How to organize an event with simultaneous interpretation?

Multilingual events require a lot of preparation – from renting equipment and setting up hardware to finding suitable interpreters and organizing the whole process. To ease the stress that might occur, we’ve put up a dedicated guide that will help you decide what’s best for your meeting and provide the high-quality interpreting your attendees expect.

Basics of simultaneous interpretation

What is simultaneous interpretation?

Simultaneous interpretation is a process of delivering a presenter's speech into another language in real-time with minimum delays. This is the most time-efficient mode of interpretation that keeps the natural flow of the speaker undisturbed.

When should you use simultaneous interpreting?

Unlike consecutive interpreters, simultaneous interpreters do not interrupt the speech to deliver interpretation but interpret as the speaker addresses the audience. That’s why simultaneous interpreting is best-suited for large-scale events where an occurring delay in the delivery can seriously impair the attendees’ meeting experience.

You can usually find simultaneous interpretation used at conferences, business meetings, and governmental sessions. The range of use-cases and examples is truly unlimited: press conferences, educational meetings, church services, non-profit events. You name it!

So, now we have an idea of what simultaneous interpretation services are and which events are using them. Let’s take a look at some of the best ways to manage it at your meeting.

Organizing an event with traditional hardware interpretation equipment

Traditional equipment for simultaneous interpretation

In the past, meeting organizers used to choose traditional conference interpreting equipment (hardware) to enable participants to listen to interpretation during their events.

How does simultaneous interpretation with hardware work?

1. The speaker starts talking into a microphone.
2. The interpreter sits in a soundproof interpreter’s booth and uses headphones to receive a broadcast of the speaker’s speech.
3. The interpreter listens to the speech and interprets it in real-time, speaking into a microphone.
4. Event attendees listen to the interpretation through their headphones in real-time.

Tips for renting or buying simultaneous interpretation hardware

1. Scalability. First of all, you should know the size of your meeting or, in other words, an estimated number of attendees. Imagine how frustrating it can feel to realize you’re short of, for example,  personal wireless receivers on your perfectly planned meeting. Luckily, there’s an easy way to prevent it: determine the number of headsets you need and add 10% of that quantity as backup hardware in case of any emergencies.  
2. A number of languages. After figuring out the size of your audience, you should identify how many languages you will need interpretation for at your meeting. This piece of information is crucial for determining the number of transmitters. Transmitters broadcast interpretation in real-time via radio waves. There could be table transmitters, stationary transmitters, belt clip transmitters, and many others. In short, they can be either portable or stationary, which brings us to our next step.
3. Properties of portable systems. Broadly speaking, all interpretation hardware systems are portable, but the degree of portability varies depending on many factors, like power dependency and the ease of the setup. To help you choose the best option, we’ve prepared a quick overview of the translation systems in points 4 and 5.
4. Location of interpreters. Finding the best possible location for simultaneous interpreters is crucial. Let’s think of the advantages while working from a soundproof booth. Interpreters will feel more comfortable, and they will be able to see the speaker. This way, interpretation is much more accurate, as visual cues and body language are very important. Additionally, all the participants will receive an interpretation free of distractions and background noise, which improves the overall meeting quality.
5. Transmitter capabilities. Don’t worry if you’re not a tech-savvy person and keep asking yourself: will the transmitter reach the receiver, and how will I know for sure? If you’re planning on renting or buying equipment that uses infrared signals, make sure that walls or any opaque objects do not obstruct the space between the transmitter and the receiver. If you cannot guarantee this arrangement, consider transmitters that use an FM system.

What interpretation system should you choose?

Infrared systems

Infrared systems technology uses invisible pulses of light to transmit the speech of the speaker. Attendees receive the stream to their headphones via multi-channel receivers.

Here’s what you should keep in mind when using infrared systems:

1. Infrared systems are sensitive to obstructions – any physical barriers that are in the way of the light pulses. Thus, you have to place such systems in front of the listeners in a clear line of sight. You can’t cover infrared systems with such objects as curtains or drapes because they will block the transmission of the speech. So put aesthetics aside for the sake of good sound quality.
2. You should also pay attention to the light in the room where the infrared system is set up. Very bright or flashing lights can interfere with infrared systems.
3. If you’re planning your meeting in a bigger venue, you will need to get several infrared emitters to increase their range.

Handheld, medium-range FM interpretation systems

Frequency modulation interpretation systems use radio waves to transmit the speech to the attendees. Just like infrared systems, frequency modulation systems connect to multi-channel receivers via headphones.

Here’s what you should keep in mind when using handheld, medium-range FM systems:

1. These systems are light and easy to carry around, so dealing with logistics is not a challenge. Due to their weight, FM systems are best-suited for events on the go.
2. Unlike infrared systems, FM systems are not sensitive to obstructions. They’re also not sensitive to light, which is excellent if you want to organize your meeting outside.
3. On the other hand, their portability comes at the expense of a limited range – around 250 feet / 76 meters. To balance it out, make sure you get the correct number of FM emitters.

Portable, long-range FM systems

If the venue of your event exceeds 1000 feet / 300 meters, you’ll need a longer-range FM system. Though more powerful, long-range frequency modulation systems weigh more than handheld, medium-range FM interpretation systems and require a more time-consuming setup and takedown.

Here’s what you should keep in mind when using portable, long-range FM systems:

1. Account for the amount of power you need – it directly impacts your sound quality. More power means better cancellation of radio interference and, as a result, better sound quality for your participants.
2. Best for a big meeting. Longer-range FM systems are more cost-effective in the long run than medium-range frequency modulation systems if you have a larger audience.
3. Consider immobility as an issue. Even if long-range FM interpretation systems are still portable, they’re not mobile. You have to locate transmitters at a stationary point, meaning speakers and attendees can’t move too far from them, or they will not hear the speech.

What is an interpreter booth?

Interpreter booths are a must for simultaneous interpretation services if you are using traditional equipment. They provide a comfortable working space for simultaneous interpreters and impact the quality of interpretation for listeners. Soundproof booths will ensure that there is no background noise as it is hard to filter out unwanted sounds during transmission. The good part is that you have the ability to choose a specific interpreter booth that will suit your needs.

Interpreter booths can be either permanent or mobile. International Organization for Standardization (ISO) strictly regulates both variants relating to conference interpreting. You can read about the regulations for permanent booths here and mobile booths here.

As for the shape, interpreter booths come as either tabletop booths or as full-size interpreter booths. The main advantage of tabletop booths is that they’re easy to transport and set up. One of the drawbacks is that they’re open at the back, which means you can’t fully ensure comfortable working conditions for the interpreters as these booths are not fully soundproof.

Full-size interpreter booths are like tiny houses. They have walls, a floor, a ceiling, doors, and even ventilation systems. Usually, they can fit at least two interpreters – larger booths can fit up to four. Naturally, these booths are much harder to transport and assemble, and you will need at least a couple of technicians for this task.

Tips for using interpreter booths

1. Simultaneous interpreters need a booth with a clear view of the speakers, the podium, and presentations. Being able to see what is going on makes accurate interpreting easier.
2. Good internet access and speed. It will ensure flawless interpretation without any interruptions.
3. A sufficient number of power outlets for any laptops, tablets, and other gadgets interpreters may need for their work. This will allow interpreters to access relevant information as most of the assets are now electronic, and the intensive use might require constant charging.
4. High air quality in the booth. It is non-negotiable for obvious reasons – that’s where the CO2 sensors come in.
5. Finally, you will need to ensure optimal acoustic conditions. This means fans should be as quiet as possible, and the sound insulation from other booths should be close to perfect.

Alternative interpretation solution for multilingual events

As already discussed above, we can make simultaneous interpretation happen using traditional equipment. But this is not the only way. Remote simultaneous interpretation platforms like Interactio can provide real-time interpretation services using multilingual software.

Yes, you heard it right! You won’t have to worry about receivers, transmitters, or interpreters booths. The setup for multilingual events using remote simultaneous interpreting services is very different from traditional simultaneous interpreting. The must-haves include a laptop, Internet access (via Wi-Fi or mobile data), and a quality headset.

Differences between remote simultaneous interpretation platforms and traditional hardware

Remote simultaneous interpretation (RSI) platforms like Interactio allow users to receive a live video & audio feed virtually. RSI concept enables interpreters, participants, and speakers to connect remotely from any place on Earth and interact in their own language. You just need a mobile device or a laptop, headset, and Internet connection to attend.

By the way, in our complete guide to remote simultaneous interpretation, we explained how you can use remote simultaneous interpreting for your next event.

Here are a few differences that you will experience while using RSI platforms:

1. RSI platforms are a full solution. Unlike hardware that simply transmits the sound, RSI providers offer an actual meeting platform and all the necessary assets to provide simultaneous interpretation remotely.  
2. RSI platforms come with additional features like in-depth analytics of your events, chat, screen sharing, and more to help you make the most out of your event.
3. RSI providers can also help you find the right interpreters. They have databases of highly qualified and technically trained remote simultaneous interpreters, so you don’t have to worry and spend days looking for the perfect interpreter for your next event.

Not sure if switching to a tech-based solution is suitable for you?

We understand that switching to a new platform sounds challenging but let’s think about the time resources, and technological requirements behind this decision. If you haven’t used RSI platforms before and are still considering it, stay assured – you will discover a new meaning of long-term bonuses by the remote simultaneous interpreting platforms.

Untackling every single detail of the hardware related to the sound transmission is helpful, but this is only a part of all the necessities for a multilingual meeting. In addition to setting your audio and sound, you'll have to look for simultaneous interpreters, venues, ways to engage your audience, and many other things.

Remote simultaneous interpretation solutions can act as stand-alone platforms, allowing you to connect with your audience in a better, more efficient way:

1. You can expand your target audience by reaching multiple languages. RSI solutions break down the language barriers! While simultaneous interpreters can work remotely, your participants can benefit from it by receiving interpretation even if there are no professionals for a specific language in your area.
2. Countless ways of participation in a single or shared platform. It is possible to integrate RSI solutions like Interactio with an existing video-conferencing application such as Zoom, Webex, and others. At the same time, you can easily restream your online events to reach even larger audiences.
3. After setting everything up and getting ready for your event, you can choose who moderates your meeting. Just like in the on-site meetings and conferences.
4. Engagement is one of the priorities. Platform users can share their screens and files, participate in live polls, take surveys, or discuss in groups or private chats to increase engagement. Without a language barrier!

Using RSI platforms for the first time?

We understand that switching to a new solution sounds challenging. However, things get easier when someone teaches you how to use an entirely new platform, which is why RSI platforms offer a broad spectrum of support.

Check out how Interactio supports meetings from start to finish:

1. Full product demo presentation.
2. Technical training for your speakers, moderators, and interpreters (if needed).
3. Dedicated technical assistance and project management at all stages of organizing a multilingual event.

Trying something out for the first time always takes time, but don’t let it push you away. This is the only way to find out if alternatives work for you.

I’ve heard about machine interpretation. What about this alternative?

Machine interpretation is becoming more popular as an alternative to the previously mentioned solutions and many others, including simultaneous translation. At the same time, it is also called automatic or instant translation and uses artificial intelligence (AI) in place of a human interpreter.

First of all, we know that artificial intelligence is much faster than humans. However, simultaneous interpreters can provide simultaneous interpretation within a delay of milliseconds, which is fast enough for listeners. Additionally, AI is still far from perfect at understanding human emotions and body language meaning, which is really important during interpretation.

While machine translation might have great user potential in the future, it doesn’t match the current precision of the human simultaneous translation. Words and synonyms get lost in a virtual dictionary, spoken language loses its beauty, and it's just easier to listen to the genuine translation.

At the same time, perfect spoken communication and precise words are very valuable for governmental and business meetings. Machine translation has a few drawbacks to keep in mind, and some of the examples are low accuracy, costly mistakes, and a low number of available languages. However, some businesses already use it for emergency situations. You just have to be aware of the possible misuse of a word or the inability to analyze the context of a new word in the language.

With the help of RSI, we can currently provide meetings where the mother tongue gets interpreted into more than, e.g., three languages. It is especially valuable at conferences, where one transmitter is never enough. Even if words get lost in the sentence, human interpreters can adjust their language, use a different word that translates the meaning, and do it all in an instantaneous manner.

Does it mean that machine interpretation will never be used in RSI? Of course, no. Technologies develop as we speak. The one thing we can say for sure is that, as of now, machine translation is a helpful tool, but, just like a dictionary, it is not a substitute for human translation.

So what options do I have?

Organize a meeting with traditional hardware conferencing equipment or use remote simultaneous interpretation platforms. Interactio, for example, has already been used successfully at more than 38,000 events in 111 countries.

And, if you’re not ready to shift 100% to the new solutions, it’s possible to use remote simultaneous interpreting together with existing hardware systems. For example, Interactio is fully compatible with traditional interpretation hardware.

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