TALIC AI LiveTranscribe
Booking Guidelines
Live transcript and translation for University events.
- Who can bookHKU staff
- Book at least14 days ahead
- What you needBrowser + venue audio
Operational Guidelines & Interactive Tutorials coming soon. Stay tuned.
General Information
TALIC AI LiveTranscribe shows a live transcript of what is said at your event, with a translation into a second language alongside it.
It is a self-service web platform (SaaS). Getting started takes three steps: choose the audio source, choose the languages, and press Record. It is quick to learn. AI prompt templates are also provided to help you set up your event’s vocabulary and glossary. If you have set up Zoom before, the setup is much the same.
The service is available for booking by HKU staff for University events held at venues on the HKU network.
How it works
- A computer at the venue is connected to the venue’s microphone or audio feed.
- The organiser opens the operator page in a web browser, such as Google Chrome, and starts the transcript. No software installation is needed.
- The transcript and its translation appear on the audience display, a web page opened in a browser and shown on the projector or screen. Lines refine into clearer text as the speaker continues.
- Before the event, names, titles and specialist terms can be added to the event’s vocabulary and glossary, so they are recognised and translated more consistently. AI prompts can help with this setup: just drag and drop your event materials.
What’s included
- Live transcript of the spoken language, with a translation into one other language
- Operator page to start, stop and restart the transcript
- Audience display page for a projector or screen
- Mobile link and QR code, so the audience can follow on their own phones
Not included
- Screens, computers, cables and other venue AV equipment. Please arrange these with the venue’s AV support. TALIC does not provide screen rental.
- Running the operator page on the day. This is done by the organiser; once started, it needs little attention.
- On-site technician support and knowledge base preparation. These are available as additional services, quoted separately.
- Livestreaming software for online captions.
Display options
Dual screen
Slides on the main screen; transcript on a second screen beside it.
Split screen
Slides and transcript side by side on one screen.
Mobile view
Audience members scan a QR code to follow on their phones.
Livestream captions
Captions for an online audience. Requires separate livestreaming software, arranged by the organiser or quoted separately by TALIC.
Fees
Fees are based on platform access slots.
HKU (UGC Funded Activities)
Half-day
HK$1,000
Up to 4 hours
Example: 9:00 am – 1:00 pm or 2:00 pm – 6:00 pm
Full-day
HK$2,000
Up to 9 hours
Example: 9:00 am – 6:00 pm
HKU (Non-UGC Funded or Mixed-mode Activities)
- Half-day Up to 4 hoursHK$ 2,000
- Full-day Up to 9 hoursHK$ 4,000
* Fees may vary according to individual service requirements. The amount stated in the official quotation provided shall apply.
- Access windows can be adjusted to fit your event schedule.
- You may book more than one slot. A common arrangement is a Half-day before the event for vocabulary setup and rehearsal, plus a Full-day on the event day. This is especially recommended if you are using AI LiveTranscribe for the first time.
- Fees cover platform access only.
Additional services
On-site technician support and in-depth knowledge base preparation are available as additional services, quoted separately. Please indicate your interest in the enquiry form.
Booking Procedure
Submit the enquiry form
Submit the enquiry form. Booking applications are normally accepted up to 2 months in advance, and must be made at least 14 calendar days before the event date.
Receive a quotation
Applications are processed within 4 working days. TALIC will confirm the scope and issue an official quotation.
Confirm your booking
Return the signed quotation to confirm your booking. Operator login details will then be sent to you.
Settle the invoice
After the event, TALIC will issue an invoice. Please endorse it and submit it to your Faculty or department’s account manager in the Finance and Enterprises Office (FEO) for internal transfer.
Cancellation and Rescheduling
Rescheduling or cancellation of bookings must be made at least 3 days before the event date. Cancellations made with less than 3 days’ notice will still be charged according to the confirmed quotation.
Please note
If your event is cancelled because Typhoon Signal No. 8 or above or a Black Rainstorm Warning is in force, please contact TALIC to reschedule.
Before and During Your Event
Vocabulary and glossary
Before the event, add names, titles and specialist terms to the event’s vocabulary and glossary, so they are recognised and translated more consistently. AI prompts can help with this setup: just drag and drop your event materials, such as the event page, speaker bios, agenda or slides.
Audio connection
The setup is similar to Zoom: the operator page just needs an audio source, connected from the venue’s microphone or audio feed. Confirm with the venue’s AV support how the computer will connect. Many venues already provide this at the podium or in the AV control room.
Rehearsal
If possible, test the full setup at the venue before the event day.
5 minutes before
Final check: audio is in and the transcript is live. Record should already be on.
Keep the page open and online
Closing or refreshing the operator page, or a poor internet connection, will stop the transcript. Please make sure the operator computer is connected to the HKU network with a stable connection.
If no transcript appears
Press Record if it is not running, or Restart if it is already recording.
Tell your audience
We recommend letting your audience know the transcript and translation are AI-generated, for example in the opening remarks or on a slide.
Good to know
- One event at a timeEach booking runs from one operator computer connected to the venue audio.
- Two languagesThe transcript shows the spoken language and one translation.
- Up to 100 mobile viewersMobile view supports up to 100 viewers at the same time.
- Open linkAnyone with the mobile link can view the live transcript. For closed-door or sensitive events, please consider whether to share the QR code.
FAQ
Do I need to install any software?
No. AI LiveTranscribe runs in a web browser, such as Google Chrome, on a computer connected to the venue’s audio.
Will TALIC provide the cable to connect the venue audio to the computer?
The connection depends on the venue. In most cases a suitable connection is already available at the podium or in the AV control room. Please confirm with the venue’s AV support.
Can it be used in a hybrid event with Zoom?
Yes, it can usually run alongside Zoom. The audio setup is similar, but AI LiveTranscribe only needs the microphone input. Please confirm the audio setup with the venue’s AV support.
Do I need to book a screen to show the transcript?
It depends on the venue. If there is only one screen, you can use split screen, mobile view, or both. Otherwise, please arrange a second screen with the venue. TALIC does not provide screen rental.
Other Important Information
- Transcripts and translations are AI-generated. They may contain errors and can vary between sessions. They are intended to help audiences follow along, and are not a verbatim or official record of the event.
- TALIC will not be liable for any false, inaccurate, inappropriate or incomplete information in transcripts or translations.
- Organisers are responsible for venue AV arrangements and for any third-party tools used with the service.
- Booking priority will be given to University teaching and learning activities.
- TALIC reserves the right to decline or cancel bookings that do not follow these guidelines.
Planning an event?
Let’s talk.
Submit the enquiry form to start planning your event with the Teaching and Learning Innovation Centre (TALIC).
Operational Guidelines & Interactive Tutorials coming soon. Stay tuned.
Platform: livetranscribe.talic.hku.hk
