What to Consider When Using Simultaneous Interpreting Services?

Simultaneous interpretation services are needed at international congresses, conferences, panels, or corporate meetings to allow participants from different languages ​​to follow the same content simultaneously. This service enables the speaker's presentation to be translated into other languages ​​without interruption. Participants then follow the event by selecting the channel in their own language via receiving devices and headphones.

However, simultaneous interpretation services should not be considered merely as providing interpreter support or a few headphones. A successful simultaneous interpretation implementation should be considered together with the selection of the right interpreter, appropriate technical equipment, interpretation booth, language channel planning, microphone connections, device distribution, technical rehearsal, and on-site support throughout the event.

If the service is poorly planned, problems such as the speaker's voice not reaching the interpreter, participants not being able to find the correct channel, interruptions in receiving devices, interpreters not being able to see the stage, or question-and-answer sessions not being translated may arise. These problems are not just technical malfunctions; they directly affect the professional perception of the event, participant satisfaction, and the flow of the program.

Therefore, when obtaining simultaneous interpretation services, attention should be paid to the entire scope of the service, as well as the price, number of devices, and language skills.

First Step: Clarifying the Language Needs of the Event

Before hiring simultaneous interpretation services, it is crucial to clearly define which languages ​​will be used at the event. The main language of instruction, target languages, speakers' presentation languages, and the specific translation needs of the participants should be evaluated separately.

In some events, only English-to-Turkish translation may suffice. However, in some conferences, translation from Turkish to English, English to Turkish, and a third language may be required. In multilingual organizations, a separate channel, separate interpreter arrangement, and sufficient technical infrastructure should be planned for each target language.

The direction of translation may change throughout the day. While English-to-Turkish translation may be needed for a foreign speaker in the morning session, Turkish-to-English translation may be required for local speakers in the afternoon. If this information is not clarified beforehand, the interpreter plan and technical channel structure may be incomplete.

Therefore, simply stating "we need simultaneous interpretation" is not sufficient when creating a service request. It must be clearly specified which language will be translated from which language to which language in which session.

Interpreter Experience Must Be Appropriate to the Subject

In simultaneous interpretation, the interpreter's mastery of the event's subject matter is as important as their general language skills. Meetings in medical, legal, engineering, finance, energy, technology, or academic fields often use extensive terminology. Interpreters unprepared for such events may struggle to accurately convey concepts.

When selecting an interpreter, the event's sector, speaker profile, and content density should be considered. The terminology used at a health congress is not the same as that used at a tourism meeting. A technical engineering presentation requires more preparation than a general corporate meeting.

During the professional service process, presentation titles, speaker information, program flow, presentation files (if any), and terminology lists should be shared with interpreters in advance. This preparation contributes to a more fluent and accurate translation.

Interpreters need these materials not to memorize presentations, but to prepare for the subject matter, recognize proper names, and familiarize themselves with technical concepts beforehand.

Should an Interpreting Booth Be Included in the Service?

An interpreting booth is a crucial requirement in simultaneous interpretation services. A translation booth allows interpreters to work without being disturbed by the noise of the hall and ensures that their translation doesn't interfere with the hall's atmosphere.

Especially in congresses, conferences, panels, and large-scale meetings, a booth system offers a more professional solution. Interpreters listen to the speaker through headphones inside the booth, translate via a console, and send their voices to the relevant language channel.

When designing the booth, simply having available space is not enough. Interpreters need to be able to see the stage, the speaker, and the presentation screen. The speaker's body language, slide transitions, and developments on stage can affect the context of the translation.

If the translation booth is to be set up in a location where it cannot see the stage, camera and monitor support should be considered. This support allows interpreters to visually follow the flow of the event.

When requesting a service quote, it is essential to ask whether the translation booth is included in the price, its capacity, and whether it can be set up in a way suitable for the event space.

Technical Equipment Isn't Just Headphones

Simultaneous interpretation systems may appear to be limited to receiver devices and headphones from the outside. However, a professional system consists of many technical components.

This structure includes speaker microphones, main sound system connection, interpretation booth, interpreter console, transmitter system, language channels, receiver devices, participant headphones, power connections, and technical control equipment.

When purchasing the service, it should be checked whether the following equipment is included:

• Interpretation booth
• Interpreter console
• Interpreter headphones and microphone
• Transmitter system
• Receiver devices
• Participant headphones
• Language channel infrastructure
• Technical connection equipment
• Backup devices and headphones
• Technical personnel support

If any of this equipment is missing or insufficient, the entire system can be affected. For example, even with a skilled interpreter, if the speaker's voice does not reach the booth clearly, the translation quality will decrease. If there are insufficient receiver devices, some participants may not be able to benefit from the service.

A Connection to the Main Sound System Must Be Established

For the simultaneous interpretation service to function properly, the speaker's voice must reach the interpretation booth clearly. For this, a proper connection must be established between the main sound system and the simultaneous interpretation system.

The speaker's microphone may be audible through the speakers in the hall; however, if this sound is not sent to the interpretation booth, the interpreter cannot receive the speech. The same applies to panel microphones, question-and-answer microphones, video audio, and remote connections.

Especially at congresses and conferences, different sound sources may be present. Podium microphones, lapel microphones, desktop microphones, wireless handheld microphones, video players, and online connections may all be used at the same event. It must be determined in advance which of these sources will be transmitted to the interpreter.

If a video presentation is to be made, the video audio must also be transmitted to the interpretation booth. Otherwise, the interpreter cannot translate the video content, and participants will not be able to follow that section in their own language.

Language Channels Must Be Planned in Advance

In simultaneous interpretation services, a separate channel is created for each target language. Participants listen to the translation by selecting the channel corresponding to their language on their receiving devices.

Language channels must be clarified before the event. The technical team, interpreters, organizers, and registration desk staff must know which language is on which channel.

This information should be clearly explained to participants when distributing their devices. If necessary, channel information can be displayed at the entrance to the hall, at the registration desk, or on an LED screen.

Channel confusion can prevent participants from accessing the translation, even if the system is working. Therefore, language channel management is not just a technical detail, but a crucial part of the participant experience.

The Number of Receiver Devices and Headphones Must Be Accurately Calculated

In simultaneous interpretation services, the number of receiver devices should be determined according to the number of participants who will be using translation. The total number of participants does not always directly indicate the need for devices. Some participants may understand spoken language while others may need translation support.

However, preparing only the exact number of devices needed is risky. Backup equipment should be available for last-minute participation, device malfunctions, battery problems, or headphone issues.

Devices should be tested before the event. Each receiver's channel selection, volume level, battery status, and headphone output should be checked. Providing participants with non-functional devices negatively impacts the quality of the service.

It is also important that the headphones are clean, in good condition, and comfortable. In long conferences, uncomfortable headphones can make it difficult for participants to follow the translation.

Device Distribution and Collection Process Must Be Planned

In simultaneous interpretation services, the distribution and collection process of devices is as important as their technical operation. At large conferences, device distribution can create congestion in the registration area. If long queues form before participants enter the hall, the start of the program may be delayed.

The location of device desks, the number of staff, and the delivery method should be planned in advance. In some organizations, device handover can be done with registration information. This allows for more controlled collection of devices at the end of the event.

In halls with multiple exits or crowded events, a single collection point may be insufficient. Participants should be clearly informed where to return their devices at the end of the event.

If the device distribution and collection process is not well managed, the participant experience may be negatively affected even if the technical system works successfully.

Panel and Q&A Sessions Should Not Be Forgotten

One of the most problematic sections in simultaneous interpretation systems is the Q&A sessions. This is because the speaker may move from the stage to the audience and vice versa. Participants may sometimes start asking questions without using microphones.

For the interpreter to translate the question, participants' questions must be taken with microphones. Questions asked without microphones from the audience may not reach the interpretation booth. In this case, there will be silence in the translation channel, or only a part of the question may be translated.

In panel sessions, all panelists must use microphones. Panelists speaking amongst themselves without microphones causes the interpreter to miss the content.

If the question is to be asked in a different language, the direction of translation should be planned accordingly. In some events, translation is needed not only from the speaker to the participant but also from the participant to the speaker. This detail should be determined before the event.

Technical Rehearsal Must Be Done

In simultaneous interpretation services, technical rehearsal is one of the most important stages that must be done before the event begins. Simply turning on the system is not enough. The entire audio chain, from the speaker to the participant, must be tested.

Panel and Q&A Sessions Must Be Done During rehearsal, it should be checked whether the speaker microphones reach the translation booth. Interpreter consoles, headphones, microphones, transmitter systems, receiver devices, and language channels should be tested individually.

Signal checks should be performed with receiver devices at different points in the hall. Coverage may be weak in some areas due to columns, balconies, partitions, or distance. If this problem is noticed before the event begins, it can be corrected.

Video audio, panel microphones, and Q&A microphones should also be rehearsed. If there is a live broadcast or video system at the event, connections with these systems should also be checked.

Events that start without technical rehearsal may have problems resolved in front of the participants. This can damage the professional image.

Technical Personnel Must Be Present on Site Throughout the Event

The simultaneous interpretation system should not be left unattended after it is set up. Device, channel, microphone, battery, connection, or coverage problems may occur throughout the event. Therefore, it is important for technical personnel to be present on site.

The technical team can support device distribution, assist participants with channel selection, check microphone connections, and quickly address any potential problems.

Technical monitoring becomes particularly critical in long-running conferences and multi-room events. Channel interference in one room, battery problems in another, or video/audio connection issues in a different session are all possible issues.

In professional services, the technical team isn't just the setup crew; it's the operational support team that monitors the event's translation infrastructure throughout the program.

When Comparing Offers, Don't Just Look at the Price

Price is an important criterion when purchasing simultaneous interpretation services; however, it's not sufficient on its own. A lower-priced offer may not include some essential services.

The offer should clearly include the following details:

• How many languages ​​will be served?
• Which languages ​​will be translated?
• Are interpreters included in the price?
• Is a translation booth included?
• How many receiver devices and headphones will be provided?
• Are the transmitter system and language channels included?
• Will technical personnel be on-site throughout the event?
• Are installation, testing, and dismantling services included?
• Will spare devices and headphones be available?
• Will a connection to the main sound system be established?
• Will video audio and Q&A microphones be included in the system?

Two seemingly identical offers may be completely different in scope. Therefore, price comparison should be done together with the service content.

Service Provider's Experience Should Be Evaluated

Simultaneous interpretation services require technical equipment and organizational experience. It is important that the service provider has previously worked at congresses, conferences, panels, hotel meetings, trade fairs, or multilingual events.

Experienced teams can anticipate potential problems before the event begins. They can provide more accurate guidance on issues such as booth placement, equipment distribution, channel planning, microphone connection, and technical rehearsal.

It is not enough for the service provider to simply provide equipment. They need to understand the flow of the event, coordinate with technical teams, and provide quick solutions during the program.

Therefore, references, scope of service, technical team competence, and organizational experience should be evaluated together when making a selection.

Active Conference and Professional Simultaneous Interpretation Services

Active Conference offers professional simultaneous interpretation system solutions for congresses, conferences, panels, seminars, corporate meetings, international events, and multilingual organizations.

The number of languages, hall structure, participant capacity, and program flow of the event are evaluated to plan the interpretation booth, interpreter console, transmitter system, receiver devices, headphones, and technical connections.

Necessary integration with the main sound system is ensured to ensure that speaker, panelist, video, and Q&A audio reaches the interpretation booth clearly. If necessary, video support can also be planned to allow interpreters to follow the stage and presentation screen.

After installation, language channels, microphones, receiver devices, headphones, and hall coverage are tested. Throughout the event, the technical team monitors the system, supports device distribution, and intervenes in any potential technical malfunctions.

Depending on the needs, the simultaneous interpretation system can be planned together with sound systems, video systems, LED screens, projectors, live cameras, control room equipment, and congress equipment. This ensures that all technical components of the organization work together harmoniously.

Properly Planned Simultaneous Interpreting Strengthens Events

When choosing a simultaneous interpretation service, it's not enough to only consider the number of interpreters or equipment. The language plan, interpreter experience, interpretation booth, main sound system connection, receiving equipment, channel management, technical rehearsal, and field support should all be evaluated together.

Professional planning allows speakers to continue their presentation without interruption, participants to follow the content in their own languages, and the program flows smoothly without unnecessary delays.

A well-established simultaneous interpretation infrastructure creates a strong communication bridge between participants from different languages. Language differences cease to be an obstacle slowing down the event; instead, they become a professional system that supports the international nature of congresses, conferences, and meetings.