Describing what viewers cannot see in event video

List the visuals that carry meaning, then decide whether speakers will describe them aloud, a written description will be added, or both. The simplest and most reliable fix is to plan it with your speakers before the event.

Event video often relies on what the audience sees: a slide of figures, a product demonstration, an award shown on stage. A viewer who cannot see the picture misses that information, even with perfect captions.

Which visuals actually matter?

Not every shot needs a description. Go through the programme and list only what carries meaning.

For example, if a sales chart appears with no explanation, ask the presenter to say the chart title, the most important figure and the conclusion in a sentence or two. If a visual is decoration only, leave it out. A short list is easier to manage and to check.

How do speakers describe visuals aloud?

Spoken visual context needs no extra equipment. It needs a short briefing to presenters and the host.

1. Ask presenters to say the key text or result on each slide, not just “as you see here”.
2. Ask the host to announce actions on stage, such as “the cheque is being presented”.
3. Remind speakers to say names of people and places they point to.
4. Keep the room’s sound clear, so the spoken description is recorded well. See planning intelligible event audio.

This habit helps people in the hall who cannot see well, and it makes the recording easier to follow without the picture. For example, a training session where each slide’s key point is spoken aloud can also be turned into a transcript with little extra effort. This is an illustration.

When is a written description needed?

If an important visual is not spoken, a written description can fill the gap. Examples include a long table on a slide, or a silent demonstration. The description can sit in a transcript, a notes document or beside the video, depending on where it will be shared.

Agree these points:

• Who writes it: the presenter, your team or a person you trust.
• Who checks it: someone who can confirm names, figures and meaning.
• Where it appears: in the transcript, in a separate file or on the page.
• How long it is: short and factual, with no opinion. Say what is seen first, then why it matters.

If the video will be shared with members who did not attend, say whether the description should travel with the video link, so nobody has to hunt for it.

For transcript scope, read transcripts for conference learning and reference.

What we confirm for your event

• The key visuals, noted on the run sheet so we plan shots and sound for them.
• Which descriptions your speakers give aloud and which are written.
• Final slides shared in advance by presenters, so descriptions match the version shown.
• How captions and descriptions fit together in the final files.

W3C guidance says accessibility should be specified during planning, so put these decisions into the brief. See planning accessible event videos from the brief and the caption and language specification planner. Our event video captions and subtitles service covers the caption side.