CHECK-LIST

FOR CONFERENCE PREPARATION

Before the conference

• Decide your needs (read the relevant questionnaire)

• Contact the interpreters well in advance. How? If you do not know who to contact, try the AIIC site or an intepreting agency. Try to hire AIIC members. AIIC interpreters may be more expensive but are  widely accepted to be among the most competent in the market. Always remember that bad interpretation can be worse than no interpretation! Apart from that, the AIIC ethics code imposes strict obligations to its members concerning confidentiality.

• Hire and install necessary equipment. If you are using simultaneous interpreting you will need to hire and install equipment (booths for interpreters,  headsets for participants). Be careful with the installation of the booths: interpreters must have a good view of the room and of the screen if you are going to project presentations, video etc.

• Prepare a detailed agenda (annotated if possible) and send it to the interpreters.

• Prepare documentation for interpreters and send it to them as soon as possible: any documents that will be discussed or speeches that will be delivered during the congress; similar documents from previous congresses; background information; specialized glossaries  may all be of vital importance to an interpreter. Also send a list of participants as soon as it becomes available.

• Brief the speakers: they should take into account the fact that they are being translated. If they intend to read a speech ask them to make a copy available to the interpreters as soon as possible before the conference and to control their reading speed.

• General rule: help the interpreters prepare. They will not charge you more for this and your conference will be more successful. A well-prepared interpreter is a better interpreter.

During the conference

• Check all equipment early enough to be able to correct any problems. Make sure that the sound system does not generate background noise in the headsets. Keep in mind that even if a normal participant can accept some noise, the interpreters need to have excellent quality sound for maximum performance. Mobile phones can also cause interferences, especially when near a microphone. If you are using interpreting booths, make sure that they are comfortable enough, adequately sound proof, not too cold or too hot and provide for enough water. Interpreters are strong water drinkers!!

• Brief the chairman. Ask him to repeat to the speakers that they should not read too fast. The chairman should interrupt  a very fast speaker: the interpreters may follow but the quality of translation will certainly suffer.

• Plan for the necessary breaks for rest. How often? This depends on the working conditions. If you are in doubt ask the interpreters. In any case, sessions of more than 4 hours are counter-productive and a 90 minute break should follow any 4 hour session.

• General rule: If you are not satisfied with the interpreting, talk to your interpreters as soon as possible. They want to know and will probably be able to find a solution to your problem. Have in mind that bad working conditions (e.g. bad sound quality) and fast readers can become a nightmare for even the best interpreter. On the other hand, stick to the terms of the contract you have signed with your interpreters and do not ask for last minute changes.