Simple steps for a successfully interpreted event

Whether you’re new to planning events with translation or simply want to improve on your last one, addressing the list of best practices below will go a long way towards ensuring a smooth running event. This applies to meetings large and small.

Once you know the event date:

  • Request a quote from BIP (or contact us if you need assistance completing the request).
  • Return your signed quote to BIP.
  • BIP will send you a contract, identifying your interpretation team.
  • Request help from BIP if you need recommendations on sound equipment.

Closer to the event:

  • Send meeting documentation to BIP. This is done in order to help interpreters prepare for your event. Materials to send include:
    • Event program or agenda
    • Background information on your organization or event
    • Speaker biographies
    • Written speeches (if any)
    • PowerPoint presentations
  • Send your presenters the speaker guidelines to help them prepare.

During the Event:

  • Assign an interpreter contact person
  • A dedicated liaison between the event organizers and interpreters is a good idea. This person should also be easy for the lead interpreter to reach at all times, and will:
    • Ensure that interpreters receive copies of all handouts circulated during a presentation, or updated presentation slides, if they have been recently changed.
    • Notify the lead interpreter of any change in the agenda as soon as possible.
  • Smartphones and other hand-held devices used in the vicinity of live microphones cause interference with the sound interpreters and delegates receive. 

After the event:

  • Event Debrief
    • BIP will happily provide an event debrief. Debriefing is a great way to smooth out snags before your next event. A debrief can be done immediately after your event, or in the days following while details are still top of mind.