What is the EventCAT Conference?

EventCAT Conference is an AI-powered, real-time interpretation and subtitle solution designed for on-site events, such as international forums, multilingual seminars, and global lectures. Optimized for global events, this customized live translation subtitle solution helps participants and speakers communicate and understand content in their own languages, even when they speak different ones. Anyone on-site can access real-time translated subtitles in their preferred language, chosen from 48 available options, via their smartphone or laptop. Subtitles can also be displayed on venue screens or overlaid on YouTube livestream videos, enabling seamless communication among speakers and participants from different linguistic backgrounds.

How to Use EventCAT Conference Real-Time Translation Subtitles

You can start using EventCAT's real-time subtitle service immediately after signing up with your email. This guide provides a step-by-step walkthrough for first-time users of the EventCAT AI multilingual subtitle solution:

1. Sign Up and Try It for Free
   - Quick and easy registration via email.

2. Language Settings for Multilingual Events
   - Choose languages suitable for your international event, seminar, or forum.

3. Set Up On-Site Screen Subtitles and Download QR Codes
   - Enable subtitle display on venue screens and allow participants to scan a QR code to view subtitles on their devices.

4. Register a Glossary Relevant to Your Topic
   - Upload specialized terminology to improve translation accuracy.

5. Subtitle Page Interface and Audio Equipment Setup
   - Learn how the subtitle page is structured and how to connect audio input devices.

6. Save Subtitles and Transcripts After the Event
   - Download translated subtitles and meeting transcripts after the event.

This guide helps you make the most of EventCAT Conference for international conferences, academic events, multilingual education settings, and more.

Who Should Use the EventCAT Conference?

• Event planners, businesses, and educators looking to provide real-time translation subtitles for a multilingual audience

• Organizers of global lectures and academic seminars who want to enhance participant comprehension with on-screen subtitles

• Conference hosts who need real-time communication between speakers and audiences speaking different languages

• Anyone who wants to provide subtitles easily via QR code without requiring app installation

How to Use EventCAT’s Real-Time Translation Subtitles

Start instantly from the web, no installation required! EventCAT Conference is web-based and requires no software installation. With a quick email sign-up, you can try the service free for 10 minutes.

1. Create an EventCAT Account.

Sign Up for EventCAT 

• Visit the EventCAT homepage

• Click "Log In" at the top right → Select "Sign Up"

• Enter your email address and basic information to register

• After receiving the verification email, complete email verification to finish signing up!

A one-time password (OTP) will be sent to the email address you provided during registration. You must enter the OTP received via email to complete your EventCAT registration.
Already have an EventCAT account? Log in and skip to the “Conference Setup” section below.

Frequently Asked Questions: 

• Why Didn’t I Get My OTP Email from EventCAT?

2. Choose the mode

Once you’ve signed up and logged into EventCAT, you’ll have two options:

“Start Free Trial” – When You Need Real-Time Subtitles Immediately

The Start Free Trial option is ideal when you want to test subtitle translation right away. It’s perfect for quick test sessions that don’t require complex scheduling. You’ll get 10 free minutes to explore our core features live.

To get started, simply choose the Speaking Languages (what the presenter will speak), the Target Languages (where the subtitles will appear), and optionally upload a Glossary (up to 4 in PDF format) to enhance accuracy and consistency.

“Schedule” – For Multi-Session or Multi-Room Events Requiring Different Subtitles

The Schedule option is especially useful when:

• Your event spans multiple days, separated as Conference Rooms, and each session requires separate real-time subtitles

• Multiple locations need simultaneous subtitle services in different languages

• The speakers and audiences use different languages per session, requiring distinct subtitle setups

For example, in international forums, academic conferences, or multi-day seminars, each session may involve different languages. By using Schedule, you can set the subtitle languages, upload a Glossary, and choose whether subtitles will be public, all in advance, allowing for a more organized and stable subtitle service during your event. Also, with our new Rehearsal Mode, you can test our features for a better experience in your Live Event.Please note that creating or adding sessions will only be available after purchasing a valid paid pass.

Now let’s deep dive into both options!

• How to Use “Start Free Trial”

The Start Free Trial option is perfect when you're ready to begin subtitles right away.
You only need to select three things:

• Speaking Language (the language spoken by the presenter)

• Target Language (the language in which subtitles will be displayed)

• Glossaries (up to 4 to improve translation).

With just these three settings, you can test live subtitle translation without any prior setup or reservations.

When you click Create and Next, you will be taken to the controller page for configuring subtitle and session details.

Left Sidebar:

• Check the Speaking Language (language spoken by presenters) and Target Language (language in which subtitles are displayed)

• Confirm whether a Glossary is applied

• Access to Preview Link and QR Code (only available in "Anyone can access" mode)

• URL: Boost engagement by sharing it with participants via email or text message ahead of the event.

• QR Code:Place the QR code on screens or brochures so participants can scan it and see real-time subtitles in their language on their phones or tablets.

• Live View: the screen that shows real-time translated subtitles during your event.

• Edit Session:  You can only edit the language and glossary settings when the session is paused.

Right Sidebar:

• Audio Input

• Before starting, check that your laptop’s built-in or external microphone is working properly. EventCAT needs to clearly pick up your voice to deliver accurate subtitles.

• 10-Minute Free Trial.

• After setting the language, microphone, and internet, you can try real-time subtitles for free for 10 minutes. The timer starts when you first click “Start Session” and keeps running even if you pause.

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• Rehearsal Mode

  • Use Rehearsal Mode to test your session setup, glossary, and audio before the event goes live — with no usage time charged.

• Live Chat

  • Get real-time help during your event through the Live Chat on the EventCAT control screen.

• Start Session

• Click the “Start Session” button on the top right to begin real-time translation

Things to Keep in Mind When Using EventCAT

• For the best subtitle quality, use EventCAT in a quiet place with a microphone. Noisy environments can affect speech recognition.

• A stable internet connection is key. Use wired internet if possible—public Wi-Fi or hotspots may cause delays.

How To Check the Microphone Input:

• Select the microphone you want to use in Audio Input.

• Speak into the microphone and watch if the blue sound bar below moves.

• If the sound bar moves, EventCAT is correctly detecting your mic audio.

• If it doesn’t move, EventCAT isn’t detecting audio, so it can’t provide live subtitles.

• In that case, check the checklist above (mic connection, browser permissions, etc.) and troubleshoot.

You are now ready to start live interpreting subtitles.

Related article: 

• EventCAT On-Site Setup Guide: How to Connect Audio and Display Captions at Your Offline Event

3. How to Use ‘Schedule'

If your event involves multiple sessions or requires different subtitle languages for each session, use the Schedule feature to prepare in advance. Schedule is suitable for the following cases:

• Events lasting more than one day where each session requires subtitles

• Multiple sessions occurring simultaneously that require different subtitle languages

• International events or lectures where the speaker and audience languages vary by session

For example, in international forums, academic conferences, seminars, or educational workshops, the spoken language and the subtitle language can differ by session. In such cases, using ‘Schedule’ allows you to preset the languages to be used by date and session, enabling more accurate and stable subtitle operation on the day of the event.

Schedule Your Conference Room

'Schedule' is only available to users who have purchased a paid plan. If you haven’t purchased a plan yet, click 'Buy Credit/Plan' to complete your payment before using this feature.

• Once the payment is completed, you can view all the plans you currently own and have available on the left panel.

Step-by-Step Guide to Use 'Schedule'

For detailed instructions, please visit our Guide.

Frequently Asked Questions:

• What are Public and Private Modes for EventCAT Conference Real-time subtitles, and How Can I Change Them?

What is Rehearsal Mode? 

Rehearsal Mode provides a private, behind-the-scenes environment where organizers and speakers can fully prepare before going live. This feature is designed to ensure a smooth and professional presentation by allowing teams to test all critical components in advance. You can verify that your audio, video, and captioning systems are working correctly, ensuring clear communication throughout the event. It also enables you to rehearse your presentation while utilizing translation features, helping you deliver your content effectively to a multilingual audience. Importantly, everything that happens in Rehearsal Mode remains completely hidden from attendees. This means you can make adjustments, run through your script, and coordinate with co-presenters, all without the pressure of being live or visible to the audience.

Related article: 

• EventCAT User Guide for Rehearsal Mode

How To Activate It: 

• To open your session, click “Join Session” and then you will have your Conference page open

• Then, click “Rehearsal” and you will be able to test everything before going live including audio, captions, and language settings.

Note: Once you’ve finished practicing in Rehearsal Mode, make sure to click “Delete Transcript” located on the right sidebar. This will remove any saved captions or translation transcripts from the rehearsal session, helping you maintain a clean slate for the live event.

Important Note:

 Click Start Session and go back to the controller page and select Live View.

Once you’re ready, switch to Live Mode and the time will start running. 

How to Show Real-Time Translated Subtitles to the Audience}

Important Note:
The session must be set to "Public" (Anyone can access) for all attendees to access the real-time translated subtitle link via the Preview page, QR code, or URL.

1) Displaying the Preview Screen on the Venue Screen

• Preview Mode: On the controller page, click “Live View” to open the preview screen.
  
  

• Select Subtitle Languages: Choose a Main and Second Language at the bottom menu, can be changed anytime.
  
  

• Rehearsal Mode: Practice in advance using Rehearsal Mode.

Example of Real-Time Translated Subtitles Displayed on the Venue Screen:

AI × Global Health Cooperation National Assembly Seminar 

Check event references that used the preview screen on-site:

• POSTECH (Pohang University of Science and Technology) – Horizon Europe Workshop 

• World Coffee Leaders Forum 2024 

Frequently Asked Questions:

•  How many languages can real-time translated subtitles be displayed in at once?

• For readability, real-time translated subtitles can display up to two languages simultaneously: one main language and one second language. If you need to show subtitles in more than two languages at the same time, please use the Custom Plan of the EventCAT Conference pricing options, or contact us at contact@eventcat.com.

Can real-time subtitles be listened to as audio in a selected language?

2) View on Personal Devices (QR Code)

• Download QR Code: From the controller page that links directly to the real-time translated subtitles for the selected session.

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• Share QR: Display it on venue screens or print on materials for attendees to scan with phones or tablets. You can also access the same real-time subtitle page by clicking the QR code icon at the top right of the preview page.

 Example: Accessing live subtitle page via QR code

Multicultural Family Invitation Event, Leeum Museum of Art 

More Customer Success Stories here.

3) Share via URL

• You can copy the URL from the controller page and share it via YouTube, open KakaoTalk chat rooms, websites, and more. Attendees can access the real-time subtitle page through the link and choose their preferred language to view the subtitles

4) Caption Overlay for Live Streaming

• You can select the Caption Overlay feature on the controller page.

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• Using this feature, real-time subtitles can be overlaid and simultaneously streamed on platforms such as YouTube, Zoom, OBS, and other online streaming services.

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• The Caption Overlay feature is available as a custom plan or a separate paid option. If you wish to use Caption Overlay, please contact contact@eventcat.com before purchasing a plan.
  
  

Related Article:

• EventCAT Conference + OBS Studio: How to Overlay Real-Time Translated Captions

 Preview Page Customization Features

From the settings icon at the top right of the preview page, you can customize the real-time translation subtitle display shown to the audience as follows. 

• Text-to-Speech (TTS): This feature allows you to listen to the real-time translated subtitles in your preferred language. When accessing via QR code scan on a personal phone or tablet, connecting earphones or AirPods to the device enables you to hear the real-time translated subtitles in the selected language.

Click the gear icon (⚙️) on the preview screen to adjust how subtitles are displayed based on your event needs.

1. Dark Mode – Reduces glare in bright venues.
   
   

2. Speaker Separation – Uses colors/styles to distinguish speakers.
   
   

3. Partial Sentence Styling – Shows unfinished text in lighter color for clarity.
   
   

4. New Sentence Position – Choose to insert new subtitles at the top or bottom.
   
   

5. Start Position – Set where the first subtitle appears (top or bottom of screen).
   
   

6. Font Size – Adjust font size separately for main and second language (useful for large screens or mobile).
   
   

7. Presentation Mode – Enlarges subtitles for better visibility.
   
   

8. Caption Overlay – Stream subtitles on platforms like YouTube or Zoom (contact EventCAT to enable).
   
   

9. Clear Screen – Clears current subtitles from view without deleting saved data.

• Font Style & Size: Choose fonts and size separately for main and secondary languages.
  
  

• Spacing: Adjust line spacing (leading) and letter spacing (tracking).
  
  

• Color Settings:
  
  

  • Font color (main & second language)
    
    

  • Background color
    
    

  • Create on-brand subtitle visuals
    
    

• Reset & Save: Save custom designs or restore defaults.

These features help subtitles visually blend with your event’s stage, screen, and style.

EventCAT Real-time Translation Caption Usage Checklist

• Have you accurately selected the speaker’s language(s) (Speaking Language) and the subtitle languages (Target Language) for each session?

• Have you confirmed that the on-site microphone or audio is properly input to the EventCAT AI interpreter

• Have you selected the correct pricing plan while scheduling your Conference Room? 

• Have you displayed the preview screen on a screen or shared the caption screen with your audience via QR code or URL?

Completing these steps ensures your audience receives accurate, real-time subtitles throughout your event. For best results, we recommend testing your setup and conducting a brief rehearsal beforehand.

New to EventCAT Real-time Translation Captions?

Share the tutorial video with your audience and speakers to make it easy for everyone to use:

• How to view real-time captions

• When and how to scan the QR code

• How to select subtitle languages

[Watch EventCAT Conference: Real-time Translation Caption Tutorial Video] 

Start using EventCAT real-time interpreted captions now!

• Start EventCAT Conference

• Find the Right Pricing Plan

• Go to Frequently Asked Questions

For inquiries related to events, corporate events, and any questions about our product, please contact us at contact@eventcat.com.

We hope you enjoy using EventCAT and that it becomes a valuable part of your event experience. Welcome aboard, and happy captioning!

Need more help?

Go to Help Center.