One essential step that is often missed when organizing events is consulting with the translation company. Good planning needs to cover all aspects of the upcoming event, from the most obvious to the very detail, and this means that, to be successful and hassle-free, you will need to take it all into account, including your interpretation needs.
This means that when preparing an event, even before scheduling it and before tackling with any other organization matters, professional advice on interpretation requirements should be considered.
And here’s why:
1. You need to determine what kind of interpretation services you need and the tech involved
Start by contacting the translation and interpretation company of your choice and describe your event to them; they will ask a lot of questions that will help them know exactly what your events needs. They will want to know who the speakers are, what languages they speak, where the event will take place, how many people will be present, if it’s a unique event or a tour and if it’s local or international and so on.
Once their questions answered, they will know exactly what kind of services are best for your event, be it simultaneous or consecutive interpretation, which languages the interpreters’ must work with, how many booths are necessary and what other technical equipment is needed. And then they’ll make a list with all your event needs for optimal setup (both for consecutive / simultaneous interpretation and audio / video equipment) so that you will be thoroughly prepared when the time comes.
2. You need to book your event date
It happens often that events overlap. Especially seasonal events, such as the ones organized for Christmas, Easter and other celebrations, but also autumn and spring events, tend to be organized during the same periods of time, usually during the same weekends – this simply happens because there are only 52 of them in one year and event occasions and organizers are so many. The problem with this is that sometimes it can be difficult to find a booth on certain dates during the year and even interpreters may be in short supply, so it’s better to consult with the translation company to avoid such predicaments.
3. You need to know if a booth is available or not at the location
There are event rooms with built-in booths, but only a few. Usually the translation company brings the booth prior to the event, as the booths are mobile and modular, and they have to be set up about 30-40 minutes before the event or sometimes the day before. Also, the setup needs to be tested.
4. You need to set up the technical details
The booth comes with a mixer, consoles, professional microphones and other equipment that needs a technician. The technician performs all settings needed, tests the system before the event and helps in case of technical problems during the event. In the ideal case, the translation company will assist with this need, too, as it provides the booth and the right interpreters for your event.
5. You may want a one-stop shop
The best choice is to work with the translation company from the first planning details to the event wrap-up, and it’s recommended to choose one that comes with both interpreters and the equipment needed for simultaneous or consecutive interpreting and provides the audio / video equipment in general (from speakers, sound systems, mixer and microphones to TV screens and computers). This way you’ll be sure that all comes together smoothly as all equipment is compatible and all people involved are familiar with it and can do their work in the best conditions.