrances and in lobby areas
Create clear signage in multiple languages that reflects the translation options you offer. Place these near your entrances, welcome desk, or high-traffic lobby areas.
Example
One sign in Spanish, another in Portuguese, and so on—each labeled:
“¿Necesita traducción en español? Escanee aquí.”
“Precisa de tradução em português? Escaneie aqui.”
Spanish-language sign for the 2025 Celebrate Recovery Revival Summit, providing instructions for accessing live interpretation using a phone, headphones, and QR code.
This immediately signals to non-English speakers that support is available and how to access it. Access some text templates we have already translated and made available to use here.
Table tents for cafés or gathering spaces
Use tabletop signage in cafés, welcome lounges, or community areas. These can include the same QR code and instructions but formatted for small group areas where people gather before or after the event.
Tip
Include a brief sentence encouraging guests to ask a volunteer if they need help connecting.
Promotional sign for real-time translation and captioning at an event, with instructions to scan a QR code to access content in multiple languages.

Community & Outreach Awareness

To reach people outside your immediate audience, it’s important to promote your captioning and translation services in places where your local community already engages—both physically and online.
Neighborhood mailers or door hangers
Create printed flyers or door hangers that highlight the language access available at your events or services. These are especially effective in multilingual neighborhoods.
Example message
"Now offering real-time translation in Spanish, Portuguese, and Korean during every service.
Join us this Sunday and follow along in your language on your phone."
QR Code + Service Times
Distribute these door-to-door or include them in community mailers.
Exterior signage at your venue
Install signs or banners near sidewalks, parking lots, or entrances that clearly advertise that translation is available inside.
Example
Real-Time Translation Available Here
Follow along on your phone in the language of your choice.
Available in: Spanish, Portuguese, Farsi, Japanese, Mandarin
Spanish:
Traducción en tiempo real disponible aquí
Siga el servicio en su teléfono en el idioma de su preferencia.
Portuguese:
Tradução em tempo real disponível aqui
Acompanhe no seu celular no idioma de sua escolha.
This helps passersby know they’re welcome and supported in their own language.
Local Facebook groups and community pages
Post in neighborhood or language-specific Facebook groups to announce your translation offerings.
Tip
“Looking for a place to attend services in [language]? We now offer real-time translation directly to your phone. Join us this weekend—scan for details!”
Update event listings and local directories
If your event or service is listed on platforms like Eventbrite, Meetup, Patch, or your city’s community calendar, make sure to include a note that real-time captioning or translation is available.
Example
Language access available during the event in Spanish, Farsi, and Japanese. Bring your phone and scan the QR code onsite.
Website FAQ section from CR Summits explaining that Spanish translation is available for all main sessions, with instructions to visit a web link for live audio access through a phone and headset.

Additional Support Materials

Help your audience get the most out of your captioning and translation services with easy-to-follow resources that can be used across events, venues, or online platforms. These materials are designed to eliminate confusion and empower attendees to access real-time content in their preferred language—right from their own devices.
Step-by-Step Printed Guide
A single-page handout that walks users through how to connect to live captions or translated audio using a QR code or direct link.
What to include
  • A clear headline: “Need Captions or Translation? Here’s How to Get Started”
  • Step-by-step instructions (with visual icons or numbered steps)
  • Sample screenshots of what users will see on their device
  • Device compatibility notes (e.g., “Works on smartphones, tablets, or laptops—no app required”)
  • Contact info or volunteer support mention (e.g., “Need help? Ask one of our volunteers with a yellow badge.”)
Instructional graphic from Aberdeen Broadcast Services showing how to access real-time AI-powered captions and translations on a mobile phone using a QR code, with options to choose language, adjust display preferences, and listen to voice translations.
Use this “Get Started” template to guide attendees through real-time captioning and translation access. Download and customize for your own events—available in multiple languages for maximum accessibility. Download here.
Where to use it
  • Hand out at welcome desks or info booths
  • Display at check-in stations or registration areas
  • Include in printed bulletins or welcome packet
Volunteer Training Sheet
A simple one-pager for volunteers or event staff so they can quickly explain how captioning or translation access works.
What to include
  • A quick explanation of the service
  • Answers to common questions (e.g., “What if the audio isn’t synced?”)
  • A sample script for greeting attendees and offering assistance
  • Instructions on where to direct attendees for additional help
Where to use it
  • Print for your tech team, ushers, or greeters
  • Share digitally ahead of time with volunteers
  • Post backstage or at team briefing areas
Preference Survey Template
A short survey to ask your audience which languages would be most helpful for future services or events.
What to include
  • Checkboxes or dropdowns for common languages
  • A free-response field for “Other language” suggestions
  • Option to provide feedback about the current translation experience
  • Anonymous or optional name/email field
Where to use it
  • Email or text to regular attendees
  • Include in digital bulletins or newsletters
  • QR code sign near exits (“Help us serve you better—take our 30-second language survey”)

Suggested Text for Promotion Materials

Help your audience get the most out of your captioning and translation services with easy-to-use messaging you can apply across screens, signage, handouts, and web platforms. These ready-to-go phrases are designed to remove guesswork and make it simple for attendees to connect—ensuring they can follow along in their preferred language, directly from their own devices. Whether you're hosting a weekly service, a live event, or a global broadcast, these materials help you clearly communicate what’s available and how to access it.
Use Suggested Text for:
  • Entryway posters or A-frame signs
  • Language-specific signage near help desks or kiosks
  • Restroom or hallway signs to direct attendees toward language access
  • Service bulletins or programs

  • Visitor welcome packets

  • Seat-back cards or flyers

  • Pre-service welcome slides

  • Digital signage in lobbies or hallways

  • Intermission/transition moments during events

Spanish
Portuguese
Chinese Mandarin
2-Column Table
English Spanish
Need translation? ¿Necesita traducción?
This service is being captioned and translated into subtitles and voice translations in real time, accessible directly on your mobile device. Este servicio está siendo subtitulado y traducido al instante, con subtítulos y traducción de voz accesibles directamente en su dispositivo móvil.
Scan here for live subtitles and multi-language voice translations. Escanee aquí para obtener subtítulos en vivo y traducción de voz en varios idiomas.
Get started. Empiece aquí.
Scan the QR code to access the browser-based application on your mobile phone. Escanee el código QR para abrir la aplicación en el navegador de su teléfono móvil.
No download required. No se requiere descarga.
Choose your preferred language for subtitles. Elija su idioma preferido para los subtítulos.
Select Preferences to change the appearance of the display, including font type, size, and color. Toque "Preferencias" para cambiar cómo se ven en cuanto al tamaño de fuente, estilo y color.
Natural voice translations – hear an audio interpretation of this service in real time. Traducción de voz natural – escuche el servicio en su idioma al instante.
Select your language and press play. Elija su idioma y toque "Play".
Below is a sample of what you will see: clear, accurate subtitles in your preferred language. El siguiente es un ejemplo: subtítulos claros y precisos en su idioma preferido.
Welcome to today's service! Thank you for joining us. ¡Bienvenido al servicio de hoy! Gracias por estar con nosotros.
This event features AI-powered captioning and translation provided by Aberdeen Broadcast Services. Este evento incluye subtítulos y traducción potenciado por inteligencia artificial y ofrecido por Aberdeen Broadcast Services.
Scan the QR code to access the captioning and translations in your preferred language. Escanee el código QR para ver subtítulos y traducción en su idioma preferido.
Take your phone or mobile device, open the camera app, point the camera at the QR code and tap the link that appears on your screen. Abra la aplicación de cámara en su teléfono móvil o dispositivo, apunte al código QR y toque el enlace que aparece.
Want to hear the service in your language? Scan here to get started. ¿Le gustaría escuchar el servicio en su idioma? Escanee aquí para comenzar.
Want to see the service in your language? Scan here to get started. ¿Le gustaría ver el servicio en su idioma? Escanee aquí para comenzar.
2-Column Table
English Portuguese
Need translation? Precisa de tradução?
This service is being captioned and translated into subtitles and voice translations in real time, accessible directly on your mobile device. Este serviço está a ser legendado e traduzido em legendas e traduções de voz em tempo real, acessíveis diretamente no seu dispositivo móvel.
Scan here for live subtitles and multi-language voice translations. Veja aqui as legendas em direto e as traduções de voz para várias línguas.
Get started. Comece.
Scan the QR code to access the browser-based application on your mobile phone. Digitalize o código QR para aceder à aplicação baseada no browser no seu telemóvel.
No download required. Não é necessário descarregar.
Choose your preferred language for subtitles. Escolha a sua língua preferida para as legendas.
Select Preferences to change the appearance of the display, including font type, size, and color. Selecione Preferências para alterar o aspeto do ecrã, incluindo a fonte, o tamanho e a cor.
Natural voice translations – hear an audio interpretation of this service in real time. Tradução de voz natural – ouça uma interpretação em áudio deste serviço em tempo real.
Select your language and press play. Escolha a sua língua e prima "Play".
Below is a sample of what you will see: clear, accurate subtitles in your preferred language. Segue-se uma amostra do que verá: legendas claras e precisas na sua língua preferida.
Welcome to today's service! Thank you for joining us. Bem-vindo ao serviço de hoje! Obrigado por se juntar a nós.
This event features AI-powered captioning and translation provided by Aberdeen Broadcast Services. Este evento inclui legendagem e tradução com recurso a IA fornecidas pela Aberdeen Broadcast Services.
Scan the QR code to access the captioning and translations in your preferred language. Digitalize o código QR para aceder à legendagem e tradução na sua língua preferida.
Take your phone or mobile device, open the camera app, point the camera at the QR code and tap the link that appears on your screen. Pegue no seu telemóvel ou dispositivo móvel, abra a aplicação da câmara, aponte a câmara para o código QR e toque na ligação que aparece no seu ecrã.
Want to hear the service in your language? Scan here to get started. Quer ouvir o serviço na sua língua? Digitalize aqui para começar.
Want to see the service in your language? Scan here to get started. Quer ver o serviço na sua língua? Digitalize aqui para começar.
2-Column Table
English Chinese
Need translation? 需要翻译吗?
This service is being captioned and translated into subtitles and voice translations in real time, accessible directly on your mobile device. 此服务提供实时生成字幕并提供多语言字幕及语音翻译,可直接在移动设备上使用。
Scan here for live subtitles and multi-language voice translations. 扫描此处获取实时字幕与多语种语音翻译。
Get started. 立即体验。
Scan the QR code to access the browser-based application on your mobile phone. 扫描二维码即可通过手机浏览器访问应用,
No download required. 无需下载。
Choose your preferred language for subtitles. 选择您偏好的字幕语言。
Select Preferences to change the appearance of the display, including font type, size, and color. 进入"偏好设置"可更改显示效果,包括字体、大小和颜色。
Natural voice translations – hear an audio interpretation of this service in real time. 自然语音翻译—实时收听此服务的语音传译。
Select your language and press play. 选择语言后点击播放。
Below is a sample of what you will see: clear, accurate subtitles in your preferred language. 以下为显示效果示例:清晰准确的目标语言字幕。
Welcome to today's service! Thank you for joining us. 欢迎启用今日服务!感谢您的到来。
This event features AI-powered captioning and translation provided by Aberdeen Broadcast Services. 本次活动由阿伯丁广播服务公司提供AI智能字幕及翻译技术支持。
Scan the QR code to access the captioning and translations in your preferred language. 扫描二维码选择您的语言获取字幕翻译服务。
Take your phone or mobile device, open the camera app, point the camera at the QR code and tap the link that appears on your screen. 用手机或移动设备打开相机应用,对准二维码扫描,轻触屏幕上弹出的链接。
Want to hear the service in your language? Scan here to get started. 需要收听语音翻译?请扫描此处开始。
Want to see the service in your language? Scan here to get started. 需要查看文字翻译?请扫描此处开始。

Download: Step-By-Step Printed Guide

Help your audience access real-time captions and translations with this simple visual guide. This flyer explains how to use our browser-based app, select subtitle languages, customize display preferences, and access audio voice dubs.
Print Options

Available in various languages. Choose the version that works best for your materials:

  • Light Background (for printing on white paper)
  • Dark Background (for digital screens or darker paper stock)
English
Spanish
Portuguese
Chinese Mandarin
Have a request for other materials, or just need some help? Reach out.
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