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Hard of hearing at your event — without a hearing loop

We hear this a lot: “We have an event with a lot of people who are hard of hearing, but we can’t afford a hearing loop. How is this possible?” You can still help many guests hear more clearly — using the phones and earbuds (or Bluetooth hearing aids) they already bring — with a free Mac app over your venue Wi‑Fi.

How do listeners hear?

RoomCast streams the room sound from a Mac over the local Wi‑Fi. Guests scan a QR poster and listen in their phone's browser. No account needed.

• Earbuds or headphones — the usual path. Each person sets their own volume.
• Hearing aids that stream from a phone over Bluetooth — many modern aids can take audio from the phone; once RoomCast is playing in the browser, the phone can forward that audio the same way it would a podcast or call (exact steps depend on the aid and phone).
• A shared listening phone or laptop — useful if someone has no earbuds; keep volume considerate.

How do I set it up for the event?

1. 1

   Feed the Mac

   Use a line or USB interface from the mixing desk, or a clear mic for a single speaker. Choose that input in RoomCast.

2. 2

   Broadcast on venue Wi‑Fi

   Press Broadcast and show the QR poster at entrances and near hard-of-hearing seating. Phones must join the same local Wi‑Fi (it does not need internet).

3. 3

   Invite people to listen

   Say it out loud and put it on the order of service or slides: “Hard of hearing? Scan this code for clearer sound on your phone.”

What tips make a difference?

• A quieter seat helps — nearer the front or away from HVAC and kitchen noise, even when listening on earbuds.
• Volume — guests control phone volume; you can also trim RoomCast’s broadcast level in decibels.
• Battery — ask people to arrive charged; put a USB charger bank at the welcome desk if you can.
• A spare phone — one pre-joined device for someone who forgot earbuds or struggles with QR codes.
• Tell attendees beforehand — email or SMS the day before so people bring earbuds and know Wi‑Fi details.
• Test early — walk the room with a few phones before doors open.

What are the honest limits?

RoomCast is not a drop-in replacement for a specified assistive-listening installation. It is not a certified assistive listening system (ALS). If a building rule, accessibility plan, or Australian NCC hearing-augmentation requirement calls for a hearing loop, infrared, FM, or another listed system, follow that plan. RoomCast can sit alongside those systems for phone users — it does not replace a mandated loop.

• About 50 phones on a modern Wi-Fi router can listen at once. The real number depends on the router, other traffic on the network, distance and walls, and the quality setting — test with a realistic crowd.
• Some latency — usually around half a second, even on busy Wi-Fi. Fine for speech and music listening; not for lip-sync to a video screen.
• Guests without a phone, earbuds, or a Bluetooth path to their aids will still need another option (borrowed headphones, a shared device, or a traditional ALS).

How does this compare to other options?

This page is the practical how-to for phone-based listening when a loop is out of reach. For product and regulatory context, see:

• Hearing loop alternatives for community groups and halls — loops, telecoils, FM/IR, and when Wi‑Fi to phones fits.
• Auracast vs hearing loop vs Wi‑Fi — how the technologies differ.
• FAQ: is RoomCast a hearing loop or Auracast alternative?

More questions? Read the RoomCast FAQ →