Live captioning services are easier to buy when the brief says who needs the text, where it will appear, and what happens if the audio or captioner fails. A human CART captioner, a human respeaker, and automatic speech recognition (ASR) are different services. A low software price does not answer an individual's accommodation request; a staffed CART quote does not automatically include translation.
- Compare the same deliverable: live text, staffing, display method, language, transcript and support.
- Published Maine contract sheets show different CART rates and minimums by vendor and delivery mode. They are examples for eligible public buyers, not a market-wide quote.
- Ask the person who needs access what works. The US Department of Justice lists real-time captioning as one possible aid and requires effective communication in the circumstances.
- Write the required spoken and written languages into the request. Same-language CART does not automatically translate speech.
Choose the service before comparing prices
CART uses a trained human captioner to produce live text, usually in the language spoken. A respeaker revoices speech for recognition software and edits the output; availability depends on the provider and setting. ASR produces captions without an assigned writer. Some vendors sell hybrid monitoring or correction, so ask who actually watches the live output. For a fuller explanation of the human service, see our CART captioning guide.
| Service | Who produces text? | What to confirm |
|---|---|---|
| Human CART | Assigned realtime captioner | Staffing, minimum, audio feed, transcript, backup |
| Respeaking | Human plus recognition software | Availability, correction, delay, language |
| Automatic captions | Software; monitoring varies | Language, error correction, retention, support |
Captioning also differs from sign-language interpreting. If a participant asks for an interpreter, discuss that request with them rather than substituting text by default. Our video interpreting guide covers a different service and booking model.
What published CART prices actually show
Maine's current state contract page lists several providers, so there is no single Maine rate. The listed Simply Captions sheet quotes remote CART at $125 per hour during business hours with a one-hour minimum, or $150 per hour on site with a two-hour minimum plus negotiated travel. Non-business-hour remote CART is $135 per hour. Its sheet adds 10% for events booked less than one week ahead and bills the scheduled time; an overrun is billed in 15-minute increments.
The listed Automatic Sync Technologies sheet quotes remote CART at $130 per hour, and remote Spanish or French CART at $180 per hour. That sheet says its prices are valid through December 31, 2026. These contract prices are reference points for comparing terms, not promised retail prices or a reliable forecast of a new buyer's invoice.
For a 45-minute event, the Simply Captions remote one-hour minimum matters more than the nominal duration. For an on-site event, its two-hour minimum and travel terms change the comparison again. Request an itemized quote with the date, scheduled length, location, technical vocabulary, cancellation policy, transcript format and any rush fee. The terms can differ even between providers on one contract. The same discipline applies when buying remote interpreting.
Set an access standard for the actual event
The DOJ's effective communication guidance includes real-time captioning among auxiliary aids and explains that the appropriate aid depends on the communication and the person's needs. Covered public entities give primary consideration to the person's requested aid; covered private businesses consult with the person and choose an effective method. No vendor badge or blanket percentage alone proves that a particular event will meet the requirement.
The FCC's television closed-captioning guidance describes accuracy, synchronicity, completeness and placement for televised programming. Those rules are useful questions for a captioning vendor, but ordinary workplace meetings are not automatically subject to that television rule. Do not turn a vendor's “99%” claim into a legal threshold for every live event. Ask for a live sample on representative audio, named speakers and technical terms, and agree how errors will be corrected.
A 2023 study of about 17,000 English broadcast captions compared human and automatic output across four case studies. Its broadcast setting is not a guarantee of performance in your meeting. Test the provider on your own microphone setup, cross-talk and vocabulary. Our live translation troubleshooting guide lists common audio failure modes.
Specify language and delivery separately
“Spanish captions” could mean Spanish speech rendered in Spanish, English speech translated into Spanish text, or English CART plus a separate translation stream. Ask the vendor to name the spoken language, output language and whether a human captioner is assigned. The AST Maine sheet prices remote Spanish or French CART separately; it does not establish availability for Mandarin or for translated captions.
For an ordinary multilingual meeting, software may be useful when attendees want to read another language. For an accommodation request, assess the effective communication need with the person first. Our live translation app guide covers software choices; it serves a different buying decision from staffed CART.
A procurement checklist you can send to vendors
- Who produces and monitors the live text? Name the assigned captioner or describe the ASR and human-review workflow.
- What exactly is billed? Request hourly rate, minimum, overrun increment, travel, rush, cancellation, technical-content and transcript charges.
- Which language pair is delivered? State spoken language, output language, translation needs and code-switching.
- How is the text delivered? Test private device links, projection, meeting-platform integration and delay.
- What happens when something fails? Ask about backup staffing, audio handoff, escalation and remedies.
- How will access be evaluated? Include the participant's preference, a representative live test and a way to report errors.
- Will a transcript be retained? Agree on format, consent, retention and who may receive it.
A company plans a monthly all-hands with one employee who requests live captions and several colleagues who want translated text. It asks the employee which aid works for them, obtains a staffed CART quote for the accommodation, and tests a separate translation tool for voluntary multilingual reading. The two needs have different acceptance checks and can be budgeted separately.
Where MirrorCaption fits
MirrorCaption is browser-based automatic transcription and translation, without an assigned human captioner or a live-service accuracy guarantee. It can help people follow ordinary multilingual conversations: the original text and translation appear side by side in 50+ selectable languages, and no bot joins a browser-based call. Whether any tool provides effective communication in a specific accommodation setting requires an individual assessment; do not promise a software substitution before that assessment.
The current public pricing page lists one free hour, Pro Monthly at €5.99 with 10 hours per month, and Pro Annual at €54.99 with 110 hours per year. Voice Packs are sold separately for more time. Confirm the price at checkout and test your audio before choosing a plan.
Frequently Asked Questions
How much do live captioning services cost per hour?
Rates depend on vendor, delivery mode and contract. Maine's listed Simply Captions sheet quotes remote CART at $125 per hour during business hours with a one-hour minimum and on-site CART at $150 per hour with a two-hour minimum plus travel. Request a quote for your event.
What is the difference between CART and automated live captioning?
CART assigns a trained human captioner to produce live text. Automated captions come from speech recognition software; any human monitoring must be specified. Compare a sample on your audio and ask how errors are handled.
Do live captioning services meet ADA and FCC requirements?
No purchased tier is automatically sufficient. ADA effective communication depends on the person and setting. The FCC television-caption rules address televised programming and should not be treated as a blanket standard for ordinary meetings.
Can live captioning services caption a meeting in Spanish or Mandarin?
Ask for the precise spoken and output languages. One Maine contract sheet quotes Spanish and French remote CART separately; that does not establish Mandarin availability or translation. Confirm staffing and test the requested language pair.
How far in advance do I need to book a live captioner?
It varies by provider. The listed Simply Captions Maine sheet adds 10% when an event is booked less than one week ahead. Ask for the vendor's staffing lead time, rush terms and cancellation policy in writing.
The buying decision
Start with the participant's access need and the exact language output. Compare like-for-like proposals, including staffing and the full billable terms, then test the service on representative audio. A published contract sheet is a useful benchmark, but your signed quote and the event's communication needs determine the purchase.
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