Conference Interpreting Services 

Planning for conference interpreting is a complex process that goes far beyond simply hiring an interpreter. It requires coordinating technology, personnel, and content well in advance.

Here is a comprehensive, step-by-step guide on how to effectively plan conference interpreting for your event:

Phase 1: Initial Assessment and Decision Making (6–12 Months Out)

1. Determine the Mode of Interpretation

The first and most crucial decision is choosing the type of interpretation, which dictates the rest of your planning:

• Simultaneous Interpreting (SI): Essential for large multilingual conferences, lengthy programs, or events where speed and a smooth flow are critical. (Requires specialized equipment and two interpreters per language pair).
• Consecutive Interpreting (CI): Suitable for smaller groups, Q&A sessions, interviews, or bilateral business negotiations where time efficiency is less critical. (Requires no equipment, but doubles the time).
• Remote Simultaneous Interpreting (RSI): A cost-effective and flexible option for virtual or hybrid events, using specialized online platforms.

2. Define Language Combinations

Clearly specify the languages you need interpreted. You must consider both directions:

• Active Languages (Working Languages): The languages that speakers will be using.
• Passive Languages (Target Languages): The languages the audience needs to hear the translation in.
• Example: If your speakers use English and German, and the audience needs to hear Latvian, you need English $\to$ Latvian and German $\to$ Latvian. If delegates might also speak Latvian and need it translated into English, you need four combinations (EN $\leftrightarrow$ LV and DE $\leftrightarrow$ LV).

3. Estimate Costs and Budget

Interpreting services are a significant investment. Budget for:

• Interpreter Fees: Professional conference interpreters are highly paid specialists. This is usually charged per day, per interpreter.
• Equipment Rental: Cost of booths (ISO standard), consoles, microphones, transmitters, receivers (for the audience), and technical support staff (AV technician).
• Travel and Accommodation: If interpreters are brought in from outside the local area.

Phase 2: Booking and Logistics (3–6 Months Out)

4. Hire a Professional Team

Do not rely on one interpreter for a full-day simultaneous event.

• Consultant Interpreter: If you are using an agency or a highly experienced freelance interpreter, they can act as a consultant to manage the team selection and technical setup.
• Team Size: Book two (2) simultaneous interpreters per language pair for any session longer than 60 minutes or a full day, to allow them to switch roles for cognitive breaks.
• Specialization: Ensure the interpreters have relevant subject matter expertise (e.g., legal, medical, IT).

5. Secure Equipment and Technical Support

This is essential for simultaneous interpreting:

• ISO-Standard Booths: Book soundproof booths that meet international standards (ISO 2603) to ensure interpreter comfort and sound quality for the audience.
• AV Technicians: Secure a dedicated technician who is responsible only for the interpretation equipment, audio feed quality, and headset distribution. The technician must be available throughout the entire event.
• Audio Feed: Confirm that the interpreters will receive a direct, high-quality audio feed of the speaker, separated from the general room microphones.

6. Venue Check (Site Visit)

Confirm the following with the venue/hotel:

• Booth Placement: Ensure there is enough space for the required number of booths with a direct line of sight to the speaker, the presentation screen, and the audience.
• Power and Cabling: Confirm power supply and discreet cable routes for the interpretation equipment.

Phase 3: Preparation and Content Sharing (1–4 Weeks Out)

This is the most critical phase for quality assurance. Professional interpreters cannot perform well without preparation.

1. Share ALL Materials: Provide the interpreting team with all background documentation as early as possible:
   • Speaker Presentations (PPT, PDF): The actual slides that will be shown.
   • Full Speeches/Scripts: If speakers will be reading from a text.
   • Agendas and Run-of-Show: To understand the structure and timing.
   • Specific Terminology/Glossaries: Acronyms, product names, or technical terms.
   • Speaker Bios: To help match voice to personality/role.
2. Allow Preparation Time: Build in time for the interpreters to review and research the materials.
3. Technical Check: Schedule a time for the AV technician and the lead interpreter (if remote) to test the equipment, audio feeds, and connections before the event starts.

Phase 4: Day of the Event

1. Briefing: Have a brief meeting with the speakers and interpreters to address any last-minute changes or clarify pronunciations.
2. Speaker Pacing: Remind all speakers to:
   • Speak clearly and at a normal, steady pace.
   • Avoid sudden changes in volume or speaking too close to the microphone.
   • Avoid reading too fast, especially for simultaneous interpreting.
3. AV Monitoring: The AV technician must constantly monitor the quality of the sound feed in the booths and the output to the receivers.

By meticulously following these steps, you minimize technical risks and ensure the interpreters are fully prepared to deliver clear and accurate multilingual communication.