Organizer's checklist for a successful conference
With simultaneous interpreters
1. Decide your conference dates
- Avoid clashing with major events that use a lot of conference interpreters (Olympic Games, international summits, festivals...)
Your Calliope consultant interpreter can provide information.
2. Book your venue and conference rooms
- Does the venue have built-in interpreting booths?
- If not, is there sufficient room for mobile booths?
- Will the positioning of the booths provide the interpreters with a view of the meeting room and projection screens?
- Do you know a supplier of simultaneous translation equipment?
Your Calliope consultant interpreter will check these technical details and help you rent reliable interpretation equipment.
3. Draw up a preliminary programme
- Will you use one or several rooms?
- What is the schedule in each room?
- Will you use simultaneous or consecutive interpreting?
- Will you record the floor and/or the interpretation?
Your Calliope consultant interpreter will help you streamline organization of the event.
4. Contact your speakers
- Which languages do they understand?
- Which language do they want to speak?
Your Calliope consultant interpreter will plan language cover so the speakers may speak in their mother tongue (at no additional cost).
5. Calculate your budget
- with the right number of interpreters
- the fees and related expenses (travel, accommodation, etc.)
- the cost of hiring equipment
Your Calliope consultant interpreter will help you get the most out of your budget.
6. Plan flexibility
- Will changing a language mean changing the team of interpreters?
- When must a final decision be taken?
Your Calliope consultant interpreter will explain the implications and tell you the deadline for decision.
Involve your consultant interpreter in preparing the event.
He will help you avoid the usual pitfalls and you will get better results: seamless communication in all languages at the best cost.
