How to Successfully Organize Conference Interpreting
Conference interpreting involves facilitating communication between people who speak different languages at events such as conferences, meetings, and seminars. As an interpreter, your role is to convert the speaker's words instantly and accurately into another language. This allows attendees who speak different languages to fully participate and understand what is being discussed.
Organizing successful conference interpreting takes careful planning and preparation. Here are some tips on how to effectively arrange for interpreters at your next conference or event:
Choose the Right Interpreters
- Determine which languages you need interpretation between. Many conferences require English plus one or more additional languages. Know your audience and which languages will be most needed.
- Hire professional, experienced interpreters. Look for interpreters accredited by a professional organization who have expertise in your conference subject. Avoid hiring interpreters with little training or experience.
- For common languages like Spanish and French, hire at least two interpreters per language to alternate and give each other breaks. For rare languages, you may need to provide remote interpretation via audio/video feed.
- Interview potential interpreters to assess their abilities and communication skills. Make sure they can clearly relay complex ideas.
Determine the Style of Interpreting
There are two main types of interpreting:
- Consecutive interpreting: The speaker gives a segment of speech, then pauses while the interpreter conveys the message. This allows for the interpreter to take notes and accurately render the full message.
- Simultaneous interpreting: The interpreter converts the message in real-time while the speaker continues without pausing. This requires highly skilled interpreters, but is faster and allows for spontaneity.
Choose the mode that best fits your event's needs. For speeches or presentations, consecutive interpreting may be preferred. For multi-party discussions, simultaneous interpreting is usually needed to keep the flow going.
Provide Proper Equipment
Your interpreters will need:
- Interpreter booths: Soundproof booths with clear views of the speakers and good ventilation are standard at professional conferences. Rent or purchase booths.
- Headsets and audio equipment: Provide headsets and infrared audio transmission systems so interpreters and attendees can hear clearly.
- Note-taking materials: Provide interpreters paper and pens to take notes for consecutive interpreting.
- Water and breaks: Interpreting is mentally grueling work. Allow for regular breaks and keep interpreters well hydrated.
- Copies of speaker notes and presentations: These will help interpreters prepare any terminology specific to the speakers.
Coordinate the Logistics
- Have a set schedule for when interpretation will be provided. Avoid starting sessions without interpreters ready.
- Give clear instructions to your speakers on how to work with interpreters. They should pause for interpretation and speak clearly.
- Have a signals’ system for interpreters to indicate issues like not understanding a term or needing the speaker to slow down.
- If using consecutive interpreting, allow about twice as much time for speeches to accommodate the interpretation.
- For simultaneous interpreting, attendees should have receiver headsets to hear the interpreted audio feed. Have staff available to assist with equipment.
- Have contingency plans if an interpreter is unable to attend due to illness or other issues. Have back-ups available.
Provide Briefings
Thoroughly brief your interpreters on:
- The conference agenda and program
- Any unique vocabulary, acronyms, names that will be frequently used
- The backgrounds of speakers and expected content of their speeches
- The audience makeup and who will need interpreting services
This allows interpreters to research and prepare terminology ahead of time for a smoother interpretation.
Monitor Quality
- Check in with attendees using the interpretation to ensure the content is being conveyed clearly and completely.
- Discreetly observe the interpreters to make sure they do not show signs of fatigue or loss of focus.
- Have attendees complete feedback surveys on the quality of interpretations and any suggested improvements.
Managing conference interpreting well requires significant coordination and preparation, but is essential for an inclusive, productive event. Follow these best practices to ensure your non-native language speakers can fully participate and understand the proceedings through top-quality simultaneous and consecutive interpretation. With the right interpreters and logistics, your conference can be a truly multilingual experience and success.