The McBurney Center can coordinate live captioning for in-person (onsite) or virtual events for a fee when UW-Madison is the primary sponsor or host of the event. This captioning service is provided remotely by a professional, real-time CART (Communication Access Realtime Translation) captioner (aka speech to text or STT provider). This service relies on McBurney Disability Resource Center captioning staff availability.
If your event is in-person, your team will be responsible for providing a link in advance to the live audio source for the remote captioner, projection equipment for the captions if needed, and technical support during the event.
The McBurney Center staff will provide general guides for setting up and a web link prior to event that will we used to view the live captions in a web browser on a laptop/tablet/mobile device, projected , or viewed alongside streaming video.
- Go McBurney Connect
- Click “Departments – Schedule Interpreting and Captioning”
- Log in using your NetID
- For First Request Only: Read the Campus Service Agreement and check that you agree to the terms
- For First Request Only: Enter your payment information. You will need to enter your UDDS billing info if your are from a UW-Madison department to proceed to create your request.
- Complete the request form
- Click “Submit”
- Click “Save Changes and Submit for Review” at the bottom of the bottom of Create a Service Request page. If you do not click on the final “Save Changes and Submit for Review” button your request will not be sent to the Coordinator
If your request is filled, you will receive a email letting you know who the captioner/CART provider will be for your request. If the McBurney Center is unable to fill your request, we will refer you to agency or individual captioner/CART providers.
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How much does hiring a CART captioning provider cost through the McBurney Center?
- CART captioning services are billed at $110 per hour, with a two-hour minimum for each CART provider. Additional hours are billed in ½ hour increments.
- CART assignments over two hours may require two CART providers. McBurney will consult with the department and determine if an additional CART provider is needed.
- Preferred payment is through a department UDDS number. If a UDDS number is used, the requestor will be notified when the payment is transferred to the McBurney Center. Payment type must be specified before a CART provider will be scheduled.
Am I required to use the McBurney Center as a Captioning Provider?
No, you may also contact a Captioner/CART provider or an agency directly
- UW-Madison Contract for CART Provider Agencies
- Captioning Provider Listing (Office for the Deaf and Hard of Hearing link)
- Wisconsin Provider Directory (National Court Reporters Association link)
NOTE: Captioners who are already McBurney DHH Hourly Program staff will need to be added to your payroll.
I do not know the exact location of onsite event yet, should I make the request now anyway?
CART captioning services are provided remotely, however it is still helpful to know where you plan to hold your event.
The earlier we have the request, the more time we have to find a qualified captioner, as CART providers can be booked up weeks in advance. Please create your request and indicate either the approximate location (e.g. building without a room number) or that the location will be determined.
How does the McBurney Center provide live captioning for my event?
Whether your event is onsite or virtual, you will need to provide the McBurney Center with a link in advance that will allow the CART captioner to access the live audio (e.g. Zoom session info/link, web streaming link, etc.). It works best if you admit the CART captioner or start the audio early so that the captioner can set up and test before your event begins.
The McBurney Center will provide you with a web link in advance (view Streamtext demo) that can used to view the captions on individual devices or for projection.
Note: If you are hosting a virtual event and you plan to use breakout rooms, your staff will need to move the CART captioner to the appropriate breakout room.
How do captions appear for a live onsite event?
You have the option to display the captions for a live event either on individual device(s) (laptop, tablet or mobile device) or projected onto a large screen or monitor for public viewing. If you choose to display the captions on a screen or monitor for public access, someone from your team will need to:
- provide the equipment (separate projector & screen or monitor for the captions, laptop, cables, and internet access)
- set up the equipment
- open the live captioning link
- admit or give access early access to the audio to the CART captioner so that they can set up and test before the event starts
- provide technical support
- advertise how participants can access the captions
- (if virtual event and using break-out rooms) assign someone to monitor the breakout rooms and move the captioner to the correct break-out room
If I have a CART provider, will they live caption pre-recorded videos that we show during our event?
No, you need to caption all pre-recorded videos/media for your event or use videos/media that are already captioned. Adding captions does take time, so please include time to acquire videos and produce the captions to your event planning.
What information do I need to provide to the McBurney Center?
- Your UDDS information, to be used to pay for the service
- A financial contact person and email address
- Link in advance for the event audio (e.g. Zoom session info/link, web streaming link, etc.)
- Preparation materials in advance for the captioner (presenter names, PowerPoints that will be used, agendas, and/or scripts)
- Technical contact for planning and their contact information
- Technical contact during the event and their contact information
Can I use the CART transcript to create the closed captions for the recording of event?
CART captioning provides live communication access to individuals who are Deaf or Hard of Hearing or for public access. A CART transcript is not an exact verbatim transcript and is not suitable for closed captioning without additional post-production work, including the insertion of time codes and text editing (e.g. correcting spelling errors, adding environmental sounds, etc.). DoIT provides additional information on creating accessible videos/media.
Funding Captioning/Communication Access Realtime Translation (CART) Service Costs
Student Accommodations Funding Policy (“Funding and Coordinating Accommodations for UW Students with Disabilities Policy”)
For more information, contact: