How to Choose an Interpreter for an International Conference? A Guide to Formats, Facilities, and Tips for Success.

When preparing for an international conference, it's easy to get confused about things like, "Should I choose simultaneous or consecutive interpretation?", "How many interpreters are needed?", and "What kind of equipment is required at the venue?".

It is important to carefully design the interpretation process, including the format, number of interpreters needed, equipment to be used, and audio flow, based on the content and format of the meeting.

This article explains how to choose the right interpretation format and equipment for international conferences, along with tips for success.

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Interpretation formats used in international conferences

In international conferences, the appropriate interpretation format varies depending on the conference format, the number of participants, and the number of interpreters required.

The typical formats are as follows:

• Simultaneous interpretation

• Consecutive interpretation

• Whispering

Now, let's take a closer look at the characteristics of each interpretation format and the situations in which they are suitable.

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Simultaneous interpretation

Simultaneous interpretation is a method in which an interpreter translates what a speaker is saying into another language almost simultaneously.

At the venue, interpreters typically listen to the speakers' audio from their booths and provide translations, while participants listen to the translated audio using receivers or earphones.

For online and hybrid meetings, depending on the capabilities of the meeting system being used, you can also deliver interpreted audio using language channels.

This is suitable for situations where you need to address a lot of information within a limited time, without having to stop the meeting every time someone speaks.

• International conferences and symposiums with a large number of participants

• keynote speech

• Panel discussion

On the other hand, simultaneous interpretation requires interpreters to maintain a high level of concentration while performing their duties.

Therefore, depending on the duration and content of the meeting, it is common practice to have multiple interpreters take turns interpreting.

In addition to interpreters, it's also important to prepare microphones, interpreting booths, receivers, and sound equipment.

If there are online participants, design the system to include the route for transmitting the audio from the venue to the interpreter and then transmitting the interpreted audio to the online participants.

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Consecutive interpretation

Consecutive interpreting is a method in which the speaker pauses after they have finished speaking, and the interpreter summarizes the content and translates it into another language.

A key feature of this format is that the speaker and interpreter take turns speaking, making it easy for participants to confirm the content with each other as the session progresses.

Consecutive interpreting is suitable for the following situations:

• Small group meetings and business negotiations

• Courtesy visit

• Interview

• Contract negotiations

Since it can sometimes be implemented without the need for large interpreting booths or receivers like those used in simultaneous interpretation, it is a method that can be easily introduced even in relatively small meetings.

However, because time is added for interpretation after each speaker's remarks, the meeting will be longer than if an interpreter were not used.

Therefore, when creating the schedule, it is important to leave ample time not only for the speakers' presentations but also for interpretation and Q&A sessions.

Furthermore, if the topic is specialized, be sure to share meeting materials, speaker information, and technical terms with the interpreter in advance. The better you prepare beforehand, the smoother the communication will be during the meeting.

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Whispering

Whispering is a method in which an interpreter sits or stands near the participant who needs interpretation and provides interpretation in a low voice, almost simultaneously. It is sometimes called "whispering interpretation."

Whispering is a convenient method to use in situations where there are few participants who require interpretation, such as the following:

• Short meeting

• Facility inspection

• Dinner

This service can be used even if the entire meeting is conducted in Japanese, but foreign language interpretation is only required for some participants.

On the other hand, because the interpreter speaks in a low voice, it can be difficult to hear in noisy venues.

Furthermore, it is not suitable for situations involving a large number of participants or where the seating is far apart.

When choosing whispering interpretation, it's important to check in advance not only the seating arrangement for the interpreter and the audience, but also whether the interpreter can hear the speaker clearly and whether interpretation can continue even if the speaker moves.

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Criteria for selecting interpretation formats for international conferences

When choosing an interpretation format for an international conference, it's important to consider not only the number of participants, but also the conference duration, the languages used, the number of interpreters needed, the areas of expertise, and the conference format.

The following are the points to consider when choosing an interpretation format for an international conference:

item	What to check	How to decide
Number of participants in the meeting	• Total number of participants in the meeting Number of people who require an interpreter	- Simultaneous interpretation is required when delivering the interpreted audio to a large number of people at once. - If the group is small and the speaker and interpreter take turns speaking, use consecutive interpreting.
Meeting time	• Total scheduled time for the meeting Time allocated for interpretation	• Consecutive interpreting requires separate interpretation time in addition to the speaker's speech, so it is suitable when there is ample time. If the process needs to be completed within a limited time, consider using simultaneous interpretation.
Languages used in meetings	• Language of speech • Language to translate - Will the interpretation be two-way or one-way?	As the number of languages and interpretation directions increases, the number of interpreters and audio channels required also increases, so the format should be determined based on the interpretation system for each language.
Number of people listening to the interpretation	• Number of people who require an interpreter for each language	If the number of participants is small and the venue environment and seating arrangement are suitable, consider whispering. - When delivering interpreted audio to a large number of people, simultaneous interpretation using receivers, etc.
Specialized fields of the conference	Meeting theme Technical terms • Presentation content	For topics requiring specialized knowledge, such as medicine, finance, law, and IT, we request interpreters who have an understanding of and experience in those fields.
How to hold the event	- In-person, online, or hybrid - The venue where speakers, interpreters, and participants will gather.	- For in-person sessions, the interpretation arrangement will be determined based on the venue's acoustics. - For online sessions, the interpretation arrangement will be determined based on how the interpreted audio will be delivered to participants and the communication environment. ・For hybrid setups, the interpretation arrangement will be determined based on the audio routes used for both the venue and the live stream.

When confirming the languages to be used, be sure to clarify in advance whether interpretation is needed in both directions ("Japanese to English" and "English to Japanese") or if one-way interpretation is sufficient.

By considering everything from the meeting's progress, sound, video, streaming, and the delivery of interpreted audio, we can create an environment that is easy for participants to understand and easy for the organizers to manage.

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Equipment necessary for simultaneous interpretation at international conferences

To provide simultaneous interpretation at international conferences, a system is needed that accurately transmits the speaker's voice to the interpreter and returns the interpreted audio to the participants.

The main facilities can be divided into the following three categories:

• Equipment for interpreters

• Equipment for on-site attendees

• Equipment for online distribution

Now, let's take a closer look at each piece of equipment.

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Equipment for interpreters

The main equipment for interpreters includes the following:

• Interpreter booth

• Interpretation Unit

• microphone

• headset

• Monitor for checking video

Interpreters listen to what speakers and participants are saying through a headset, translate their responses, and send the audio to their assigned language channel via a microphone.

Therefore, it is important to create an environment where the interpreter can clearly hear what is being said.

Furthermore, it's important to be able to see not only the speaker's voice, but also their facial expressions, projected slides, and videos.

If the stage or screen is not visible from the interpreter's booth, prepare a video monitor to check the venue's situation.

If using video, it will be easier to hear if the audio is sent directly from the sound system to the interpreter, rather than the interpreter listening to the sound played through the venue's speakers.

Furthermore, when setting up a booth, we check not only sound insulation but also ventilation, lighting, power supply, desks and chairs, and wiring space.

Even if simultaneous interpretation equipment is permanently installed at the venue, it may not be able to accommodate the required number of languages or equipment.

Check the venue layout and equipment list to confirm the necessary configuration in advance.

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Equipment for on-site attendees

For attendees at the venue, we will primarily use the following equipment:

• Transmitter for sending translated audio

• receiver

• earphones

Participants can select the channel in the language they want to hear on their receiver and listen to the interpreted audio.

Prepare the number of receivers according to the number of participants who require interpretation.

However, it's a good idea to have a spare battery on hand in case of battery failure, equipment malfunction, or changes in the number of participants on the day.

When dealing with multiple languages, it's important to pre-determine the combination of channel numbers and languages, such as "Channel 1 is Japanese" and "Channel 2 is English."

Using consistent terminology across the reception area, event script, interpreters, and sound staff will help prevent confusion on the day of the event.

Furthermore, in simultaneous interpretation, it is necessary to convey not only the voices of the speakers, but also those of the moderator, panelists, and participants asking questions from the audience to the interpreter.

In particular, during the Q&A session, if the questioner speaks without using a microphone, their words may be audible to others in the venue but not reach the interpreter.

Therefore, establish a rule that "a microphone must always be used when speaking," and set up a system where staff can hand the microphone to the questioner as needed.

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Equipment for online distribution

When providing simultaneous interpretation for online or hybrid meetings, the following equipment may be required depending on the meeting environment:

• Audio mixer

• Distribution terminal

• Online meeting system

• Interpreter's terminal

• headset

• Stable internet connection

If you use a system that allows online participants to select a language, you will need to pre-configure which interpreter will handle which language, and which channels the original audio and interpreted audio will be sent to.

For example, the system needs to be designed to send the voices of the speakers at the venue to online interpreters, and then deliver the interpreted audio to both the in-person and online participants.

Questions from online participants must also be properly relayed to the interpreter and the in-person audience.

If the same audio is accidentally sent back, echoes or duplicate audio may occur.

Therefore, it's important to confirm in advance "which audio will be sent to whom" for the speakers' audio, online participants' audio, video audio, and interpreter's audio.

Furthermore, if there are speakers participating remotely, the microphones and communication environment used will also affect the quality of the interpretation.

If possible, conduct a connection test before the actual event to ensure that the speakers, interpreters, and audio/streaming staff can all confirm the actual audio quality.

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Tips for successful interpreting at international conferences

To ensure successful interpretation at an international conference, it's crucial not only to arrange for interpreters but also to prepare everything comprehensively, including personnel, audio, materials, and the flow of the meeting.

Especially in simultaneous interpretation and hybrid conferences, it is necessary to share information in advance so that interpreters and audio/streaming personnel can work under the same assumptions.

The specific points I would like to confirm are as follows:

• Determine the appropriate number of interpreters and rotation system for your interpretation method.

• Check the method for delivering the interpreted audio and the venue/streaming environment.

• Share materials and technical terms with the interpreter as early as possible.

• We hold a meeting and rehearsal before the actual performance.

Now, let's take a closer look at each of these points.

We at LIFE.14 Co., Ltd. provide technical support for video, audio, streaming, filming, and simultaneous interpretation at international conferences.

Leveraging our experience in international events, including those hosted by international organizations and embassies, we handle everything from preparation to on-site technical support.

If you have any technical issues regarding your international event, please feel free to contact us.

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Determine the appropriate number of interpreters and rotation system for your interpretation method.

The number of interpreters is not simply determined by the number of participants in the meeting.

It is necessary to consider factors such as the meeting duration, the language used, the level of expertise of the content, and the interpretation method.

Simultaneous interpretation, in particular, requires a high level of concentration, so it is common practice to have multiple interpreters take turns interpreting during long meetings.

Furthermore, as the number of languages used increases, interpreters or teams will be needed to handle each language.

The following are the things we would like to confirm in advance:

Check items	Contents to be confirmed
Event time	• Total duration of the performance Waiting time • Break time • Q&A session - Possibility of extension and possible extension time
Number of interpreters	Taking into account the meeting duration and the complexity of the content, the number of people needed
Language used	Which languages will you be interpreting between?
Substitution method	• Timing of substitutions • How to contact someone about a change of shift - Waiting area for substitutes
Relay Interpretation	If dealing with three or more languages, is it necessary to interpret via another language?

Furthermore, don't rely solely on phrases like "Japanese and English support"; also check which languages can be interpreted between.

In highly specialized meetings, not only language skills but also the ability to understand the terminology and business content related to the meeting's topic is crucial.

When deciding on the number of interpreters, be sure to consider how to handle handovers and communication between interpreters so that there is no interruption in interpretation when someone changes roles.

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Check the method for delivering the interpreted audio and the venue/streaming environment.

We also decide in advance who will receive the translated audio and how they will be delivered.

This is because the necessary equipment and audio flow differ for in-person, online, and hybrid sessions.

The items to be checked are as follows:

Check items	Contents to be confirmed
Language to interpret	What languages need to be translated between?
Speaker's voice and interpreter's audio	Will we also hear from the speakers? Should we focus on playing the interpreted audio?
Audio settings for online participation	Which audio will be sent to the interpreter, and which language will the participants hear?
Communication environment	Can speakers and interpreters maintain a stable connection? Can this be confirmed in advance?
Audio for both the venue and online	How to deliver each necessary sound to its intended destination while preventing echoes and overlapping audio.
Venue facilities	- Interpreter booths and interpreter locations Can the equipment you bring be connected to the venue's facilities?
How participants can hear the interpretation	How can participants operate the receiver and easily select the language they want to listen to?

Even if the venue has simultaneous interpretation equipment, be sure to check whether it can accommodate the required number of languages and receivers, and whether you can connect any equipment you bring with you.

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Share materials and technical terms with the interpreter as early as possible.

The more an interpreter understands the content of the meeting in advance, the easier it will be for them to perform the interpretation during the actual meeting.

Instead of waiting until the final version of the materials is ready, let's share what we have prepared as we go along.

The following is what I would like to share with you:

Materials	Content to include
Event Overview	• Purpose of the meeting Date and time ·venue ・Participants ・Language used
Script for the proceedings	• Order of appearance • Lecture time ·break • Question and answer session - Planned change of interpreter
Presentation materials	·slide - Speech script ·movie • Handouts
Speaker Information	·full name ・ Affiliation ·post How to pronounce the name ・Language used
Glossary of technical terms	Industry terminology ・Product name ・Abbreviation ・Organization name How to translate proper nouns, etc.
Anticipated Questions	Topics likely to be covered in the Q&A session

In particular, confirming company names, product names, speaker names, technical terms, and numbers in advance will help prevent misunderstandings and inconsistencies in expression during the actual presentation.

When updating documents, it's recommended to include the update date and version number so that it's clear which version is the most recent.

Including details of any changes will make it easier for not only the interpreter but also the moderator and the sound and broadcasting staff to review them.

Even if the documents contain confidential information, instead of not sharing them at all, you should create an environment where you can provide the necessary information for interpretation after deciding in advance who will share them, how to store them, and how to handle them after the meeting.

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We hold a meeting and rehearsal before the actual performance.

For international conferences, it is crucial to hold a meeting beforehand with interpreters, moderators, speakers, sound and broadcasting staff, etc., to confirm the flow of the day.

The things I would like to confirm are as follows:

Check items	Contents to be confirmed
progress	・Start time • Order of appearance • Lecture time ·break • Q&A session flow
Division of roles	Interpreter ・ Host Speakers ·acoustic - Distribution staff - Role of the person in charge
Change of interpreter	- Timing and signals for substitutions • Break time
Language switching	• Language used by speakers and questioners How to switch between interpretation audio
Voice and connectivity	·microphone Receiver ・Interpretation facilities Online meeting system
Materials	Script Presentation materials ·movie - Is the latest version of the glossary being shared?
Question and Answer Session	How do you convey the questioner's voice to the interpreter?
Troubleshooting	How to contact us if you cannot hear the sound or if there are changes to the schedule.
Recording and filming	When recording an interpreter's audio, what should be recorded and how?

During the rehearsal, try out the flow of events that you might expect to see in the actual event, including speeches from the audience, speeches from online participants, video playback, Q&A, and language switching.

At that time, it is important to check whether the audio is being transmitted from the speaker to the interpreter, and whether the interpreted audio is being transmitted correctly to both the in-person and online participants.

Furthermore, if you've hired multiple companies for services such as interpretation, sound, video, and streaming, designate a person to be the point of contact for any changes or problems on the day of the event.

For international conference interpreting, success depends on coordinating the interpreter, audio, video, streaming, and conference management as a single, integrated process, rather than preparing personnel and equipment separately.

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Examples of my experience as an interpreter at international conferences

For international conferences, interpreting requires not only interpreters but also a comprehensive system including venue sound, online streaming, video, and recording.

The following are examples of projects that LIFE.14 Co., Ltd. has been involved in:

• TICAD 9 Partner Project: Unlocking Africa's Potential - Opportunities for EU-Japan Business Cooperation

• Doctors Without Borders Online Event

Both are examples of technical support combining online streaming and multilingual audio support. Below, we will introduce the format and technical support provided for each event.

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TICAD 9 Partner Project: Unlocking Africa's Potential - Opportunities for EU-Japan Business Cooperation

"TICAD 9 Partner Project: Unlocking Africa's Potential - Opportunities for EU-Japan Business Cooperation" was a hybrid seminar held in combination with in-person and online sessions.

Simultaneous interpretation between Japanese and English was provided.

LIFE.14 was responsible for tasks such as taking photographs at the venue, setting up and operating equipment for hybrid streaming, establishing audio lines necessary for simultaneous English-Japanese interpretation, switching between presentation videos and presentation materials, recording data for streaming, and producing highlight videos.

In hybrid international conferences, it is necessary to separate the speaker's audio from the interpreter's audio and deliver appropriate audio to both in-person and online participants.

Furthermore, the audio path tends to become more complex because it includes the voices of online speakers and recorded audio.

This is one example of how we've established a system that allows us to oversee the progress and equipment configuration as a whole by providing comprehensive technical support for audio, video, streaming, filming, and simultaneous interpretation.

Hybrid Event with Simultaneous Interpretation: TICAD 9 Partner Project: Unlocking Africa's Potential - Opportunities for EU-Japan Business Cooperation

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Doctors Without Borders Online Event

Doctors Without Borders' online event provided real-time simultaneous interpretation, accommodating speakers and participants from multiple countries.

In online international conferences, it is necessary to transmit the speaker's audio to the interpreter and then return the interpreted audio to each participant.

In this case, we created an environment where participants could listen to interpretations in their required languages by providing multiple audio channels.

Furthermore, in online events, if there are problems with the communication environment, the speaker's voice may not reach not only the participants but also the interpreter.

Therefore, technical preparations, including communication routes, and pre-event rehearsals are also important.

We conducted a rehearsal before the actual broadcast to check the connections and streaming environment.

It's also important to have a plan in place for switching methods and procedures in case of communication problems.

When conducting simultaneous online interpretation, it's essential to not only arrange for interpreters but also to prepare the communication environment, audio channels, streaming system, and even conduct rehearsals to ensure smooth operation.

Supporting across borders—LIFE.14 × Doctors Without Borders

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When hiring interpreters for international conferences, choose a service provider that can handle technical aspects as well.

When requesting interpreting services for an international conference, it's important to check not only the interpreter's experience and fees, but also whether they can handle everything from sound and broadcasting to equipment.

Being able to consult on both interpretation and technical aspects together makes it easier to design a unified process for delivering the speaker's audio to the interpreter and then delivering the interpreted audio to the venue and online participants.

At LIFE.14 Co., Ltd., we provide comprehensive technical support for video, audio, streaming, filming, and simultaneous interpretation necessary for international conferences.

Our key feature is that we can handle all technical aspects of your event's video and audio, from preliminary meetings and equipment configuration planning to on-site sound and streaming operations, filming, and post-event video production.

If you're unsure what to prepare for an international conference regarding interpretation and equipment, or if you need to deliver interpreted audio both in-person and online, please contact LIFE.14.