The pandemic led us to find new ways to communicate beyond distances. As providers of interpretation services, we could overcome the lockdown through remote working at intercultural events. The use of technologies made it possible for thousands of organizations to maintain their set of meetings that used to be face-to-face. Nowadays, these organizations are planning hybrid events combining remote and in-person attendees.
In this article, we give some practical tips to host and organize an intercultural virtual event.
Date, time and time zone
The first element you want to take into account is the exact moment in which the event will take place. This means not only the date and time but also the time zone that will be taken as reference, given that speakers, organizers, or interpreters may be in different parts of the world.
Number of interpreters required
In order to establish how many interpreters will be required, there should be clarity about the duration of the session (or sessions) in which the interpretation service will be needed. According to this, one or two interpreters should be hired – for remote interpretation, it is always recommended to hire two interpreters.
It is also important to know if there will be more than one simultaneous session, for which more professionals shall be required depending on the number of sessions that will take place at the same time.
In order to ensure that every participant receives the message, it is important to check which language the speaker(s) will use and which language the audience is expected to listen to and understand. In the case of speakers, language should not be presupposed according to their nationality or place of residence.
Remote interpretation platform
Even though the previous elements are fundamental to carrying out the event, the communication shall not be possible if a series of technological elements are not used, such as an interpretation platform, a reliable Wi-Fi network, and proper sound devices (microphones, headphones).
Among the platforms used for this purpose are Interprefy, Kudo, Zoom, Interactio, and Webex, all of which include the special interpreting feature for each participant to select the language in which they want to hear. Organizers shall choose the one that fits the needs of the event.
It is also important to know the basics of the platform that will be used at the event to host the sessions.
Lastly, take into account that some platforms allow moderators to record sessions.
Preparation of interpreters
The service provided by our team of interpreters is highly improved when we receive materials such as the technical rundown, glossaries, and presentations about the subject that will be discussed at the event with a minimum of 5-7 days in advance.
The interpreters taking part in the events must follow professional standards and guarantee the confidentiality of any information that is shared during their participation, provided that the event is not open to the public.