You must consider everyone when arranging an event for people who speak different languages. Good communication is crucial in business but gets more complex when multiple languages are involved.
Sometimes, essential messages are not heard or get misunderstood. This is where event interpretation comes in.
It is helpful to provide professional event interpreters to translate languages live during a speech to help everyone understand and participate. It can distinguish between a successful event and one where many people don’t benefit.
We’ve listed seven helpful tips to offer excellent interpreting services at events where different languages are spoken.
What Does Interpretation Mean?
Interpretation is more than just translating words. It’s about keeping the same meaning and style when talking or signing in different languages.
Additionally, interpreters wait to change words quickly. They also ensure the original message’s feelings and intentions come across when speaking or signing in another language.
Interpreters work in three main ways: consecutive, simultaneous, and sight translation.
- Consecutive: The interpreter talks after the original speaker stops.
- Simultaneous: The interpreter speaks at the same time as the original speaker.
- Sight translation: The interpreter reads out loud from written text.
Simultaneous or conference interpreting happens when an interpreter talks to people worldwide using special sound equipment. They do it instantly, without any delays. It helps them hear and understand what needs translating. Some interpreters also change written documents from one language to another.
Why is Event Interpreting Important?
People organize events for various reasons, like showcasing progress, sharing knowledge, or building new connections. No matter the goal, it’s crucial that the event achieves its purpose and leaves attendees feeling it was worthwhile. But sometimes, even with great content, if people need help understanding it, all the effort goes to waste.
Even though many think English works everywhere, assuming everyone understands it can be a mistake. To ensure your event is the best it can be, it’s essential to offer translation into at least one extra language alongside English. This makes everyone’s experience better.
Having interpreters at your event will give you significant real-life advantages, such as:
- Understanding Different Languages: Even though many people know English, things can get tricky when using specialized words, unusual accents, or speaking too fast.
- Active Engagement: At events like discussions or workshops, having interpreters helps everyone get involved. Some people feel more comfortable speaking their language.
- Effective Networking: Interpreters usually take breaks between translations. But if you need to talk to a special guest during a break, an interpreter can help.
- Feeling Appreciated: When a conference offers interpreters, it shows that they care about everyone being able to understand and participate.
8 Best Practices for a Successful Event Interpretation
It takes a lot of focus and quick thinking to interpret. Try these tips to make interpretation at events easier for interpreters.
1. Find a Project Manager You Can Trust
Your project manager plays a significant role in ensuring everything works smoothly for your event. A good project manager plans everything carefully. They’re well-organized and have plans for almost anything that might happen.
The project manager is the main person who talks to the interpreters and ensures everything is set up correctly for the event.
A project manager who helps with the technical stuff can make a big difference. Additionally, they’re the main link between the interpreters and your organization during event preparations.
An on-site project manager talks directly to the event participants and helps with any support needed during the event. This support is essential if interpretation happens on-site or through remote methods. They make sure that everyone’s needs are met quickly and nicely. This shows how professional your organization is in taking care of its clients.
2. Hire Qualified Interpreters
There are two ways to do live event interpretations.
On-site interpretation: This happens where the event is taking place. Interpreters translate what the speaker says into another language and vice versa. They use a special booth to hear and see the speaker.
Remote simultaneous interpretation (RSI): This is less common. Here, the interpreter is in a different room than the speaker and audience. Instead, everyone gets earphones to hear the speaker instantly in their language.
A good and professional interpreter has the right equipment for your event. Having the proper audio gear is essential for the audience’s experience. It’s also better if the interpreter knows about the topic being discussed. You need a team of two interpreters for events lasting 90 minutes or more.
3. Communicate Loud and Clear
When you’re speaking for interpreters, it’s important to talk. This helps them understand you well and provide accurate translations without any trouble. Also, speak and pretend as if there’s no microphone. Doing this helps interpreters concentrate on translating.
Different languages have different ways of arranging sentences. Interpreters usually wait for a sentence to finish before translating it. If your sentences are long and complicated, it takes more time to translate. On the other hand, short and simple sentences are more accessible and quicker for interpreters to understand and translate.
Make sure not to talk over others when speaking. Interpreters can translate only one person at a time, so waiting for one person to finish before someone else starts speaking is essential. If someone interrupts, remind them about this rule.
Also, avoid using jokes, playing with words, or using idioms. They usually take a lot of work to translate.
4. Always Be Prepared
Give the interpreters information about the languages and disabilities your audience has shared. This helps the interpreters prepare well to talk to everyone. Different places have different ways of speaking, so the interpreters should use the language and dialect that suits the audience best. Also, the speaker might need to adjust how they speak.
It’s best to start planning with your Language Service Provider (LSP) at least two weeks before the event. This gives time to share details about the attendees with the speakers, test the tech stuff, and manage any last-minute things. Planning early also lets the interpreters study the event content.
5. Supply all Necessary Materials to the Interpreter
Besides knowing about the topic, giving interpreters materials beforehand is crucial. This includes any materials such as books, papers, brochures, or presentations so they can check for mistakes. When planning an event, you usually focus on what each speaker will talk about.
Your audience might know technical words, but interpreters might not. Experienced interpreters in your field might need help understanding all your business terms.
Give interpreters your materials before the meeting starts. Give them a list of tricky words or slides if it’s in person. If it’s online, email them the materials. This leads to better translations and ensures your audience has a great time at the event.
The reason for having an interpreter is so everyone who speaks different languages can simultaneously understand the event. Also, give them a schedule of the event.
6. Take Your Time When Presenting
Some interpreters do “real-time” interpreting, which means they translate what’s being said almost immediately. But if you speak fast, they might stay caught up and miss some of what you say. So, try to speak at a pace the interpreter can keep up with to ensure everyone understands your message.
Interpreters have to translate quickly, and it’s tough to concentrate for a long time. That’s why many work in pairs, taking turns every 15-30 minutes. This helps them keep the translation quality sound throughout the presentation.
7. Avoid Distractions
To do interpreting well, you need to focus a lot. If it’s quiet, it’s easier to concentrate. So, it’s best to have interpreters in a quiet place without distractions.
For in-person meetings, soundproof booths and headphones help. In virtual meetings, it’s good if people who aren’t talking stay quiet. Also, using headsets helps everyone hear better, especially if someone is speaking from a noisy room.
8. Handle the Logistics
Your event plans will change depending on how you’re doing the interpretation.
If it’s on-site, you need space for interpretation booths. But for RSI, having fast and good internet is super important, especially if many people will be there. It’s wise to test things before the event.
Contacting experienced professionals will help you understand what you need to make your event successful.
Plan Your Next Event Interpretation Now!
Event interpretation helps your event succeed by sharing your message in languages everyone understands. If you’ve thought about all these essential tips and extra advice, you know how to plan a multilingual event well.
It’s easy to get interpreting services if you prepare right. These services can make a big difference in how events happen.