EventCAT Conference Onboarding Guide — Translation for international events, seminars and conferences

Created by XL8 Support Team, Modified on Tue, 7 Apr at 8:37 PM by XL8 Support Team

How to Use AI Simultaneous Interpretation?

EventCAT Conference Onboarding Guide: How to Set Up AI Simultaneous Interpretation in 10 Minutes

EventCAT Conference is an AI-powered simultaneous interpretation solution that can be started directly from a web browser without the need to install a separate app. By signing up via email, you can experience it for free for 10 minutes.

This guide will walk you through the necessary steps for getting started, such as basic setup, language selection, creating conference rooms, displaying subtitles, and saving transcripts.
It includes methods for setting up and operating events for customers who already have a subscription, as well as for those who haven't purchased a subscription yet, offering a 10-minute free trial.

You can get started immediately with the method that fits your current situation. We also introduce important setup points to check before starting for more accurate translations.

1. Create an EventCAT Account

To use EventCAT, you need to first create an account.

Sign up by entering your email address and basic information, and then enter the one-time authentication code (OTP) sent to your email to complete email verification.

If you already have an EventCAT account, simply log in and proceed to the next step.

Frequently Asked Questions: Didn’t receive the email?

Verify that the email address you entered is correct.
Refresh your inbox.
Check your spam or junk folder.
If you still can’t find the email, refer to What to Do if You Didn't Receive the OTP Email After Signing Up for EventCAT.

2. Check Your Conference Subscription

Before starting your conference setup, make sure you have the right subscription for your event. Depending on the type of pass, the usage time and features may vary. It’s a good idea to check if your pass fits your event schedule and operational needs.

If you already have the right pass, proceed to the next step. If additional purchases are required or you're unsure about which pass to choose, check the pass page or refer to the related articles.

Important Note:

Half-day, All-day, and All-day MAX passes: Time is deducted from the moment you click "Start Session". Time will not stop if you click "End Session". You cannot split the 6-hour or 24-hour passes across multiple days. For hourly use, use a Prepaid pass.

If you need custom guidance based on your event size or setup, please contact us at contact@eventcat.com.

Helpful Related Artic:

3. Create Your Conference and Sub-Sessions, and Apply the Pass

Understanding Conference Structure:

EventCAT Conference is structured as follows:

Conference: The overall event unit (e.g., International Forum, Seminar).
Conference Room: A unit by date or location (e.g., Day 1, Room A).
Session: The actual presentation or program unit.

Example:

Conference Name: Global AI Forum
Conference Room: Day 1 / Main Hall
Sessions: Opening Ceremony, Keynote1, Keynote2, Panel Discussion

1. Creating a Conference

A conference is the space where you prepare and operate the actual event. You can handle all the necessary preparations before the event begins, including session creation, language settings, applying passes, and setting up real-time captions. After navigating to the conference room, click Create

Enter the Conference Room Details

Enter the following information for this conference room:

Conference Name
Time Zone
Default Source Language
Default Target Language

Once you’ve completed the information, click Create to save the conference.

2. Set Up Sessions, Glossaries, Languages, and Audio

Inside the created conference, add sessions according to the event schedule. You can set the language and audio environment for each session.

Tip: Structuring the sessions to match the actual event schedule will make management much easier.

For detailed language and audio setup instructions, refer to the guide below.

3. Applying Passes

Once the sessions are ready, assign passes to each conference room.

In the right panel, you can see the following:

Number of available passes
Automatic or manual assignment
Pass coverage

Important: To start rehearsals or go live, passes must be fully assigned to all sessions.

4. Managing Glossaries, Languages, and Audio from the Controller

The Controller is the page where you can manage key settings and progress before and during the event. From here, you can check glossary application status, source and subtitle languages, audio input status, and also quickly view the URL and QR code to share with participants.

Items You Can Check and Set in the Controller

On the left sidebar, you can use the following features:

Language & Glossary: Check the source language, subtitle language, and glossary application status.
Participant Access Info: Share the URL and QR code for participants to view subtitles on their personal devices.
Live View: Open the subtitle screen that will be shown on-site.
Live View Customization: Apply company or event logos.
Session Edit: Change session settings such as language and glossary.

On the right sidebar, you can use the following features:

Audio Input Settings: Select the microphone to use and check the input status.
Session Start: Start real-time subtitles.
After Session Ends: Download the transcript and create session summaries.

Why Glossary, Language, and Audio Settings Are Important

To achieve more accurate AI simultaneous interpretation, it’s essential to review the glossary, language, and audio settings before the event starts.

The glossary helps to increase translation accuracy by pre-registering frequently used terms such as names, company names, product names, and industry-specific terminology. By adding key terms based on presentation materials or event agendas, it reduces mistranslation of proper nouns or specialized terms.

The source language is the language spoken by the presenter, while the subtitle language is the language provided for translation to the audience. Setting the correct source language ensures better speech recognition and more stable translation quality.

The quality of audio input directly affects real-time captions and translation accuracy. If using an external microphone, check the connection, and if using a built-in microphone, place the device closer to the speaker for clearer sound input.

Important Notes

To change language or glossary settings during the session, you must first end the session and then make the edits.
After making changes, restart the session and refresh the controller page and live view page for the changes to take effect.
For more accurate subtitles, a quiet environment and stable microphone are recommended.
A stable internet connection is necessary for smooth real-time subtitle delivery.

5. Test the Event in Rehearsal Mode on the Controller Page

Once all conference settings, sub-sessions, pass applications, glossary, audio, and language settings are complete, you can now start the rehearsal with the same setup environment as the actual event.

In rehearsal mode:

You can test all the features in an environment identical to the real event, without deducting any pass time.
We highly recommend running a rehearsal first for smooth AI interpretation usage.

Operating the Event from the Controller

Once the session starts, you can manage the entire event progress from the controller screen.

Left Side: Live View (Check subtitles and progress status)
Right Side: Audio Input Settings

If an external microphone is not available, you can use the built-in microphone. For greater accuracy, place the device near the speaker.

Set the Languages to be Provided to the Audience:

Once the session begins, you can select 1-2 languages to display on the on-site screen in the Live

View. If participants use their personal devices to scan the QR code for AI simultaneous interpretation subtitles, they can choose the language they prefer to view or listen to.

Once all settings are complete, click Rehearsal Mode at the top right of the controller page to activate rehearsal mode. This allows you to preview how subtitles will appear on-site by displaying the live view on the event screen.

Setting Up the Live View Screen

In the settings menu, you can adjust the following:

Font size
Background color
Presentation mode

Note: These features may only be available with certain passes.

Important: Ensure your internet connection and audio/microphone settings are properly configured.

6. Running AI Translation Subtitles in the Actual Event

Once the rehearsal is complete:

End the session and, if necessary, clean up the rehearsal data.
Click the Live button in the top-right corner of the controller page to begin the actual event.
Click Start Session, and the actual event will begin.

Frequently Asked Questions

7. Subtitle Broadcasting and Screen Setup Guide for Smoother Event Operation

In actual events, it’s essential to decide in advance how to broadcast real-time translated subtitles and how the audience will view them. EventCAT Conference allows you to provide subtitles in various ways, such as on-site screens, personal devices, or live streaming, depending on the event environment. Screen settings can also be adjusted to match the event's purpose.

Displaying Subtitles on the On-Site Screen

To display real-time translated subtitles on the event screen, click on Live View from the controller page to open a new window.

At the bottom of the live view, you can set the languages to be displayed on the screen, selecting the Main Language and Second Language. EventCAT Conference supports displaying up to two languages on the screen at once for better readability.

By displaying this screen on the event hall's screen, attendees can immediately see the real-time translated subtitles during the session.

Viewing Subtitles on Personal Devices via QR Code or URL

To allow participants to view subtitles on their personal devices (smartphones, tablets, laptops, etc.), the session must be set to Public.

From the controller page, you can view or download the participant URL and QR code. By placing this QR code on the event screen, informational banners, printed materials, or name tags, participants can access it directly and choose the language they wish to view or hear.

If you share the QR code in advance before the event, the on-site operation will be much smoother.

Applying Subtitle Overlay for Live Broadcast or Online Streaming

If you need to broadcast subtitles on top of a video in a live broadcast or online streaming environment, such as YouTube, OBS, or Zoom, you can use the Caption Overlay feature.

With this feature, you can stream real-time translated subtitles as an overlay, allowing online viewers to watch the event with subtitles included.

Note: The caption overlay feature is available with the All-day MAX pass.

Enhancing Audience Engagement with Screen Settings

In the settings menu on the top right of the live view page, you can adjust the subtitle display to match the event environment.

By utilizing this feature, you can increase subtitle readability on the on-site screens or online streaming displays and better match the overall presentation environment.

Adjustable Settings Examples:

Font and font size
Subtitle size for both the main and secondary languages
Line spacing and letter spacing
Background color for the main and secondary languages
Dark mode
Presentation mode
Speaker separation
Screen clearing

Adjusting font size and color based on the screen size, lighting conditions, and presentation materials will help the audience read subtitles more comfortably.

Listening to Real-Time Translation via Audio

EventCAT also supports Text-to-Speech (TTS) functionality in addition to subtitles. After accessing via QR code, participants can connect headphones or a headset to their personal device to listen to the translated content in their preferred language.

This feature is particularly useful for environments where reading subtitles is difficult or for audiences who prefer to follow the content by listening.

Double-Check Microphone Input Before the Event

To improve real-time subtitle quality, it’s a good idea to double-check the microphone input status before the event begins.

If using an audio interface, verify that it is properly connected to your laptop.
If using an external microphone, ensure that the input device is correctly selected.
If using a built-in microphone, position the device near the speaker for clearer audio.

Even small audio discrepancies can affect real-time speech recognition and translation accuracy, so it’s recommended to check the input right before the event starts.

How to Connect your Microphone(s):

Connect the audio interface to the laptop using a USB or A-to-C adapter.
Connect the microphone to the audio interface.
In your system’s audio settings, ensure the microphone is correctly recognized and selected.

Using the Transcript and Summary After Session Ends

After the event ends, you can close the session in the controller and organize the transcript and summary.

Available Actions After Session Ends:

Download the transcript in different languages or the entire transcript.
Delete the transcript if needed.
Create and download session summaries based on translated languages.

This functionality helps organize event records or prepare internal materials for sharing.

Starting Real-Time AI Simultaneous Interpretation in Your Event

Once the EventCAT Conference setup is complete, you can start operating real-time AI simultaneous interpretation for your event.

For more stable operation, we recommend thoroughly testing in rehearsal mode before going live.

Setting Up the Conference and Starting the Event

Start EventCAT AI Simultaneous Interpretation Solution Today:

For demo inquiries related to international events, corporate events, conferences, academic conferences, and educational institutions, contact us at: contact@eventcat.com

Need More Help?

Visit EventCAT Customer Support