Translation Instructions Communication Guide

Wordly Live Translation and Captions

Wordly brings live live translation (audio and captions) to your in-person events and virtual meetings. Offering translation is a great way to demonstrate your commitment to accessibility and inclusivity so make sure you let all of your attendees know about it.

Promoting the use of translation before an event can help increase attendance by letting people know it will be language accessible and appealing to a global audience.

Providing information at the event helps ensure users can easily access the translation service.

This guide provides tips and tools for activities you can do both before and during your event to promote offering translation.

Pre-Event Translation Promotion

Let potential attendees and confirmed registrants know you will be offering live translation for no additional charge at the event.  

Attendees will not need to download anything or create an account to use Wordly. All they need is their phone or computer (and a standard headset with microphone if they want to use audio at in-person events).

Wordly works for both in-person and virtual meetings - so make sure you let attendees know if you are offering translation for all event formats.

You should promote the availability of translation and caption on your website, registration pages, emails, social posts, and event apps.

Several Pre-event translation promotion examples are shown below:

This is a Language Accessible Event
We are offering live translation into audio and captions for dozens of languages at the event for no extra charge
to make it language accessible to everyone. Attendees can access the service with their phone or computer.

Ad for Social Media, Email, and Websites

Website Promotion

Social Media Promotion

During-Event Translation Promotion

Remind attendees that you are providing live translation and captions at the event. The most important information to share with attendees are the Wordly QR Codes and URLs which attendees will use to access translation and captions at each session.

Create Attendee QR Codes and Links

• The meeting host / organizer can access the Attendee QR Code and URL for each session in the “Sessions” tab of the Wordly Portal. Depending on how many sessions you have, you may have multiple QR Codes and URLs to share. We recommend using the same QR Code / URL for each session held in the same room to simplify attendee communications. For example, if you are running sessions in 5 rooms, you will have 5 separate QR Codes / URLs for attendees to use. Always remember to test the QR Codes and URLs to make sure you have the right information assigned for each room.

  

  Instructions for Presentation Slide (Download from Wordly Portal)
  

  Presenter Script - Recommended Instructions to Read with the Slide
  

  • We are providing live translation and captions for this session today powered by Wordly.
  • To access with your phone, scan the QR code on the slide with your camera. To access with your computer, visit the URL from your computer.
  • Select your translation language from the drop-down list, enter your name, and click Join.
  • You will be able to read captions - or listen to audio when you plug in your headphones.
  • You can change the language at any time.
  • Please note that while AI translation is very accurate, you may occasionally see some words that are not translated correctly.

  If you have any questions about this, contact your Wordly representative.

Several During-Event translation promotion examples are shown below:

• Place Signs or Flyers at the registration check-in
  

  

  Flyer for Registration Desk (MPI WEC Conference)
  

• Place Signs at the entrance to every room / stage
  

  

  Sign for In-Person Session Rooms (IMEX America Conference)
  

  

  Digital Sign Example (HUB Montreal)
  

• Include one Slide at the start of the event - and each session presentation - which reviews the instructions on how attendees can access translation and captions
  

  

  Translation Instruction Slide at In-Person Event (Flip Conference)
  

• Add the instructions to the event app or website
  

  

  Translation Instructions for Virtual Event (Modesto City Council)
  

• Promote during commercial breaks
  

  

  Main Stage Digital Display (MPI WEC)