Introduction
Organizing international meetings, conferences, or events demands meticulous planning, especially when participants speak different languages. In these situations, hiring a professional interpreter is essential to ensure smooth communication and understanding. This article provides a step-by-step guide on how to organize interpretation for your event, ensuring its success.
Types of Interpreting
Before hiring an interpreter, it’s crucial to understand the different types of interpreting available and determine which one best suits your event.
Simultaneous Interpretation
Simultaneous interpretation involves translating the speaker’s speech in real time. Interpreters work from soundproof booths using microphones and headphones. The translation reaches the audience via radio receivers or headphones. This method is ideal for large conferences where immediate translation is necessary to avoid delays.
For more information on simultaneous interpreting, visit our simultaneous interpreting page.
Consecutive Interpretation
Consecutive interpreting occurs after the speaker has finished speaking. The interpreter notes the key points of the speech and then conveys them in the target language. This type of interpreting is well-suited for smaller meetings, negotiations, or workshops, where direct interaction between the speaker and interpreter is more feasible.
For more details on consecutive interpreting, visit our consecutive interpreting page.
If you are unsure which type of interpreting will work best for your event, contact us at ustne@bireta.pl. Our interpreting experts will suggest the optimal solution and provide a free quote.
Step 1: Determine Your Needs
The first step in hiring an interpreter is to clearly define your needs. Consider which type of interpreting is most appropriate for your event.
Consider the following:
- Number of Participants: Typically, large conferences require simultaneous interpretation, while smaller meetings may benefit from consecutive interpretation.
- Languages: Decide which languages need translation during the conference. Consider the languages in which speakers will present. Some foreign speakers might deliver speeches in English, even if it is not their native language.
- Type of Event: Conference, workshop, training, negotiation—each type may require a different approach to interpretation.
Remember, simultaneous interpretation generally requires two interpreters.
Step 2: Choose the Right Interpreter for the Meeting
Experience and Specialization
When selecting an interpreter, consider their experience and specialization. While interpreters typically have broad knowledge across various fields, it is important that they have experience with events similar in theme to yours. If you are seeking an interpreter independently, request examples of their previous interpreting work.
Qualifications
In Poland, there are no official state examinations or certifications specifically for interpreting skills. Although there are master’s and postgraduate programs that train interpreters, these are not mandatory to become a specialist in the field. The most important factors are aptitude and experience, so it is worth asking interpreters for recommendations and references from previous clients. Membership in professional associations, such as the Polish Society of Conference Interpreters (PSTK) or the International Association of Conference Interpreters (AIIC), can be an additional advantage.
Collaboration with a Translation Agency
If you are organizing an event that requires translation equipment rental, such as for conference interpretation, consider using the services of a translation agency. This can significantly simplify the process.
A translation agency can provide:
- Verification of Interpreter’s Qualifications: Professional agencies hire only qualified interpreters and know how to match the right specialist with your event.
- Technical Facilities: Agencies often have access to simultaneous interpreting equipment or partner with trusted providers. They can supply not only interpreting equipment but also a sound system with microphones and other AV equipment.
- Organizational Support: The agency will provide a project supervisor to assist in organizing the interpretation during the event. With their experience, they can advise on the best solutions and help prevent any oversights that might negatively impact the meeting. They can also coordinate the interpreter and technical support during the event.
For more information on interpreting services, visit our conference interpreting page.
Step 3: Book an Interpreter
Once you’ve chosen a suitable interpreter or translation agency, the next step is to confirm the booking. It’s wise to book an interpreter well in advance, especially if your event falls during a popular time of year. The peak conference seasons are March-June and September-November. Good interpreters are often in high demand, so booking their services several months in advance is advisable.
Step 4: Prepare the Interpreter and Technical Facilities
Allowing for adequate preparation of the interpreter for the event is crucial. Provide them with as much information as possible about the topics to be addressed during the event, allowing them to prepare thoroughly and ensure high-quality translation.
It will be helpful to provide:
- A Detailed Program of the Event: This is essential. The interpreter needs to know the exact plan and schedule of the meeting.
- A List of Speakers or Participants: The interpreter should be able to verify the pronunciation of names and the equivalents of job titles, academic titles, etc.
- Presentations and Audiovisual Materials: Any materials to be used at the event.
- Additional Resources: Reports, publications, or other relevant documents related to the event’s topic.
Provide these materials to the interpreter at least a few days before the event to ensure seamless communication among participants.
If you are using simultaneous interpretation equipment, remember to arrange the following in advance:
- Exact quantities of equipment needed
- Timing for installation and removal of equipment
- Method for distributing receivers for interpretation
Step 5: Coordinate Interpretation During the Event
Arrange for your interpreters and technicians to arrive shortly before the event begins. This allows them to familiarize themselves with the venue and test the simultaneous interpretation equipment.
If you are working with an interpreting agency, the coordinator will handle these arrangements. Ensure that a technician, agency coordinator, or another responsible person constantly monitors the interpretation to ensure it runs smoothly. Even with perfect organization, unexpected situations like equipment malfunctions can occur. With proper supervision and quick responses to problems, your event will proceed without issues.
Summary
Hiring an interpreter for an event is a process that requires careful planning and organization. Selecting the right type of interpreting, collaborating with a professional agency, and adequately preparing the interpreter are key steps to ensure your event runs smoothly. This preparation enables participants to engage in discussions and communicate effectively, without language barriers.