Project Preparation - Interpreting

So that we can give you optimum support during the planning of your event, please provide us with the following information:

  • Date and time of the event
  • Topic of the event
  • Expected length and structure of the event (times, breaks, parallel meetings or breakout sessions)
  • Details of the event location and room layout
  • Planned conference languages
  • Number of participants
  • Type of interpretation required
  • Technical equipment for the event, which we will happily provide for you

A meeting with the event organizer is often helpful.

Supporting Material

To ensure that our specialized interpreters can offer you the best possible service, it is important that they obtain information in advance about the topic to be interpreted.

For example, the following items are helpful:

  • Event documents
  • The texts or slides for lectures, speeches or talks
  • A list of the technical terms expected to be used
  • Translations, glossaries, and parallel texts on the topic
  • Diagrams, graphics, flow charts, organizational charts
  • The addresses of relevant websites to help with topic preparation
  • Further materials that you think will be helpful for preparation

To ensure the highest quality interpreting, please provide the relevant supporting materials well in advance.

Interpreting Equipment

Please notify us of any interpreting systems or any other conference equipment that you may need for your event well in advance. Our technicians can install an appropriate system at the specified location on request. There are many things to bear in mind during the planning and organization of a conference. One of the first things to consider is the choice of a suitable interpreting system, as well as the position of the interpreting booths, which will depend on the nature of the event. At conferences where presentations or speeches are given, the speaker stands at a lectern or onstage with an attached microphone, so that both the participants and the interpreters can understand the speaker. The interpreting booth is therefore placed at the back of the room, so that the interpreters sit facing the speaker and are able to see any slide or data projections that may be used.

When participants ask questions or contribute to the discussion, they need to use standing microphones in the aisles or wireless microphones that are passed out in order to ensure that they can be heard by the interpreters at all times. During round table meetings, participants sit in small groups around a table where a microphone is positioned. Participants speak one at a time so that they are heard clearly by the interpreters in the cabins. At the same time, the participants can also plug in their headphones to hear the translation in their language. The interpreting booth is placed so that the interpreters have a good view of the events.

The interpreting equipment is usually installed the day before the event. Please also allow time for setup and dismantling ("set and strike"). Our technicians take care of the transportation, setup and dismantling, operation and maintenance of the systems and are present during the event.

During the Event

  • Please allow for the fact that the interpreters also need time to assimilate the flow of information before providing an accurate and fluid interpretation in another language.
  • Please schedule breaks during long meetings. Interpreting is a skill that requires enormous concentration.

London Translation Office

Telephone: 0207 831 5600
Telefax: 0207 831 5606

Hong Kong Translation Office

Telephone: (852) 2850 4455
Telefax: (852) 2850 4466

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