When you’re responsible for organizing corporate events, accessibility should be more than a checkbox. It should be a core part of your strategy. As our world becomes more connected and global, language barriers must be addressed directly, especially at events where every attendee’s voice matters. Inspired by a recent conversation on The Event Pro Show featuring Kirk Hendrickson, COO and co-founder of Wordly, this guide outlines practical ways to integrate real-time translation into your events so they are both inclusive and impactful.
Understanding the Importance of Multilingual Accessibility
Before implementing real-time translation tools, it is important to recognize the value they bring. Kirk Hendrickson explains that traditional interpretation systems are expensive and typically limited to large events or main-stage sessions. As a result, many attendees at international or diverse gatherings are left without language support. AI-driven platforms like Wordly are changing that by making live translation and captioning more affordable and scalable for events of all sizes.
Real-time translation benefits not only attendees who speak different languages, but also those who rely on on-screen captions, including people who are deaf or hard of hearing, as well as attendees who process information more effectively through text.
Step 1: Assess Your Audience’s Language Needs
Start by gathering demographic information during registration, including primary and secondary languages. Review data from past events or client feedback to identify recurring needs, and anticipate accessibility requirements beyond language, such as captioning. Addressing these considerations early ensures accessibility is built into the event rather than added as an afterthought.
Step 2: Evaluate Your Translation Options
Historically, event translation required professional interpreters, soundproof booths, and complex audio setups. As discussed by Seth Macchi and Kirk Hendrickson, this approach can become expensive and difficult to manage, particularly when supporting multiple languages.
Modern AI-powered platforms like Wordly offer clear advantages. They scale easily across dozens of languages, reduce costs by eliminating travel and equipment fees, and allow attendees to access translations on their own devices. Many organizations find success using a hybrid approach, pairing professional interpreters for high-stakes sessions with AI translation for breakouts or supplemental languages.
Step 3: Choose a User-Friendly Translation Platform
A strong translation solution prioritizes the attendee experience. Kirk Hendrickson emphasizes that attendees do not want to download another app. Platforms that use QR codes or browser-based access reduce friction. Look for tools that provide both audio translation and captions, along with flexibility to display captions on screens or embed them in video streams.
Testing platforms with users of different technical skill levels and language backgrounds can help ensure the solution works smoothly for everyone.
Step 4: Implement Seamless On-Site Setup
Event translation no longer requires complex technical infrastructure. Setup typically involves connecting the event’s audio mixer to a laptop or tablet, logging into the translation platform, and feeding the live audio into the system. Once active, attendees can access translations instantly via QR code.
This approach eliminates the need for headsets and reduces staffing demands. Multiple rooms can be set up quickly, and platforms can automatically pause during breaks and resume when speakers return.
Step 5: Communicate Clearly with Attendees
To maximize adoption, communicate clearly and often. Promote available languages ahead of time, include QR codes and instructions at registration and throughout the venue, and ensure staff or volunteers are available to help attendees get connected. Many participants may be experiencing real-time AI translation for the first time, so clear guidance is essential.
Step 6: Encourage Speakers to Use Their Native Languages
Kirk Hendrickson raises a powerful idea: allowing speakers to present in their native language. Traditionally, presenters are expected to speak the primary event language, even if it limits their expression. With translation technology in place, speakers can communicate more confidently and authentically while audiences receive accurate translations in real time.
This shift supports inclusivity for both speakers and attendees and helps normalize translation as a tool for stronger communication rather than a fallback.
Step 7: Collect and Leverage Translated Content
Modern translation platforms generate valuable post-event resources, including transcripts and translated recordings. These assets can be used for post-event recaps, global marketing, internal training, or compliance documentation. Leveraging this content extends the impact of your event long after it ends.
Step 8: Address Security and Accuracy Concerns
Accuracy and data security are common concerns, especially for technical or proprietary content. Work with your provider to preload terminology when possible, confirm data handling policies, and restrict access to translation streams if needed. For sessions requiring maximum precision, professional interpreters can complement AI translation. Collecting feedback from multilingual attendees also helps refine future implementations.
Step 9: Review and Improve for Future Events
Post-event evaluation should include attendee feedback on translation quality and ease of use, technical team insights on setup, and speaker reflections on their experience. Usage analytics can reveal which languages were most accessed and which sessions benefited most from translation support. Use these insights to continuously improve accessibility at future events.
Avoid relying solely on on-site setup without advance testing, limiting translation to main-stage sessions only, failing to inform attendees in advance, or overlooking the long-term value of translated content.
Real-World Applications
Seth Macchi and Kirk Hendrickson share examples of Wordly being used across a wide range of environments, from global conferences and city council meetings to executive briefings and community settings. These examples highlight how accessible communication is becoming an expectation, not a luxury.
Making events accessible through real-time translation is no longer optional for organizations operating in a global environment. With the right planning, technology, and communication strategy, multilingual accessibility is achievable and impactful.
By understanding your audience, selecting intuitive tools, and fostering an inclusive culture, you can create events where every participant feels seen, heard, and fully engaged.
To listen to the full conversation, tune in here: 