Preparing for a multilingual event, whether it's a meeting, seminar, or symposium, demands precision and organization. Interpreting, often overlooked, plays a critical role and deserves its own place on the meeting planner's checklist.
Discover the key considerations to have in mind when it comes to planning an event with interpretation!
Identify interpreting needs
- Where will the meeting take place: face-to-face, remote, or mixed?
- If mixed, how many participants will be face-to-face, or remotely?
- What languages will be spoken? Which will need to be translated?
- What is the date and what are the hours?
- What is the topic of the meeting?
- What is the organization of the meeting: a speech only, or will there be parallel workshops or exchanges between the main speaker and the room?
This information will help you determine whether you need simultaneous interpretation, consecutive interpretation, or whispered interpretation.
Preparing for the interpreter's intervention
- Send them any preparatory documents like:
- The program's schedule and the names of the speakers
- The presentation broadcast
- A glossary of specific terms and acronyms, if available
- All other content at your disposal that will help interpreters prepare their translations.
- Provide equipment: microphone for the interpreters and headsets for the participants.
- Secure the perfect location: Interpreters not only need to hear words clearly but also benefit greatly from a clear view of the speaker. If direct visibility of the speaker isn't possible, consider placing the interpreter in an adjacent room with a video monitor for the best quality interpretation.
Take into account the specific framework of a remote meeting
Integrating interpreting into remote meetings is straightforward with the help of dedicated platforms or specific features on commonly used platforms.
Here are some important recommendations for both participants and speakers:
Prior to the meeting, test the platform, your internet connection (preferably using a wired connection), sound, and video quality to ensure a smooth meeting experience.
While headphones may suffice, using professional-grade headphones is recommended for better audio quality.
Practice good microphone etiquette by positioning it in front of your mouth to ensure clear speech. Encourage attendees to mute their microphones when not speaking to reduce background noise.
Use a camera with sufficient quality and proper brightness settings.
Find a calm and quiet environment for your virtual participation.
These tips provide a solid starting point for seamlessly incorporating interpreting into your multilingual event. Your interpreting partner will be there to offer guidance and support. Acolad, a specialist in linguistic services, assists clients by providing professional interpreters and offering equipment for interpreting or remote interpreting platforms.