EventCAT Conference Quick Setup Guide

Why This Guide?

Whether you're planning a small seminar or a large international event, setting up real-time multilingual interpretation with EventCAT is easier than ever. This guide will walk you through the process step by step, no technical expertise required.

In just a few minutes, you'll be ready to deliver a smooth, inclusive experience for all your attendees, no matter what language they speak.

Step 1: Schedule Your Conference Room

1. Go to eventcat.com and log in.

2. Click Schedule to start preparing auto-translation for your event.

   • Want to test first? Click Start Free Trial to try it out for 10 minutes before purchasing a pass.

Step 2: Create a New Conference Room 

Step 2-1: Start New Conference Room and Add Basic Info

• Click New Conference Room.

• Add your event information: title, start and date time, duration

• Pick a pass based on the total time you'll need the room.

• You can purchase the pass in advance or during setup.
  
  

 After clicking Create & Continue, enter or modify:

• Title, Start Date & Time, Duration
  
  

• (Optional) Location & Website
  
  

• QR Code and Audience URL for subtitles

Once your basic details are set, you can:

• Upload a Custom Logo to personalize the Live View screen for your audience.
  
  

• Change Your Pass if you need to adjust the total time or features before finalizing.

Step 2-1: Add Sessions

• Create New Session

• Split sessions by break/lunch blocks for better accuracy

• Choose the spoken language(s) and up to 5 target languages.

• Need more than 5? Just reach out to us.

• Upload presentation files to create a glossary and improve translation accuracy.

• Multiple files can be uploaded at once — it only takes about 2 minutes.

• Fine-tune with advanced settings like profanity filters or update intervals.

• Why is it important? Uploading your slides or materials allows EventCAT to build a custom glossary, helping the AI better understand the specific terms used in your event.

Related article: What is Glossary Feature?

Step 3: Run Your Event from the Controller

• Click Join Session for the first session.

• On the left, Live View and Edit (your) session. On the right, check your audio input.

  • If no external mic is available, use the built-in one. Make sure your laptop is placed close to the presenter for clear sound.

Step 4: Try a Rehearsal First

• In the top-right, switch to Rehearsal Mode and click Start Session.

• You’ll be able to test the full experience without using your pass.

Step 5: Select Languages for Your Audience

• Once the session starts and translation begins:

  • Click Live View to select 1–2 languages for display on the LED screen.

  • Additional languages can be accessed via QR code by participants on their phones.

Step 6: Customize Your Live View

• Use the settings menu (top-right) to adjust font size, background color, or enable presentation mode.

Step 7: Go Live!

• Back in the controller, click Stop Session to end rehearsal.

• Delete any rehearsal transcripts.

• Switch to Live Mode and click Start Session to kick off your event for real.

Things to Keep in Mind

• Use a wired LAN for stable internet — Wi-Fi may cause issues.

• Once you start a paid pass, it can’t be reused — always check your mode (Rehearsal vs. Live).

• Using a built-in mic? Reduce background noise and place your laptop close to the speaker.

• QR codes and URLs differ for each room and session — share wisely.

• After the event, download transcripts and summaries in your preferred language.

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

Additional Support

• Visit the EventCAT Help Center

• Or email us at contact@eventcat.com