This is a guest post by Evi Xydia, Client Services Manager at ONCALL Interpreters, a global language services provider. ONCALL has been providing interpreters for conference organisers for over 30 years.
In the last century, business has become increasingly international. Conferences are no different, with delegates travelling sometimes thousands of miles to attend conferences that are interesting or relevant to them.
With that in mind, there’s an increasing need to provide multilingual content. It’s not just about providing a service to existing delegates, but can open up entire new markets to your conference and, more importantly, attract new delegates and increase attendance.
The best way of offering a truly multilingual experience to your delegates is by investing in interpreting services. However, planning a conference with interpreters for the first time can be a little daunting.
You’ve probably got more than enough to think about to get your event up and running smoothly, so let us take some of the weight off your shoulders.
We’ve put together a checklist that covers everything you’ll need to think of when booking interpreters for an event.
Planning ahead
Before you start searching for your interpreting services, it’s important that you’ve gathered as much information about the event as possible. Whether you’re organising the event for yourself or someone else, you should ask yourself the following questions:
- What languages are required?
- What is the subject matter?
- How many delegates will be attending?
- What is the general agenda? You’ll need to know dates, times and a location as soon as possible.
- What formats will be used? Is it going to be presentations, panels or other, more unusual, formats?
- Will there be multiple rooms at the event?
- What type of interpreting service is required?
- Will you need an onsite interpreting coordinator?
- Will any interpreting equipment be needed?
- Can you provide reference materials ahead of the event?
You’ll need to be able to answer all of these questions to brief your interpreting agency accordingly.
Before the event
It’s best to confirm your interpreters at least one month before your event. Once you’re in touch, you can work through the following:
How many interpreters do you need?
Depending on your event, you may need more than one interpreter. The level of concentration required for interpreting is extremely high so they’ll need to take a break every 30 minutes. So, if it’s an all-day event, you may need multiple interpreters. You’ll also need to let them know what languages you require and whether or not the subject matter is specialised (for example, interpreting for a medical congress will require more specialised skills than for a general business event).
Reference material
Interpreters have a wide range of knowledge but won’t always be an expert in your particular industry. It’s important to provide reference material as early as possible. These documents may include conference papers, presentation slides and video scripts.
Equipment
You may need to have simultaneous interpreting equipment at your event. The first port of call is to check if this will be provided by the venue or your interpreting agency. You may find that they don’t offer equipment or have a preferred supplier so you’ll need to work it into your budget. You’ll also need to liaise with the venue, and AV company, to organise setting up the equipment and agreeing a timeframe for moving the equipment out once the event is over.
Agenda
Once you have a finalised agenda, check that your interpreter knows what time to arrive, what the event agenda is and, if necessary, what the break and catering times are.
Contact details
Ideally, your interpreters will be provided with two contacts – one for the event and one for the venue.
Access
Some venues will have entry and/or security protocols in place. Be sure that your interpreters will have access in and out of the building on the day.
Price
Set aside a budget for your interpreting services and be sure to consider any additional costs such as equipment hire and travel costs. Simultaneous interpreting is generally more expensive than consecutive interpreting so be sure that your budget is realistic for your needs.
On the day
Meet with your onsite interpreting coordinator
If you’re using an onsite interpreting coordinator, set aside some time with them to ensure that they are clear on everything. It’s not uncommon for things to change at the last minute so a meeting before the conference will give them time to pass on any information to your interpreter if required.
Technician
Introduce your interpreter to the technician – if they have any problems with the equipment, they’ll know who to ask for help. It’s also strongly advised to test the equipment before your event begins. Note – there will be a separate technician for the interpreting equipment and the AV equipment.
Guidelines for speakers
Ask your speakers for written texts or notes for their speech. It’s also helpful to remind speakers to pace their delivery to allow for interpreters to follow with ease.
Top tip: carry an emergency USB in your pocket for last-minute presentation slides – it’s a lifesaver!
The booth
Ensure that the interpreter is able to see the speakers and any video streams from their booth. An interpreter often has to speak for up to 30 minutes without stopping so don’t forget to provide water!
Feedback
If you’re using an interpreting agency, don’t forget to provide feedback. If you’re happy with your service, you’ll be able to request the same interpreter for future events.
In short, there are a lot of things to think about when booking interpreters. It’s easy to skim over the details – but remember – the better your prep and the better your agency the better the experience for your delegates.
You’re all set!
Now you know everything that needs to be arranged, why not download and print out our checklist?
