Perhaps you have run many events with interpreters before, in which case, this article could serve as a checklist, or perhaps you are running a multilingual event for the first time, in which case this article will tell you everything you need to know about conference interpreting with simultaneous interpreters to assure yourself of a well-planned, successful event.
Pronto Translations specializes in in-person events in the New York City metropolitan area (Manhattan, Bronx, Brooklyn, Queens, Staten Island, Northern New Jersey, Long Island, Westchester County, Mid-Hudson Valley and Connecticut). We also handle events further afield and offer various translation services.
Simultaneous vs Consecutive Interpretation: What’s the Difference?
If you’re looking for an interpreter for a conference or other business event, it is important to understand the difference between simultaneous vs consecutive interpretation before committing to either option.
Consecutive Interpretation Mode
In consecutive interpretation, the speaker and the interpreter alternate, with each one speaking briefly (ideally, a couple sentences at a time) and then pausing. The speaker then goes on to the next couple sentences, and so forth. The interpreter can be seated on the stage or next to the stage.
Consecutive interpretation itself is divided into two modes: long consecutive and short consecutive.
In long consecutive, the speaker says a few sentences, perhaps a paragraph, then pauses to give the interpreter time to interpret what has been said. This mode is usually adopted when summarizing what has been said (rather than rendering it verbatim). As quite a bit of information must be absorbed before the interpreter starts to speak, the interpreter will take notes while the speaker is speaking.
In short consecutive, the speaker stops after one, at the most, two sentences, allowing time for the interpreter to deliver a verbatim rendition of what has been said. The conference interpreter may or may not need to take notes.
Prior to the event, it is important for the event organizer, speaker(s) and interpreter to agree on which mode will be used – whether short consecutive or long consecutive. The translation or interpretation agency will handle this for clients, as presenters/speakers and interpreters do not communicate directly before an event.
Simultaneous Interpretation Mode
In the simultaneous mode, a speaker delivers remarks at a normal pace and rhythm, without needing to pause for interpretation. The interpreter starts the real time language translation with a slight delay, after a few words, such that the interpretation always ends slightly later than the original. This technique is called “décallage”. While interpreting, the interpreter is listening to the next sentence in order to keep interpreting without any pause or interruption.
In effect, through years of training and practice, the interpreter’s brain has been trained to carry out two functions simultaneously, listening to what is being said while simultaneously interpreting what has just been said. Therefore, to the audience member, there is no perceptible audible delay between what the speaker is saying and the interpretation.
Simultaneous interpretation is an extremely intense mental activity and the interpreter can only keep it up for about 15 to 20 minutes. Hence, for any uninterrupted speaking sessions lasting more than 20 minutes, or at the most 30 minutes (depending on the interpreter), two interpreters are required. The simultaneous interpreters will alternate, with each one interpreting for 15 to 20 minutes while the other rests.
The Right Way to Do Event Translation:
For any professional meeting or meeting segment requiring interpretation longer than 20 uninterrupted minutes, a team of two simultaneous interpreters should be hired/provided for each language. For high-level meetings involving invited heads of state or CEOs of leading companies, simultaneous should be used for anything over 5 minutes.
For community and informal event translation – if the part involving speakers is relatively short (not more than 30 minutes for any uninterrupted segment) and budget is a concern, then consecutive makes more sense, as one is paying for only one interpreter and there is no required equipment beyond a good microphone.
However, going consecutive at a professional event or for any event exceeding 30 minutes is strongly not recommended for several reasons:
- Any event using consecutive interpretation rather than simultaneous will take nearly twice as long. Audiences will quickly get bored.
- The extra time may wreak havoc with a carefully planned event with many activities
- For an event of any importance, it will simply seem unprofessional to handle it with consecutive interpretation.
Please see the section below on budget to understand the pros and cons from a cost perspective.
1. The Interpreters
Quality and Experience
For important events, and especially for events involving heads of state, highly-placed government officials or C-suite executives, the latter will usually be accompanied by an entourage quite experienced in noticing when the quality of the interpretation is not top-notch. They will quickly pick up if there are apparent lapses in the interpretation (content that is not translated), or if there seems to be an undue delay in what is being said by the speaker and what is being translated. It is also a disservice to the speaker and the audience if the conference interpreter is omitting information or not catching the speaker’s tone and mood.
Top-quality interpreters have generally received years of training at a college or university with one of the better translation and interpretation programs. They will have usually had at least 10 years of experience interpreting for major business conferences or for the UN or one of its many related organizations, such as the World Bank or the IMF.
Language Direction
Some interpreters are perfectly comfortable interpreting in two directions (for example, into a target language from their native language and vice versa), and can handle both interpreting the speaker’s speech or discourse as well as a Q&A session that may follow (as the Q&A session will require interpreting in the other direction). Some interpreters have a strong preference for one direction, and might not be able to handle a Q&A session or extended conference interpreting in the other direction.
Sometimes speakers or panelists will need interpretation for the remainder of the conference so that they can understand what is going on when not giving their own speeches.
Please make sure to let the agency know whether one or both directions are needed so that the right interpreters can be chosen.
Line of Sight
An important but often overlooked small point is that some interpreters insist on line of sight, meaning that wherever they are positioned, they can see the speaker, and most importantly see the speaker’s lips. Some are comfortable whether they can see the speaker or not.
Another reason for “line of sight” is that the speaker may point to objects, such as images in a PowerPoint slide or places within the room or space and the interpreters need to see those.
In order to ensure “line of sight”, the layout or the size of the room needs to be considered, as well as keeping the interpreters at least somewhat separated from the audience so that audience members who are not wearing headsets are not disturbed by the interpreters’ at work.
2. The Equipment
Sound Booth and Headsets
For any event involving heads of state, top government officials or members of the C-suite of a large company, the right set up is a booth with space for two interpreters per language and enough headsets for all audience members who will require real time translation.
There are two primary types of interpreting booths for conferences: tabletop interpreting booths and full-size interpreting booths. Deciding which one to use depends on several factors, including the size of the venue, the needs of the audience, and the available resources.
Tabletop interpreting booths are designed to be placed on a table that is at least six feet (two meters) long. These booths are an excellent choice when space and time are limited, as they require minimal space, can be set up quickly and easily, and can typically be operated by a single person. One item to note is that the back is open, hence, when setting them up, make sure that are facing a wall or an area without attendees.
Full-size interpreting booths are self-contained enclosures that provide a completely soundproof environment. These booths need to be assembled by multiple people and require more time and space for preparation. It is recommended to allocate at least two hours for assembly and equipment testing. A qualified audio technician should be available to assist with any technical issues that may arise. Should the equipment need to go into an elevator, make sure the elevator is large enough for a 7’x6’x6’ (2.1m x 1.8m x 1.8m) box.
In most cases, a tabletop will be the choice, due to the cost savings, the time savings and the need to fit into a smaller space. When the event is particularly high-level (heads of state in attendance, for example), or when a table on which to place the tabletop is not easily available, full-size booths then might be the better choice.
When selecting a venue, please make sure to allocate space for the booth(s) and the interpreters. One such set up will be needed for each language; hence, if the event calls for interpretation into 4 languages, enough room for 4 booths and 8 interpreters will need to be allocated.
The equipment provider will also bring the transmitters (headsets worn by the interpreters), and a sufficient number of receivers (headsets worn by members of the audience).
Make sure that the sound equipment being used to power the microphones has an available output for an XLR line-level feed.
The agency providing the conference interpreting service can arrange the delivery, set up and management of all the equipment, including having a technician on hand during the course of the event to respond to any questions or deal with any issues. It is recommended that a call takes place several days prior to the event between the equipment provider and the client’s technical or audiovisual team (the team responsible for the sound set-up at the event) to make sure that both sides agree on what is needed. The translation agency can facilitate such a call.
Mobile Equipment
For less formal events, smaller events or events where there simply is not enough room for a booth – or where budgets are limited – a mobile set up can work.
The equipment provider will bring the transmitter and receiver headsets.
The downside is the risk of poor wireless connections, so it’s important to determine the availability of a good wireless network when going with mobile equipment. Make sure that there are no walls between the interpreters and the audience that could interfere with signal strength.
Mobile is not recommended for multilingual events with over 30 people.
Downloadable Apps
It may be suggested to use a downloadable app and have all members of the audience needing to hear the interpreter download an app from the Apple or Google Play Store. The risk is high as such downloadable apps may not be compatible with all operating systems (iOS, Android and others) and/or all types of phones. Certain members of the audience may be technically challenged with the downloading and operating instructions.
Thus this approach, although it would save the cost of equipment rental, is not recommended.
Microphone Only
This is fine only if consecutive conference interpreting has been chosen.
3. Pre-event Preparation
Time in Advance
It is recommended to contact the translation agency and set the process in motion at least one month in advance of the event. If the event is taking place during a busy period for events, such as the UN General Assembly in New York, then the process should be started several months in advance.
Being Thorough in Describing Needs
When contacting the translation and interpretation agency to ask for pricing or issue a request for quotation (RFQ), please be very thorough in your request, and include all details, even if some details seem superfluous. The information should include:
- date and start time of the event
- end time of the event
- the start and end times when conference interpreter(s) are expected to interpret
- if more than 2 hours, whether there will be any breaks, and for how long they are scheduled
- will the speaker need interpretation for the rest of the meeting? (for example, if the event is taking place in English and the speaker is giving his/her speech in French, will the speaker require interpretation for the rest of the event?)
- how much prior to the start time of the event do you want the interpreter(s) to arrive to conduct sound tests and any other prep
- availability of parking facilities
- number of people in the audience, and of that number, how many will likely need conference interpreting (remember to consider Q & A if questions in another language will need to be interpreted)
- the general topic of the event
- will equipment be needed or will the event organizer be supplying the equipment
Interpreters Are Often in Demand
The key reason for booking well in advance is that good interpreters are in demand and their schedules fill up quickly. Good simultaneous interpreters are few and far between and get snatched up. This is why it is important to plan as far in advance as possible, and, even more importantly, to make the commitment (issue the purchase order) as early as possible — as interpreters are likely to book with whomever reserves them first. They can and will only hold the time slot for a few days once contacted as they need to tie down their own schedules.
The Equipment Is Often in Demand
Just as interpreters can get booked up and become unavailable, the same is true of equipment. During busy periods, such as the UN General Assembly in New York, if one has not booked the necessary equipment at least a month in advance, it may become impossible to procure locally.
Preparation Materials for the Interpreters
Once you have the interpreter(s) confirmed, provide the conference interpreting agency with all available conference materials, even in draft form, so the interpreter(s) can properly prepare. These include:
- Agendas
- PowerPoint presentations (in both languages if possible)
- Handouts
- Speaker names, bios and background information on the company and/or host (even if it is only possible to provide the names of the speakers, this is helpful, as interpreters can find background information)
- Speeches or outlines of speeches
- List of country participants/speakers of that language who will be attending
The materials should be given to the translation/interpretation agency as early as possible, and as they become available, including updates.
In-Language Printed/Digital Collateral
Although it is not a must, in-language printed and/or digital material in each language that the event will be held in is recommended, whether flyers, brochures or booklets handed out during the registration process or left on the seat, or the equivalent in a digital format that can be easily accessed on a cellphone. These are touches that add professionalism to the event.
Confirming That the Speakers Have Their Visas
This is the perhaps most overlooked item on the pre-event checklist. A frequent reason why interpreters are needed is due to speakers coming from other countries, hence not knowing the language of the country they have been invited to. Interpreters have often encountered situations where the number of times their assignments were cancelled at the last minute due to the organizer suddenly finding out that the speaker could not obtain the necessary visa in time.
As the information is often relayed to the organizer after the cancellation clause has taken effect, the organizer must still pay for the interpretation services.
Preparing the Speakers
Make sure that the speakers understand that their speeches are being interpreted in real time, so that they can be mindful of not speaking too quickly and enunciating clearly to enable interpreters to understand every word they are saying.
If consecutive conference interpreting service is chosen, remind speakers that they must remember to stop at the agreed intervals (a sentence or two for short consecutive, one or two short paragraphs for long consecutive).
Do Your Best to Prepare for the Unexpected
Be very detailed in setting out the interpreting needs of your conference to the interpreting agency. If there are any special requirements, please verbalize them in advance to minimize the likelihood of any unforeseen last-minute or during-the-event challenges.
4. Budget
In fact, this may be the most important issue of all, as without a budget, a successful event will be an impossibility. The interpretation segment of an event comes with a set of expenses.
How Interpreters Set Their Fees
There is no set standard, and each conference interpreter will have different fees, different time units for setting the fees and different minimums. Some interpreters will charge by the hour, some by a half day (up to 3 hours) or full day (up to six hours). Those who charge by the hour will usually have a minimum, usually 2 or 3 hours.
Some interpreters want to be reimbursed for using their own vehicles to come to the event for mileage, tolls and parking. If traveling via public transport is quicker, or if an Uber is cheaper, then the cost will be for the transportation rather than the use of their personal vehicle. The interpretation agency can tell you what the cost will be well in advance of the event so that budgets can be approved in a timely manner.
In most large cities, interpreters can be located for principal languages such as Spanish, French, Chinese and Japanese. Thus, travel/hotel expenses are not a large part of the budget for conference interpreting services.
However, for less common languages like Vietnamese, Thai, Indonesian, Ukrainian, or many others, it is very likely that the interpreter will need to travel a substantial distance by train or plane. Hence, expenses may include a round-trip flight (or train trip), travel between their home and local airport (or train station) as well as between the destination airport and the event venue, plus hotels and meals. Interpreters who must travel also charge a fee covering the time they are en route (as this is time that cannot be allocated to other assignments).
Cost of Equipment
(These rates apply to the supplier Pronto Translations works with in the NYC area; however, should generally apply to budgets in most locations)
Tabletop Interpreting Booth and Headsets
- Tabletop Interpreting Booth (for 2 interpreters) – $225 – one is needed for each language, so for two languages, for example, $450 must be allocated
- Interpreter Control Unit – $175 – one is needed no matter how many languages
- Transmitters (2/$175 ea.) – $350 – a set of two is needed for each language
- Receivers – $5 ea. – one needed for each person in the audience who will want to hear the event in an interpreted language
- Technicians – $350 – one group of technicians no matter how many languages
- Set Up/Dismantle/Delivery – $350 – one-time fee no matter how many languages
- Parking and tolls – $60 in Manhattan / $30 elsewhere in the NYC area – one-time fee no matter how many languages
Full-size Interpreting Booth and Headsets
- Full-size Interpreting Booth (for 2 interpreters) – $500 – one is needed for each language, so for two languages, for example, $1,000 must be allocated
- Interpreter Control Unit – $175 – one is needed no matter how many languages
- Transmitters (2/$175 ea.) – $350 – a set of two is needed for each language
- Receivers – $5 ea. – one needed for each person in the audience who will want to hear the event in an interpreted language
- Technicians – $350 – one group of technicians no matter how many languages
- Set Up/Dismantle/Delivery – $500 – one-time fee no matter how many languages
- Parking and tolls – $60 in Manhattan / $30 elsewhere in the NYC area – one-time fee no matter how many languages
Mobile Equipment
- Transmitters (2/$175 ea.) – $350 – a set of two is needed for each language
- Receivers – $5 ea. – one needed for each person who needs conference interpreting
- Set Up/Dismantle/Delivery – $200 – one-time fee no matter how many languages
- Parking and tolls – $60 in Manhattan / $30 elsewhere in the NYC area – one-time fee no matter how many languages
When opting for mobile equipment, technicians are optional – if you have an audiovisual team or your own technicians, chances are that they can operate the equipment. However, if technicians are needed, the cost is $250, a one-time fee no matter how many languages.
Cancellation Fees
As in any freelance profession, interpreters need to keep busy. Once they have committed to a certain date for an event, they can no longer make that time available to anyone else. As a result, as a matter of self-protection, they charge a cancellation fee should the event be canceled a short time before taking place. Cancellation fees vary by interpreter, and can vary from 2-3 days for one-day multilingual events to a week or more for multiple-day assignments. Please make sure this is clarified in advance with the translation agency, as it is frequently a source of misunderstanding. The cancellation policies should be agreed upon and stipulated in the purchase order.
Whether your event is in the New York City Greater Area or further afield, do not hesitate to contact us to supply you with professional live translation for events.
Looking for Consecutive/Simultaneous Interpreters? Reach Out to Pronto
Please do not hesitate to contact Pronto Translations with any questions concerning the above or if you would like to book consecutive or simultaneous interpreters (and interpreting equipment) for an event in the Greater New York area or anywhere worldwide.
You may write to us at clientservices@prontotranslations.com or call us at +1 646 984 4073.
