Conference Interpretation Event Checklist

You have recruited professional conference interpreters to provide a high-quality service during your conference. Now help assist with its overall success!

Here are some guidelines to help them do a better job for you.

 

• Speakers: Please give each speaker a copy of the “Guidelines for Speakers” which has been provided for you in this package.

 

• Documentation: In order to better familiarize them with the topic of your conference, please make sure that there are copies of all papers, presentations and if possible written speeches, as early as possible. They will study these documents and prepare their own glossaries. This will help them gain a better idea of the subject under discussion and understand your speakers better, especially those who have difficult accents or speak very fast.

 

• Apart from the agenda, please send the interpreters minutes of previous meetings on the same subject, background information on the organization or association, a brief curriculum vitae for key speakers, the names of officers of the organization and speakers. Interpreters should receive the same documents sent to the delegates.

 

• When papers are circulated during the meeting, in particular texts for discussion, please ensure the interpreters obtain a copy before they are discussed. Each booth should receive at least one copy of such papers.

 

• Liaison: For smooth coordination it is advisable for you to appoint one person who will be responsible for the liaison with the interpreters through their team leader or coordinator.

 

• Technical Equipment: Ensure that the equipment supplier is providing the number of booths and channels required for your meeting, that the equipment is reliable and that there are enough receivers for all the delegates.

 

• Projection: If films, slides or transparencies are to be shown and require interpretation, please ensure that the screen is clearly visible from the booths and that the interpreters have received a script or a copy of the texts to be projected in advance.

 

• Interpreters’ room: If possible, make available an office or an area where the interpreters can collect documents, study conference papers when they are not working in the booth and where messages can be left for them.

 

If you have booked the services of one of our interpreters for a teleconference, video conference or web conference event, please ensure that your have forwarded EVENT ID, both the English number to call for English and the French (or other language) number to call. The interpreter needs to sign in to both lines/channels.