People attend events for a variety of purposes, one of which is to gain new information. Successful knowledge transfer is essential for enjoyable encounters. The purpose of holding events is to disseminate information, ideas, and convincing statistics that are relevant to the attendees.
However, this can be difficult at times, especially if the content is delivered in a language that some of your event attendees do not understand. We have put together an article of things to think about while organizing a multilingual conference to help you overcome these obstacles.
What is a multilingual conference?
A multilingual conference call or virtual meeting connects multiple individuals in different locations with the help of an interpreter. All the interpreter needs is a computer-based audio interface and they can work from anyplace.
New systems allow up to 100 people to engage in the same conversation with language interpretation, even if there are only two individuals chatting in two languages with one interpreter. Participants don’t need any particular technology to participate. All they need is a laptop or smartphone to log in and participate. The event and its interpretation can be recorded and played back at any time.
When is it appropriate to use a multilingual conference?
A multilingual conference call is the only way to have fruitful conversations with people who speak different languages. Simultaneous interpretation by a competent interpreter enables the most efficient use of time while minimizing ambiguity or misconceptions.
Multilingual conference calls are most effective when used in conjunction with more formal meetings. A formal board or committee meeting’s format assures a sufficient speed and flow for interpretation. Multilingual conferences are unique occasions. Organizing such conferences requires more than just booking interpreters. When the business at hand is of great value and demands absolute clarity of communication, the effort is justifiable.
Here are a few instances of real-world multilingual conferencing use cases:
- Non-governmental groups from across the world
- The International Fund for Animal Welfare (IFRC) uses cutting-edge communication to stay ahead of the Zika virus
- The Texas Commission on Environmental Quality meets with their Mexican colleagues in English and Spanish
- Accessibility in English/French is required for government activities in Canada
- Hospitals provide information about health treatment to non-English speaking individuals
- Meetings of the boards and committees of international trade organizations
- International business ventures
- An English/Spanish conference is held on a regular basis by a Canadian company with mining interests in South America
How to run a multi-language conference?
To run a multi-language conference it is important to set aside money for interpreters, audio engineers, and equipment. Second, you’ll have to agree on the placement of simultaneous translation booths. Third, you must decide which dynamic will be most helpful in delivering interpretation headphones to the audience.
We’ve put together a checklist of things to think about while arranging a multilingual conference to help you overcome these obstacles.
Step 1: Evaluate the Venue
When looking for the appropriate site for a multilingual conference, there’s one more thing to consider: interpretation equipment. Before deciding on an event location, consider whether you are willing to pay for the rental of mobile booths or prefer a site with built-in booths. What’s the difference between the two?
You won’t have to worry about locating simultaneous translation providers if the venue already has in-house booths. However, you will need to think about things like how many booths the venue offers, as well as how many interpretation headphones you’ll need. Furthermore, if the venue has built-in booths, they will very certainly be able to provide you with the necessary audio equipment.
On the other hand, mobile booths can be rented and set up in the room a few days before the event. In this scenario, you’ll need to know how many booths you’ll need. You may also need to hire headphones in this scenario!
Step 2: Setting Up
If the facility you have booked doesn’t include built-in booths or audio equipment, be aware that the setup will take some time. As a result, while deciding on a timetable, check with the sound experts to see how much time they will need to complete the installation. You should double-check that the sound systems are operational ahead of time. Meet with the sound engineers and test the systems for an hour one or two days before the event.
Step 3: Brief
You must also brief both the sound engineers and the interpreters on the interpretation dynamic, in addition to ensuring that the equipment is operational. Walk everyone through the event agenda during the meeting and clarify how long simultaneous interpretation will be required. Discuss all of the details with the sound engineers and interpreters, and find out what they require to complete their tasks.
Step 4: Alleviate Others
Coordinating booth setups and informing the sound personnel isn’t the end of your job. As an event planner, you are also in charge of reducing the workload of your interpreters. But how?
To begin, contact your overseas speakers and request that they provide you their speeches. Then, a few days before the event, send all the presentations that will accompany each speaker’s speech to the translators, allowing them enough time to interpret. Finally, you must ensure a pleasant working environment. Make sure that your interpreters have enough water bottles, adequate illumination, and comfortable seats.
Step 5: Coordinate
Discuss with your team a few days before the event about how you will manage attendance flow and when participants will require interpretation headphones. You might only need translation for a few sessions. Also, decide what kind of document guests will need to leave in exchange for the equipment. It could be their passport, driver’s licence, or other form of identification.
Step 6: Consolidate
It shouldn’t be difficult to organize a multilingual conference. Obviously, it adds a few extra items to your to-do list, but everything should be OK after you automate the sound logistics. Assess your requirements first, then look into the event venue’s amenities to see what is already available.
To set up and test the simultaneous translation equipment, maintain continuous communication with both the interpreters and the sound engineers. It’s also your job to figure out what the interpreters need and offer them with a pleasant working atmosphere. Finally, talk to your staff about the attendee flow and work out how to make it easy for everyone to acquire their translation headphones.
Looking for interpretation services?
With a standardised methodology, we provide a complete service for conference-style gatherings. From a front of the room speaker to large conference conversations, there’s something for everyone. You’ll find all you need for your audio and interpretation needs right here. With offices in Val-d’Or, in the Abitibi-Témiscamingue area, and Montréal, we serve all of Quebec.
Using SM Global’s translation services will ensure that your events run well for all attendees, resulting in increased brand exposure. We provide a wide selection of specialized services to fulfill your every need, whether it’s standard interpreting for court or social services, private meetings, or visiting tourist attractions!
Our web and app-based approach will give you high-quality and trustworthy online meeting interpretations for long distances, ensuring the success of your negotiations. SM Global is equipped to assist any sort of company with a variety of interpreting needs by offering several techniques to interpretation – whether it be remote interpretation or virtual events. When you choose SM-Global, you have the option of selecting the most appropriate type of interpretation service based on your needs: