How to Organize Effective Multilingual Meetings with AI

A practical guide to meetings in several languages: live translated subtitles, preparation, running the call and follow-up, plan by plan.

In an international team, the language of the meeting quietly decides who gets heard. Fluent speakers talk, everyone else listens, translates in their head, and often stays silent. Live translated subtitles do not remove that problem entirely, but they change it: people can speak the language they think in and still follow everything that is said. This guide covers how to prepare, run and follow up a multilingual meeting, and what Aivorys does at each step.

Three ways teams handle language today

**One shared language (usually English).** Simple, but it favours native speakers and makes everyone else slower.

**Human interpreters.** The best quality, and the right choice for legal, medical or diplomatic settings. But they must be booked in advance and cost a lot for routine meetings.

**Live subtitles with machine translation.** Available on demand for any meeting, at the cost of the occasional mistake with idioms, names or poor audio. This is what Aivorys provides.

How live translation works in Aivorys

Aivorys turns speech into text during the call and translates that text into subtitles. Each participant reads the subtitles in the language they choose, while the speaker keeps talking in theirs. The number of subtitle languages follows the organiser's plan: 1 on Free, 5 on Solo, 40 on Team and Business, and up to 130 on Enterprise. It applies to every guest in the meeting, including guests on a free account.

These are subtitles, not a spoken interpreter. Team and above also include a translation glossary, so product names and internal jargon are handled the way you want, and live voice dubbing.

What the AI agent adds

ARIA, the AI agent, is available from the Solo plan. It transcribes the discussion and writes a summary with the decisions and the action items. When the organiser ends the meeting, the summary is e-mailed to each participant in their own language, so people who followed in their second language can reread the outcome in their first.

You can also ask the AI questions about what was said during the meeting, for example to check who agreed to do what.

A checklist for multilingual meetings

**Before**

1. Send the agenda and any documents in advance, ideally in two languages. 2. Add product names, acronyms and people's names to the glossary (Team plan and above). 3. Check the time zones in the calendar before you pick the slot.

**During**

4. Speak in short sentences and pause between ideas; translation is more accurate on clean, steady speech. 5. One person at a time. Overlapping voices are the main cause of bad transcripts. 6. Avoid idioms and sarcasm; say what you mean literally. 7. Use the whiteboard or share your screen: a diagram needs no translation. 8. Ask quieter participants for their view in the chat, where they can write in their own language.

**After**

9. Read the summary and correct anything important before it travels. 10. Send decisions in writing; do not rely on memory.

Setting it up in Aivorys

1. Create the meeting from your dashboard (instant or scheduled) and share the link.

2. Participants join from their browser, or from the Android app, with an Aivorys account. A free account is enough.

3. Each participant turns on subtitles and picks their language.

4. If you use ARIA, activate it at the start so the whole discussion is transcribed.

5. When the meeting ends, the organiser closes it, and the summary is generated and e-mailed.

Limits worth knowing

Machine translation can get idioms, names and technical terms wrong, and accuracy depends on audio quality. Treat the subtitles as a way to follow and take part, not as an official record. For contracts, legal, medical or other high-stakes discussions, use a qualified human interpreter. And tell participants that an AI is transcribing the meeting.

Aivorys does not claim end-to-end encryption: the AI services process the meeting content on the server. The privacy policy explains what is processed and how to delete your data.

Which plan do you need?

Free: 20 participants, 40 minutes per meeting, 1 translation language. Solo (€12/month): 50 participants, 90 minutes, 5 languages, ARIA and cloud recording (2 per month). Team (€24/month): 100 participants, up to 5 hours, 40 languages, glossary, live voice dubbing, breakout rooms and polls. Business (€39/month): 200 participants, up to 24 hours, 40 languages. Enterprise (€79/month): 500 participants, up to 130 languages, SSO.

Paid plans come with a 14-day trial that requires a payment card; you can cancel from the billing page.

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