THE ULTIMATE GUIDE TO MULTILINGUAL ONLINE EVENTS – PART IV: COORDINATING EFFORTS AHEAD OF THE EVENT
Planning a multilingual virtual event requires an extra coordination effort compared to a ‘regular’ online event, as there are many more moving parts that need to be briefed, kept in the loop and managed, both on the day but especially ahead of the event.
In this fourth chapter of the Ultimate guide to multilingual online events, we’ll give answers to questions like:
What information do the speakers need to know ahead of the event?
How can you effectively share material and information ahead of the event?
What’s the difference between a tech-check and a dry run?
What information do the interpreters need to know ahead of the event?
Brief the whole team
It is vital the whole team knows the multilingual event will be facilitated by interpreters, as this requires some technical and practical adjustments before and during the event.
Take ‘whole’ in the widest sense possible: the AV department, the speakers, the moderator, the PMs, the end client – anyone who’s on this side of the event.
The same applies to the interpreting team: introduce them to the team so they know who’s in charge of what and can direct queries to the most appropriate person.
Pro tip: to streamline the process and minimise inbox-clogging, create a mailing list with designated points of reference for each “department”, who will be in charge of filtering and relaying the information to the rest of the team.
Keep everyone in the loop
It’s very important everyone is on the same page during this type of event – especially in the run-up to it.
Keep the interpreters in the loop by informing them of any update, change or last-minute correction to any part of the event – it might look insignificant to you, but it might make a world of difference to the interpreters, who will also be able to give you advice on how to best deal with the changes language-wise.
It’s also important to request material such as speech outlines, PPTs, and videos the speakers want to use and share with the audience, so the interpreters can prepare adequately and offer a quality service. This has to be complemented by information such as the event’s agenda, speakers list and bios, and much more – see below for a more detailed checklist!
Pro tip: set up a shared folder where you can upload files and set up notifications so everyone gets pinged and save yourself lots of emails!
Organise a rehearsal
Rehearsing ahead of a multilingual event is key: we’re not talking about a quick tech-check, but a full dry run with everyone present where you go through the whole event and iron out the ins and outs of the event, on top of checking their sound, lighting and camera.
This will allow you to spot problems and issues in advance and solve it ahead of time – like a PPT not loading, a speakers’ poor sound quality or a glitch in the interpreting console you can fix on the spot rather than having to deal with it moments before you go live on the day.
Pro tip: we know your speakers’ time is precious – organise the dry run so that you have your AV team, the producers, the PMs and the interpreters connected throughout, whilst speakers and panellists can dip in and out based on the running order in order to efficiently manage their presence; minimum effort, maximum result!
As you’ve seen, managing a multilingual event isn’t rocket science, but requires a bit more organisation and communication ahead of the event!
If you feel like you need more support, don’t hesitate to reach out and we’ll be happy to assist with all things interpreting for your next multilingual online event!