There are several important aspects that event organisers need to take into account when they provide simultaneous interpreting.
1. TIME: Start planning several months ahead, in accordance with the scale of your event.
2. TYPE OF EVENT: Estimate the total number of participants and the general outline of the agenda (plenary sessions, lectures, workshops, etc.)
– If there is a group discussion where you invite speakers, establish what language they will use and what other languages they understand well enough to be able to follow the exchanges.
– Of course, the top priority is to provide interpretation to the audience, but do make sure that each speaker understands the discussion fully, including the introduction and the questions, or else provide interpretation where needed.
– Think about whether you want to include hybrid sessions (online speakers/participants and onsite participants).
3. PARTICIPANTS: Start by thinking up an inclusive event, express your intention to provide interpretation in as many languages as possible from the get-go, and try to get a general idea of the communication needs of the participants.
– Use a registration form where participants can fill in their mother tongue and other languages they may speak or understand, as well as whether they are willing to help as volunteers.
– According to the type of event, participants, and the topic discussed, try to estimate the number of people needed to do interpreting and what language combinations are going to be used. This is something we can help with.
4. EQUIPMENT
– The mobile interpreting equipment (receptors and headsets, microphones) can contribute positively to the meeting dynamics and allow people to move around freely.
– With the help of technology, we can create several ways of providing interpretation. For instance, we can use online tools with a language interpretation feature, subtitles screening, etc.
– Bear in mind that dividing participants as speakers vs. audience is somewhat artificial and that inclusive events yield better results.
5. BUDGET: Plan your event budget adequately, taking into account the interpreting costs, namely a donation for the collective that provides the equipment, the technical support, the interpreters (if you cannot rely on volunteering interpreters or people within the community/movement), and their transport, accommodation, and meals (if needs be).
6. INTERPRETERS: Start looking for interpreters ahead of time. It would be ideal to assign a person in the organizing team who is willing to take on the role of contact for interpreters before and throughout the event.
There are several ways to find professional interpreters who do volunteering, members of the movement who speak a second language, or, as a last resort, paid professional interpreters.
The ideal scenario would be a mixture of volunteering professionals and activists.
7. FACILITATORS: The facilitators should have a good understanding of the general dynamics of the interpreting process, as well as their role in explaining the dynamics to the participants, so that it is well understood and observed (for example, everyone should use a microphone when speaking).
