Choosing An Interpreting Agency For Your Event

Written by admin

January 20, 2020

How To Choose The Right Interpretaion Agency

 

Businesses work with clients across the globe. Events and conferences are no different, with delegates choosing to travel thousands of miles to attend events of real interest and the promise of networking with industry leaders.
It is no surprise that there is a real need to provide translation and interpretation services. This not only supports event attendees but potentially attracts new markets to your conference, new delegates and potentially increases attendance.

Even global brands will be unable to offer an in-house solution and provide a multilingual experience for delegates. Investing in professional interpreting services is a must if content is to be delivered to all partners with ease and clarity. However, planning a small event, let alone a global conference with interpreters is without doubt a very challenging task.

That’s where Languages International can step in and manage your multilingual conference interpretation for you.

Languages International carried out a very timely, professional yet friendly Simultaneous Interpretation service for CBBF.

Our China’s Nanjing delegation and industry connections were very happy in our delivery of their investment conference in London. Given that the mainland Chinese needed assistance in understanding the English speakers, Languages International services headed by David Sharp and his diligent team made this possible and made a fundamental contribution towards the conference success.

Syrus Lohrasb , CEO, China-Britain Business Fusion

 

Plan Your Interpreting Requirements

Before you start reaching out to interpreting service providers, it’s essential that you gather as much information about the event as possible.  Start with asking yourself these questions:

 

  • What languages are required b your delegates?
  • What is the content? You may need interpreters with specific subject knowledge.
  • How many delegates will attend the event?
  • What is the schedule? Dates, times, and venue need to be booked as soon as possible.
  • How is the content disseminated? A single keynote speaker, presentations, a panel of industry experts? 
  • How many rooms are needed at the event?
  • What kind of interpreting service is required?
  • Do you need an onsite technician and interpreting coordinator?
  • Will you need to hire interpreting equipment?
  • Do you need to provide written documentation before the event? This will need translating for your delegates.

Be prepared to brief your interpreting agency with your exact needs.

Languages International is an all-in-one solution to conference interpretation.  They can support any event from small business meetings to the largest conferences selecting the perfect team of expert linguists for your unique requirements.  A dedicated team will coordinate your project, deliver your cutting edge interpreting equipment and manage your onsite needs. Therefore, you can concentrate on looking after your delegates.

How many interpreters will you require?

Dependent on the size of your venue, number of delegates, and languages spoken you may need a team of interpreters. The level of concentration required for interpreting is extremely high and will expect to take a break every 30 minutes. An event that lasts a whole day will need several interpreters. You’ll need to let your agency know what languages you require and whether the content is specialised. For example, interpreting for an international court case will require more specialised skills than perhaps for a small business meeting.

Reference materials

Interpreters are not always experts in your field. Therefore, it is essential to make available reference materials as soon as possible. These may include presentation slides, conference notes and agendas and even video scripts

Interpreting equipment hire

You may well require simultaneous interpreting equipment for your event. Check to see whether the venue has these facilities or wether you need to hire specialist audio equipment. You may find that the translation agency do not hire equipment and you will need to take this into account within your budget.  You may also need to liaise with the venue and equipment hire company to organise setting up and moving out after the event is over.  At Languages International we can take care of EVERYTHING for you.

Access

Many venues will have strict entry and security protocols to follow. Make sure that your interpreters have access in and out of the building on the day and contact details for the event hosts and venue.

Interpreting Budget

You will need to set a budget for your interpreting services take into account any additional costs such as travel and equipment hire. Simultaneous interpreting is more costly than consecutive interpreting so be realistic and ensure that the needs of your delegates are met.

 

Liaise with your interpreting coordinator

If have an onsite interpreting coordinator make time to meet and clarify everything that is needed.  Event and conference agendas can and often do change at the drop of a hat.  Be sure to communicate with your interpreting team so that they are well informed.

Interpreting equipment Technician

Introduce your audio technician to the interpreters. If there are any issues with equipment everyone knows who to communicate with. Your technician will sugest that all equipment is fully tested before the event. Be sure to make time for this to avoid embarrassing delays or worse, delegates unable to engage with the content.

Ask speakers for their resources

Ask your speakers for any written papers or notes for their presentation.  It’s also wise to ask speakers to be aware of the pace of delivery to allow interpreters to follow the content easily allowing all delegates to engage equally.

The interpreting booth

The interpreter should be able to see the speakers or have access to a video stream from their booth.  An interpreter often has to speak for 30 minutes without stopping so provide them with plenty of water.

Organising translation facilities for any event is a complex business for those without knowledge.  It is very easy to miss something. Using a professional agency with a world renowned reputation will provide a smooth experience for all delegates

Contact Languages International About Your Event Now!

 

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I read this recently and it made me think about the huge changes that have affected me, my family and my business during this crisis and how it has changed our lives. On a personal level, I have been given the chance to spend a lot more quality time with my family…I have been there to watch my daughter’s first steps, through to her current determination to set of on an adventure any chance she gets! That is one of life’s precious moments that would have been missed so easily. But this statement also applies to business too. Our company to-date has been very “live event support” driven, providing Simultaneous Interpretation Equipment and Interpreters to events all over the World. We will get back to that when the time is right, and we are using the “down time” to re-invest, re-stock and re-furbish, but now we have had time to step back, re-group and develop the other areas that previously had been lower priority. We have grown our telephone and video interpretation call centre, our language support for remote conferences and events and our translation services. So, yes, we are in a global crisis full of tragedy and hardship for so many, but I hope to look back on it as a time that gave me a chance to reflect on who I am and what is really important in my life.

I read this recently and it made me think about the huge changes that have affected me, my family and my business during this crisis and how it has changed our lives. On a personal level, I have been given the chance to spend a lot more quality time with my family…I have been there to watch my daughter’s first steps, through to her current determination to set of on an adventure any chance she gets! That is one of life’s precious moments that would have been missed so easily. But this statement also applies to business too. Our company to-date has been very “live event support” driven, providing Simultaneous Interpretation Equipment and Interpreters to events all over the World. We will get back to that when the time is right, and we are using the “down time” to re-invest, re-stock and re-furbish, but now we have had time to step back, re-group and develop the other areas that previously had been lower priority. We have grown our telephone and video interpretation call centre, our language support for remote conferences and events and our translation services. So, yes, we are in a global crisis full of tragedy and hardship for so many, but I hope to look back on it as a time that gave me a chance to reflect on who I am and what is really important in my life.