Captions that Connect: How Live Transcription Enhanced the 2025 NATOA Conference Experience

When the National Association of Telecommunications Officers and Advisors (NATOA) gathered in New Orleans for its annual conference of local government communications professionals, live captioning quietly elevated how attendees learned, engaged, and connected. 

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Bringing together county and municipal representatives from across the country, this year’s event showcased how MediaScribe from Tightrope Media Systems can make professional conferences more inclusive and impactful with its live in-room captioning, without adding complexity to already busy event operations.

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NATOA Deputy Director, Jennifer Harman, described the integration process as simple and cooperative.

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“Tightrope made sure the hotel AV staff had everything he needed. It was a very easy setup.”

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Helping Attendees Keep Pace with Dense Content

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While the conference hadn’t received any formal accessibility requests, MediaScribe was used to caption sessions in the production track, where AV workflows and media management were key discussion points. The setup offered a live, real-world demonstration of how captions can improve comprehension for everyone, not just those with hearing differences, during highly technical presentations.

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As the conference went on, attendees in other tracks quickly recognized the value of captioning. “People in the regulatory sessions said they wished captions were available there too,” said Harman. “With so much terminology to follow while taking notes, it helps to see the words on screen as panelists are speaking. I’m a visual person myself, so I would have liked captions in my sessions as well.”

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By showcasing captions in action, MediaScribe helped attendees see how live transcription enhances learning and engagement across disciplines. Captions make fast-moving, complex sessions easier to follow, support information retention, and give event teams a simple, scalable way to make content clearer for everyone.

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Looking Ahead: Accessibility as a Conference Standard

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The success of this year’s captioning pilot is shaping new plans for the future. Harman said the team is considering expanding captioning to multiple rooms next year. 

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“People liked seeing the captions. It’s a simple addition that only enhances the experience.”

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As accessibility regulations evolve and audience expectations grow, live captioning is becoming a practical standard rather than a special feature. Plug-and-play solutions like MediaScribe support better outcomes for everyone, without demanding extra work from staff, who may already feel overextended.

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For conferences, public meetings, and training events, live captions are a simple way to make every session more engaging and accessible. The NATOA conference in New Orleans showed that inclusive communication can fit naturally into existing AV workflows, offering value that reaches well beyond compliance.

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To explore how live captioning can enhance your next civic or professional event, connect with our team.

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