A Checklist for Planning Your Next Big Meeting; 15 Things You Must Do

January 3, 2019

In order for certain large events, for example, conferences to be successful it takes extreme preparation and coordination. These preparations can intensify crazily especially in the case where conference interpreting services may be needed to serve a huge multilingual audience. Preparing for interpreter services is something that ought to commence with ample time until the event’s due date. Failure to this, one risks their preparation and hard work being inaccurately conveyed which can majorly reflect poorly on your organizations’ ability to organize an event that has non-English speakers involved. The need for an interpretation management platform has risen given the fact that the world has of late become a global village. Many are the times when international conferences are held with delegates speaking different languages present. A meeting with a common agenda can be held whereby participants speak different languages and this there is the need to create an interpreter scheduling system that seeks to offer a platform through which everyone understands the other in a language best known to them and at the same time convey their message in a language that the other party will understand.

Boostlingo is one such platform that is considered a unified interpretation platform. It is an interpreter scheduling system that was built to assist Language Service Companies to scale their interpretation business relatively fast and efficiently as such. This is a company that is professionally and personally invested in several language partnerships to help you grow and succeed as a company. Boostlingo allows for coordination and easy management of all interpretation tasks in the following ways: managing on-site interpreter appointments, managing on-demand and even scheduled over-the-phone and video remote interpreting sessions. Boostlingo makes it possible for companies to manage their entire interpretation business all in one place. In a but shell, this is an interpretation delivery platform, interpreter scheduling system and interpretation management system all under one platform. You can visit interpreter scheduling system to familiarise yourself more on what the platform has to offer.

When planning your next big meeting, you have to put into consideration the fact that these meeting may have several non-English speaking members present. This translates to making use of an interpreter scheduling system. In addition to this, there are several other factors that you ought to consider before the event, the night just before the event, during the even and even right after the ebent5if your meeting is going to be a successful one. Below are some 15 useful tips for a successful Big Meeting:

Differentiating consecutive and simultaneous interpreting
Telling apart different types of interpreting equipment
Scheduling before time
Providing your interpreters with conference materials way ahead of time
Testing g all the equipment to avoid last-minute technical hitches
Providing your interpreters with extra materials
Make yourself known to the interpreters
Enunciate all your words
Avoid speaking too fast.
Avoid using colloquialisms
Be formal
Thank the interpreters
Have a pre-meeting briefing or question-answer session
Revisit the meetings’ agenda
Highlight any points from previous meetings

Let’s us delve into a detailed description of each of the points above:

1. Differentiating Consecutive and Simultaneous Interpreting

Consecutive interpretation Is a situation where the speaker pauses momentarily after several sentences, giving the interpreter ample time to relay the message to the audience. Consecutive interpreting is used for situations like interviews, consultations, workshops and general conversations. Simultaneous interpreting, on the other hand, entails relaying information at the exact same time when the presenter is speaking with an allowance of only 2 seconds delay. The audience wears headsets and the interpreter is usually in the back of the room relaying the message into a microphone. It is for this reason that simultaneous interpreting is commonly referred to as conference interpreting. It is used for events such as business gatherings, lectures, presentations and speeches. Telling apart these two modes of interpretation will help you decide on the interpreter scheduling system to use given that some events require either while others require both.

2. Telling apart different types of interpreting equipment

If the nature of your event requires a simultaneous interrupter, you will definitely need equipment. Various types of simultaneous interpreting equipment are available, ranging from simple to complex The whispering equipment is the most common of all simultaneous interpreting equipment available. It consists of headsets with a receiver and another headset with a microphone and transmitter. Here, the interpreter whispers what is being said which is in return transmitted into the audience’ headset. Some other equipment includes Table Top Booth and Full Interpreter Booth. Read more on how each of this interpreter scheduling system works here.

Schedule before time

As is with the case with any vendor involved in a big event, interpreters ought to be scheduled in advance as far as possible. Interpreting agencies need ample time before they can decide on Who is the best interpreter for the occasion and thereafter schedule all the equipment that may be required. A simultaneous interrupter, for instance, is always on high demand and the sooner you start plans to get one the more time you will have to find the most qualified interpreter. This gives him or her ample time to prepare for the event. Boostlingo’s interpreter scheduling system ensures that you secure equipment in advance to avoid any haste in delivery fees in case the equipment is not orders in time.

3. Provide your interpreters with conference materials way ahead of time

O cell you confirm who your interpreter for the event is, provide them with all available and relevant materials such as; handouts, company’s’ background information, speeches, powerpoint presentations etc. so that he or she can adequately prepare.

4. Testing all the equipment to avoid last-minute technical hitches

The night before the event it is best practice to out all equipment to test to ensure that each and everything runs smoothly.

5. Providing your interpreters with extra materials

Providing your interpreters with conference materials, I closing any other materials that are relevant to the event 8s common courtesy. This helps them to be as effective as they possibly can and be up to date with the events’ schedule.

6. Make yourself known to the interpreters

It may seem like a Cliché but introducing yourself and establishing a rapport with the interpreters helps to ease any moments of tension that may arise. It also creates an enjoyable environment for all parties involved.

Enunciate all your words

Do your level best to enunciate all your words so that the interpreter understands the message clearly and conveys accurately.

7. Avoid speaking too fast

The best practice when working with an interpreter whether simultaneous or consecutive is to use a normal pace; not too slow, not too quick. There is no need to get or make changes to the normal pattern of speech you are used to but it’s good to keep in mind that you are working with an interpreter and hence make any changes if need be.

8. Avoid using colloquialisms

Colloquial language can be referred to as slang language. Use of such language can cause a delay in understanding the phrase and lead to the wrong message being conveyed to the recipient thereby causing confusion.

9. Be formal

When a dressing any multi-cultural audience it’s advisable that you keep your language as culturally neutral as possible or to the best of your ability to avoid conveying wrong messages or disrespecting anyone present. This also reflects well in your reputation as it shows a high degree of professionalism from your end.

10. Thank the interpreters

Recap your day with the interpreters and do thank them for their amazing work. This might sound obvious but it’s worth mentioning. Put it out there; if you enjoyed working with any interpreter, take note of their name and you can always request to work with them again in future. These interpreters are human and they will for sure appreciate feedback on their work and your gratitude in the same.

11. Have a pre-meeting briefing or question-answer session

A brief pre-meeting or question-answer session can come in handy for both parties. If a topic or the meeting’s agenda involved a subject that is highly specialized, this session can go a long way to ensure that both sides are well prepared for the event.

12. Revisit the meeting’s agenda

This may not seem like much but the event’s agenda contains a lot of information for instance how the meeting is organized from beginning to end. This gives interpreters free flow of thoughts and Essen’s their time as nothing catches them by surprise.

13. Highlight any points from previous meetings

Reports or talks from previous meetings are splendid. Any general information regarding your organization will show what you guys are all about. This gives the interpreters some insights into areas under discussion and general company talk hence making then fell at ease.

The interpreter scheduling system is indeed beneficial in planning any big event involving multilingual participants. The above are just but a few points that can help you plan for your next big meeting and be successful at it.