Event transcription services

With thirty years of experience as a trusted partner for international companies in the corporate legal sector, Landoor provides professional transcription services for board meetings, assemblies, auditor’ committees, internal committees, and other corporate meetings, as well as congresses, press conferences, and more.

This service involves transcribing speeches made during the event using speech-to-text software and professional transcribers. Transcriptions are available in the original event language or in the language of simultaneous translations, either in person or remotely, using hardware support or files in .mp3, .mp4, .wav, .wma formats. The final transcript is delivered in real time or delayed (semi-real-time), according to agreed timelines. All services comply with GDPR regulations and ISO 27001 standards, for which Landoor is certified.

The transcribers involved in the process have extensive experience in accurately transcribing meetings and are proficient in using specialised software tools. They have an in-depth understanding of the technical terminology and language commonly used in these events and can quickly familiarise themselves with the topics and participants involved.

Organisation and workflow management in transcription services

The transcription process at Landoor is managed by dedicated Project Managers (PMs), specialists in this service, ensuring an efficient workflow and compliance with all client requirements.

They oversee the entire process, from initial discussions with the client to define needs, through to service execution and timely delivery. Their responsibilities include liaising with the client, coordinating transcribers, preparing any necessary support materials, and ensuring the successful completion of the service.Once a request is received, the assigned Project Manager contacts the client to confirm event details, including:

Type of event – board meeting, shareholders’ assembly, corporate meeting,
auditors’ committee, press conference, congress;
Agenda and topics;
Participants;
Exact date and time, including breaks;
Languages for transcription;
Type of service required (real-time or delayed, editing or proofreading, transcription);
On-site or remote event format
For in-person events, the PM also discusses the location and venue details.
For remote events, they assessmwhether a videoconferencing platform is needed for video recording.
The client may choose to provide recording equipment (audio/video devices, USB drives, disks, or digital files) or request Landoor to handle the recording process.

Types of transcription services:

Real-time transcription: This involves transcribing speeches or simultaneous translations live, either remotely or in person. The transcribed text is progressively made available to participants using specialised software, ensuring they can read it in real time.
Delayed transcription: For this option, the transcript is delivered to the client after the event, within 2 to 24 hours, in the agreed format.
Transcription editing: For delayed transcription, additional editing services can be provided to refine the text by removing unnecessary elements such as interjections, repetitions, interruptions, or background noise, ensuring a smoother and more readable version. Turnaround times for this service are arranged with the client.
Transcription from audio/video files: Landoor can transcribe pre-recorded audio or video files provided by the client, such as USB drives, external disks, or digital formats (.mp3, .mp4, .wav, .wma). Transcriptions are available in the original event language or in the translated version, delivered in the required format and on the preferred medium.

Once the event specifications are defined, the Project Manager verifies transcriber availability in our TMS (Translation Management System). Searches are conducted using Door24 filters based on service type, event subject, and language. Transcribers always work in their native language, ensuring linguistic accuracy.

After confirming availability, the next steps involve quotation, service assignment, preparation, event supervision, transcription execution, final delivery, and follow-up to ensure continuous improvement.

Cybersecurity – Information security and service continuity

Landoor ensures secure data storage for transcriptions and event-related information, whether processed by Landoor or shared with the client in real time or after the event (e.g., via OneDrive or client FTP servers). All data is stored in Tier IV certified data centres using virtual servers, ensuring maximum security and GDPR compliance. This guarantees service continuity, preventing any delays or disruptions. Landoor is certified ISO 27001 standards, reinforcing its commitment to data protection and confidentiality.

Contact us for more information about our event transcription, audio-video transcription, and insurance transcription services!