EventCAT Conference QR Setup & Share Guide

Why is The QR Code Important?

To let attendees view live translations on their devices, prepare and share the QR code for either the Conference Room or a specific Session. You can send it ahead by email/website, and also show it on site via X-banners, POP signs, or projector screens. This guide shows event hosts how to set up a Conference Room and Sessions, generate QR codes, and share them in advance and on site to maximize access. Please note how EventCAT uses these terms:

• Conference Room (parent level): Represents a single event. A purchased Pass (Prepaid/Half-Day/Day) must be assigned 1:1 to one Conference Room to enable session creation and live translation.
  
  

• Session (child level): Lives under a Conference Room and is usually split by breaks (e.g., Opening → Session 1 → Lunch → Session 2). Splitting sessions lets you apply different glossaries per session for better quality, but requires operators to start/stop and switch sessions, which adds operational complexity.
  
  

• Recommended sharing method: In most cases, share the Conference Room QR. When participants join, they’ll see the session that is currently “On Air” and can enter the live translation with one tap - simple for both users and staff.

This guide covers:

• How to create a Conference Room & Sessions

• Where to download the Conference Room QR

• Where to download the Session QR

• How to share online in advance and distribute on site

• Tips for multilingual/academic events and an on-site checklist
  
  

Step 1. Create a Conference Room & Sessions

1. Purchase a paid Pass first (Prepaid, Half-Day, or Day).

2. Create a Conference Room and assign the purchased Pass to that room.
   Create Sessions as needed (we recommend splitting by track/break/lunch).

For detailed setup, see: [EventCAT Conference Quick Setup Guide]

Step 2. Download the Conference Room QR (Most Common)

Please go to the Conference Room Dashboard → Conference Room → click the Room Name

• This exports the main entry QR for the entire conference.

• When participants scan it, the current “On Air” session appears. They tap it to open the live translation page—no app required.

Step 3. Download the Session QR

Please go to the Conference Room Dashboard → Conference Room → Room Name → Enter Session → Controller Page

• This opens the live translation page for the currently running Session.
  
  

• If your Conference Room has only one Session, you can simply download and share the Session QR. Participants open live translation instantly—no app required.

Step 4.  Share in Advance (Online)

• Email to registered attendees: Attach the Conference Room URL + QR image. This is especially helpful for attendees who bring laptops and want to keep slides and the translation page side by side.

• Event website/info page: Post a short link + QR together for easier access.

* Sample copy for translation (subtitles) service

“Scan the QR below or visit translate.example/ABC. You can select your preferred language after you open the page.”

Step 5. 현장 배포(오프라인)

컨퍼런스 룸 세팅을 위해서는 먼저 유료 패스를 구매하셔야 합니다.

• The Slides (show before start, during breaks, and before closing): Include QR + short link + note on language selection.

• The Registration desk POP / X-banners: Place a large QR along the entry flow so people can scan while waiting. For multi-track events, consider also posting Session-specific QRs near each room.

Proactive Tips

• Operations vs. quality:

  • Want simple ops? Share one Conference Room QR for the whole event.

  • Want maximum quality (different terminology by topic)? Use multiple Sessions with their own glossaries and share Session QRs accordingly.
    
    

Additional Support

Visit the EventCAT Help Center
Or email us at contact@eventcat.com