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.