A TV in the chamber that shows live captions is one of the most visible signs that your meetings are open to everyone. This guide walks through setting up the SentraCaptions chamber screen, from choosing the display to testing before the gavel.
What the chamber screen shows
The chamber screen is a full-screen caption display built for a TV in the chamber or lobby. It shows:
- Live captions, about one second after speech, with the sentence in progress updating live.
- One or more languages side by side, from the languages chosen for that meeting.
- The meeting title and a clock.
- A QR code residents can scan to read along on their phone in their language.
- A label saying the captions are automatic and may contain errors.
When captions are paused for recess or closed session, the screen shows "Paused."
Setting it up
Before you start: the audio feed
The chamber screen displays captions from your meeting's audio. SentraCaptions gets that audio from the encoder you already stream with, such as Pearl, OBS or vMix, by adding it as one more destination over RTMP or SRT. There is no new hardware to buy. If your stream is already set up, you are ready for the screen itself.
Step 1: Choose the display
Any TV or monitor that can show a web page full screen will work, connected to a small computer, a laptop or a streaming device with a browser. Things to consider:
- Placement. Put it where the audience can see it without looking away from the dais for long. Many agencies use a side wall or a screen already used for presentations.
- Size and distance. Larger is better for the back rows. Test from the farthest seat before you decide.
- Lobby or overflow rooms. A second screen in the lobby or an overflow room helps people who step out or can't get a seat.
- Network. Use a reliable wired or Wi-Fi connection for the computer running the screen.
Step 2: Open the screen link
Each meeting has its own chamber screen link. Open it in the browser on the chamber computer and switch the browser to full screen. If you run several rooms or meetings at once, each gets its own screen and link, so make sure each TV is showing the right meeting.
Tip: set up the display a few minutes before the meeting starts, so the title, clock and QR code are visible while people take their seats.
Step 3: Pick the languages to show
You choose translation languages for each meeting, up to 8 per meeting from 75 supported languages. The chamber screen can show one or more of them side by side.
More languages on one screen means smaller text. A good starting point:
- Show English plus your most-used other language, or up to your SB 707 agenda languages if your body has them.
- Let residents use the phone page for the rest. They scan the QR code and pick their language at their own text size.
Test the layout from the back row and adjust.
Step 4: Set up your glossary
Before the first meeting, add local names to the glossary: council members or supervisors, department heads, streets, neighborhoods and program names. This helps captions spell them right on the big screen, where mistakes are most visible.
Step 5: Test before the meeting
- Start your stream and confirm it is reaching SentraCaptions.
- Have someone speak at the dais and at the podium. Watch captions appear on the chamber screen.
- Check each language you are showing.
- Scan the QR code with a phone to confirm the phone page opens.
- Pause and resume once, so the person running the meeting knows what "Paused" looks like.
During the meeting
- Leave the screen on the caption display. Avoid switching the TV to other inputs mid-meeting unless you have a second screen.
- Pause for recess and closed session, and resume when the body returns. While paused nothing is captioned, translated, stored or billed.
- Ask the chair to mention the screen and QR code at the start of the meeting and before public comment.
If you use CivicCA
With CivicCA, captions show on the CivicCA dais display, the public portal and residents' phones. CivicCA starts captioning when the meeting starts and pauses it for recess and closed session, so the clerk doesn't need to manage captions separately. The chamber screen described here can still be used on a room or lobby TV.
Common questions
Do we need a special caption device?
No. The chamber screen is a web page shown full screen. Any display with a browser will do.
Can we show the captions on the same screen as presentations?
You can, but captions are easiest to follow on a dedicated screen. If you share a screen, plan when it will switch, and point people to the phone page in the meantime.
What about people watching from home?
They can use the phone page link, and you can send captions in one language to your YouTube Live stream.