Case Study: Our Implementation of AI-Powered Live Translation at the World Art Therapy Festival

 

Introduction

In today’s fast-evolving landscape of modernization and digital transformation, artificial intelligence (AI) has become an integral part of professional environments worldwide. At C-IN, we continuously seek opportunities to integrate innovative digital tools into the conferences and congresses we organize. During the most recent World Art Therapy Festival (WATF) held in Prague, we successfully implemented AI-driven live translation, enhancing accessibility and elevating the overall event experience. This case study describes how we executed this innovation, what we achieved, and what we learned.

Event Overview

The World Art Therapy Festival brings together an international community of experts, practitioners, and students. With such diverse participation, overcoming language barriers is essential. Traditionally, this would involve arranging interpreters, separate booths, and complex logistics. As part of our ongoing innovation strategy, we decided to pilot a more flexible, modern, and scalable translation solution: AI-based live interpretation using Wordly.

Challenge

We needed to ensure effective and user-friendly real-time translation for participants communicating in English, Czech, and Slovak. Our goals were clear:

• Provide instant language accessibility to all attendees
• Reduce financial and logistical demands associated with traditional interpreters
• Offer a simple digital experience participants could access on their own devices
• Maintain translation quality during lectures and plenary sessions

AI technology presented itself as the ideal tool to help us meet these goals.

Our Solution: Implementing Wordly for AI Translation

To achieve reliable, high-quality live translation, we implemented the Wordly AI translation platform throughout the event.

How We Set It Up

1. QR Codes for Each Session
   For every lecture and plenary session, we generated a unique QR code. Participants found these codes at the entrance to each room or displayed on the in-room screens. Scanning the QR code on their device took them directly to the translation interface—no app installation needed.
2. User-Friendly Language Selection
   Through the browser interface, attendees could select their preferred language (English, Czech, or Slovak). We used the same QR code system consistently across sessions, with a specific variant only for Slovak.
3. Real-Time Text and Audio Translation
   • The speaker’s voice, captured through a personal or handheld microphone, streamed directly into Wordly.
   • Delegates could read the translation live on their phone or listen to it through headphones.
   • A large screen in each room displayed a bilingual transcript, enabling group viewing and supporting those who preferred visual input.
4. Application Across Session Types
   • Plenary Sessions: Clear sound input and well-structured presentations made AI translation highly accurate.
   • Lectures: Standard microphone use ensured smooth real-time transcription.
   • Workshops & Seminars: The tool worked, although dynamic movement and multiple speakers posed limitations.
5. Technical Support and Equipment
   • At registration, we offered loaner headphones for those wanting audio translation.
   • Before each session, our team activated Wordly, prepared screens, and ensured microphone compatibility.
   • Participants joined via join.wordly.com, while all room transcripts ran via display.wordly.com.

Take a look how it went HERE

 

Results

Our implementation of AI-powered translation produced strong and measurable benefits:

Key Outcomes

• Higher Accessibility: Participants could overcome language barriers effortlessly.
• Reduced Costs: We significantly lowered interpretation-related expenses.
• Positive Feedback: Attendees appreciated the option to personalize their translation experience.
• Operational Efficiency: The flexibility to adjust languages instantly supported multilingual Q&A and storytelling.
• Enhanced Understanding: Live transcripts improved clarity, especially for non-native speakers.

Advantages We Experienced

• Immediate live translation of all spoken content
• Reduced dependency on traditional interpreters
• Attendees could freely choose their language
• Improved accessibility for delegates who might otherwise face language barriers
• No need for additional hardware — users only required their own phone or laptop
• Both audio and text translation options available
• Scalable for events of all sizes
• Easy-to-use browser interface (no downloads necessary)

Challenges & What We Learned

AI translation worked exceptionally well in controlled environments but was challenged by more dynamic settings.

Specific Limitations

• Workshops with Movement:
  Sessions involving group work, movement, or multiple active voices were harder for the system to interpret reliably.
• Microphone Dependency:
  The system translated only what was spoken into the microphone. Unamplified comments or questions were missed.
• Background Noise:
  Music, videos, and general workshop noise could interfere with Wordly’s accuracy.

Our Recommendations Going Forward

• AI translation is ideal for plenary sessions and standard lectures, where a single speaker uses a microphone.
• For workshops, we plan to explore hybrid interpretation models or alternative tools.
• Clear instructions for Q&A (e.g., all questions must be asked into the microphone) greatly improve translation quality.

Conclusion

Our experience using AI-driven translation at the World Art Therapy Festival confirmed that AI is not only the future of conference accessibility—it is a solution ready for use today. By integrating Wordly, we enhanced the multilingual experience, reduced operational costs, and delivered a modern, intuitive service to attendees.

At C-IN, we are committed to adopting technologies that elevate participant engagement and streamline event operations. Implementing AI translation is just one example of how we continue to innovate and bring fresh, forward-thinking solutions to the events we manage.

 

C-IN Team
Professional Congress Organizer

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