EventCAT Conference Quick Setup Guide (July 2025)

Why This Guide?

Setting up the EventCAT Conference is easier than ever! Whether you're hosting a small seminar or a large-scale event, this guide will help you get real-time multilingual interpretation up and running smoothly- no technical stress involved.

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 (3 Simple Steps)

Step 2-1: Add Basic Info

• Click New Conference Room.

• Input the room name and set the start and end times for translation.

  • If your event has breaks, like 10–11AM and 3–4PM, set the room time to cover the entire span: 10AM to 4PM.

• Add any optional information like location or website.

Step 2-2: Choose a Pass Type

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

  • You can purchase the pass beforehand or right here during setup.

• Choose your output type:

  • Live View: Participants scan a QR code to view subtitles on mobile or venue screens.

  • Caption Overlay: Perfect for live-streaming your offline event with real-time captions (e.g., Zoom, YouTube Live). This option is only available by request — contact us.

• Related article: Choosing the Right EventCAT Plan for Your Conference.

Step 2-3: Add Sessions and Customize

• 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.

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

• Fine-tune with advanced settings, such as 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.

Rehearsal Mode is a private environment where you can:

• Check microphone input and audio clarity

• Preview subtitles and multilingual translation in real time

• Simulate the audience experience (QR/live view, font size, color)

• Practice your presentation without broadcasting to attendees

• For more information about our new feature Rehearsal Mode, please refer to our guide: How to use 'EventCAT Rehearsal Mode: Practice and Perfect Your Conference Setup.

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.

Additional Support

• Visit the EventCAT Help Center

• Or email us at contact@eventcat.com