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How to successfully interpret at a symposium? A thorough explanation of key points and interpreting methods!

  • 38 minutes ago
  • 15 min read

To ensure smooth interpretation at a symposium, it's crucial to not only arrange for interpreters but also to prepare everything, including the interpretation method, equipment, and audio environment.


The necessary infrastructure will vary depending on the format of the event, the number of participants, the language used, and the content of the program.


Furthermore, if the audio environment at the venue or for the live stream is not adequately prepared, there is a possibility that interpreters may not be able to hear what the speakers are saying, or that the interpreted audio may not be properly delivered to the participants.


Therefore, it is important to prepare everything in advance, including the arrangement of interpreters, sharing of materials, sound and streaming environment, and rehearsals.


This article explains the main interpretation methods used in symposiums, how to choose the right one, and key points for ensuring smooth interpretation.




Symposium interpretation methods


In a symposium, the choice of interpretation method will affect the time required for the proceedings, the necessary equipment, and the number of people who can be interpreted.


Therefore, it is important to choose a suitable method based on factors such as the number of participants, the content of the program, and the venue and streaming environment.


The three most common interpretation methods are as follows:


  • Simultaneous interpretation

  • Consecutive interpretation

  • Whispering Interpreter


Let's take a closer look at each interpretation method.



Simultaneous interpretation

Simultaneous interpretation is a method in which the interpreter listens to what the speaker is saying and translates it into another language almost simultaneously.


Since speakers do not need to interrupt their speeches for interpretation, this system is suitable for symposiums such as lectures and panel discussions where it is important to keep the program running smoothly within a limited time.


When conducting an event at a venue, it may be necessary to provide microphones and headphones for the interpreter, an interpreting booth, and receivers or earphones for participants to listen to the interpreted audio.


When conducting online broadcasts, it may be necessary to have a system in place to deliver separate audio to participants in different languages, such as Japanese and English.


In simultaneous interpretation, the interpreter listens to the speaker's remarks, understands the content, and then translates it into appropriate words for the speaker to speak.


Therefore, for long programs, it is common practice to have a system in place where multiple interpreters can take turns.


An audio environment that allows the interpreter to accurately hear the content is also important.


Checking in advance whether the speaker's microphone audio is clearly audible to the interpreter, and whether the video and projected materials can be viewed, can help prevent problems on the day of the event.



Consecutive interpretation

Consecutive interpreting is a method where, after the speaker has spoken for a while, they pause, and the interpreter summarizes what they have said and translates it into another language.


The session will proceed by repeating the pattern of "speaker speaks → interpreter translates."


It's easy to incorporate into short greetings, interviews, small group discussions, and Q&A sessions, and its key feature is that it can be used without the need for large-scale equipment like simultaneous interpretation.


On the other hand, because interpretation time is required in addition to the speakers' remarks, the overall duration of the program will be longer than if interpretation were not provided.


Creating a schedule based solely on the standard lecture time may result in the end time being later than planned, so caution is advised.


To facilitate the smooth running of the session, speakers should be asked to pause their remarks at points that are easy to interpret, such as after each topic or every few sentences.


If the text includes technical terms, numbers, names of people, or product names, it is important to share the materials with the interpreter in advance.


Furthermore, in panel discussions where speakers exchange opinions at a brisk pace, the use of simultaneous interpretation can sometimes interrupt the flow of conversation.


There is no need to unify the entire symposium into a single format; simultaneous interpretation can be used for lectures, while consecutive interpretation can be used for short interviews, for example.



Whispering Interpreter

Whispering interpreting is a method in which the interpreter sits or stands near the participant who needs interpretation and translates the content in a low voice, almost simultaneously.


They are sometimes called "whisper interpreters."


This method is not suitable for all participants, but is more convenient in situations like the following:


  • When an interpreter is needed only for a limited number of people, such as overseas guests or some of the speakers.

  • Small group meetings and site visits

  • A program that takes place while moving around the venue.


However, the method of having an interpreter directly convey the message has limitations in terms of the number of people and distance that can be accommodated.


Furthermore, in noisy venues, interpreters may have difficulty hearing the speakers, or conversely, the interpreters' voices may be audible to other participants.


In such cases, it is also recommended to use a simple setup where the interpreter uses a transmitter as needed, and participants listen to the interpreted audio through a receiver with earphones.



[Case Studies] Interpretation Methods Suitable for Symposiums


The most suitable interpretation method for a symposium depends on factors such as the pace of the proceedings, the number of interpreters required, venue facilities, the languages used, and whether or not the event is streamed online.


The main guidelines for choosing are as follows:


case

Suitable interpretation method

Reasons why it is suitable

Points to consider when making a decision

We want to complete the lectures and panel discussions within the scheduled time.

Simultaneous interpretation

Because the translation is done almost simultaneously with the speech, the progress time is less likely to be extended.

For longer sessions, we will have a system in place where multiple interpreters can take turns.

I would like to hold a small-group discussion and Q&A session.

Consecutive interpretation

The content is organized and easy to convey by breaking down the statement into segments.

Create a schedule including interpretation time.

We want to deliver the audio interpretation to as many participants as possible.

Simultaneous interpretation

It is easy to deliver to a large number of people using receivers and audio channels.

Check the required number of receivers and sound equipment.

Interpreters are needed for some participants only.

Whispering Interpreter

It is easy to handle for a limited number of people.

Check the surrounding sounds and your seat location.

We want to provide interpretation services both in person and online.

Simultaneous interpretation

It's easier to deliver separate audio for the venue and for streaming.

Organize the paths between the original audio and the translated audio, and perform connection tests.

I want to work with three or more languages.

Simultaneous interpretation

It is easy to separate audio channels by language.

Check the number of interpreters and the need for relay interpreting.


The interpretation method should not be determined by a single condition.


It is important to organize the event details, including the duration, number of participants, language used, venue size, whether or not online streaming is available, and whether or not recording is necessary, and then design the overall plan, including the number of interpreters and sound/streaming equipment.



Tips for successful symposium interpreting


To ensure the success of a symposium's interpreting, it's crucial to not only arrange for interpreters but also to prepare for the entire event, including the format, flow, and sound and streaming environment.


The following are the points you should confirm before making a request and before the actual event:


  • Determine the appropriate number of interpreters for the theme and flow of the session.

  • Determine the appropriate equipment and audio delivery method for the event format.

  • Share materials for interpreters as soon as possible.

  • We will confirm the schedule for the day during the meeting and rehearsal.

  • We will establish a system that allows for the integrated management of interpretation, sound, and streaming.


Let's take a closer look at each point.


We at LIFE.14 Co., Ltd. provide comprehensive technical support for events, including sound, video, streaming, photography, and simultaneous interpretation equipment for symposiums.


I have also been involved in events related to various embassies in Japan, such as the Swiss Embassy, the Swedish Embassy, and the Danish Embassy, as well as international organizations.


We have a filming team that can communicate in Japanese, English, and French, and we can handle international events and broadcasts that incorporate simultaneous interpretation.


If you would like to consult with us about all aspects of symposium management, including sound, video, streaming, and filming, please contact LIFE.14.




Determine the appropriate number of interpreters for the theme and flow of the session.

In symposiums, the specialized terminology and expressions used vary depending on the theme, such as medicine, IT, economics, environment, and academia.


Therefore, when choosing an interpreter, it is important to check not only their languages of expertise, but also their understanding of the field they will be working in, as well as their experience interpreting for lectures, panel discussions, and Q&A sessions.


When making a request, sharing not only information such as "I need an English interpreter," but also the following conditions will make it easier to determine a suitable interpreter and the number of interpreters needed.


  • Symposium theme and purpose

  • The speakers' areas of expertise and positions

  • Format of lectures, discussions, and Q&A sessions

  • The language spoken and the language to be interpreted

  • One-way or two-way interpretation?

  • Presence or absence of online presenters

  • Whether or not recordings, videos, and archives are made public.


Simultaneous interpretation requires a high level of concentration, so for long programs, it is common to have multiple interpreters taking turns.


The required number of participants will vary depending on the duration of the event, the language used, and the content of the sessions, so let's decide after sharing the schedule.


If you are assigning multiple interpreters, it is important to organize the following information in advance.


  • Interpretation directions (language pairings) such as Japanese-English and English-Japanese.

  • Person in charge for each session

  • Timing of substitution

  • Person in charge during the Q&A session

  • Assistance provided by on-call interpreters

  • Standardization of technical terms and proper nouns


On standby, interpreters may assist the person in charge by checking numbers, proper nouns, and relevant sections of documents.


By sharing roles and terminology in advance, you can reduce the risk of variations in expression among interpreters or interruptions in the Q&A session.



Determine the appropriate equipment and audio delivery method for the event format.

The interpretation equipment required for a symposium will vary depending on whether it is held in person, online, or in a hybrid format.


The important thing is not just deciding on the type of equipment, but clarifying "whose audio the interpreter will listen to, and to whom that interpreted audio will be delivered."


Event format

Main preparations

Confirm

In-person event

・Interpretation booth

Transmitter

Receiver

• Earphones

·microphone

• Sound equipment

Connection to venue equipment, installation location, and number of receivers required.

Online event

Language channels

- Interpreter account

• Communication environment

Interpreter's authority, participant's language selection, communication status

Hybrid event

• Audio for the venue

Audio for distribution

- Distribution of interpreted audio

Will the necessary language audio be delivered to both the in-person and online attendees?


In in-person simultaneous interpretation sessions, the microphone audio from speakers and questioners is often sent to the interpreter, and the interpreter's audio is then transmitted to the participants' receivers.


If you are setting up an interpreter booth, make sure it is in a location where the speakers and screens can be easily seen.


For online events, depending on the features of the streaming platform you are using, set the language channels that interpreters will use and the language channels that participants will select.


When playing videos or audio within the materials, it is necessary to check in advance whether the sound will be played to the original audio or the translated audio.


In particular, with hybrid events, the audio from the venue and online events travels through multiple paths, which can easily lead to a more complex setup.


For example, the audio from online speakers needs to be routed to the following destinations:


  • Speakers at the venue

  • Interpreter's headphones

  • Original sound heard by online participants

  • Recorded data

  • Interpreters who can handle other languages as needed


To prevent problems such as "the audio is audible in the venue but not reaching the interpreter," it is important to create a list or diagram showing where the audio of speakers, moderators, audience questioners, and online participants will be sent, and share this information with the interpreters, sound engineers, and streaming staff.



Share materials for interpreters as soon as possible.

The more familiar an interpreter is with the symposium's content beforehand, the easier it will be for them to translate technical terms, proper nouns, numbers, and other relevant information accurately.


Instead of waiting until the presentation materials are complete, share any materials you have ready as soon as possible, such as the event outline, a preliminary schedule, and speaker information.


The main information I'd like to share is as follows:


Information to share

Content to include

Key points when preparing

Event Overview

• Purpose of holding the event

Organizer

・Participant group

・Language used

• Event format

Summarize the background of the symposium.

progress table

Speakers

• Lecture time

• Question and answer session

·break

・Scope of interpretation

The time spent by interpreters changing shifts and waiting times should also be included.

Presentation materials and manuscript

·slide

• Lecture manuscript

・ MC script

• Video content

Share a version that shows the content as early as possible, even before it's finalized.

Glossary

Technical terms

·Company Name

・Product name

・Person name

Place names

Unified Translation

The pronunciation and any notation specified by the organizer will also be included.

Speaker Information

・ Affiliation

·post

・Language used

・How to participate

We will also inform you whether or not you will be speaking online.


Even if your materials aren't complete, please share any past presentation materials, summaries, or draft slides you may have.


Furthermore, when replacing documents, it is important to manage them carefully to prevent them from getting mixed up with older versions.


Adding the update date and version number to filenames and standardizing the storage location of the latest version will make it easier to find.


For last-minute changes, be sure to inform the interpreter of the replaced sections as well.


If recording or archiving the event is planned, it's important to share at the time of the request whether or not you plan to record and publish the interpreted audio.



We will confirm the schedule for the day during the meeting and rehearsal.

Even if you share materials, it doesn't necessarily mean that everything, such as the flow of the event, the audio, and the actions of each person in charge, will be conveyed.


Therefore, before the event, the organizers, interpreter, MC, sound engineer, and streaming staff should hold a meeting to confirm the schedule for the day.


The things you need to check are as follows:


  • The scope of interpretation for the opening remarks, lectures, discussions, and Q&A sessions.

  • Timing of changes in personnel responsible for Japanese-English/English-Japanese and other languages.

  • How to receive questions from the venue, online, or via chat.

  • Person in charge of relaying questions to the interpreter

  • Microphones used by speakers, moderators, and questioners.

  • Original audio and translated audio language channels

  • How to connect as an online presenter

  • How to contact you and who will make the decision if there are any changes to the schedule


In particular, with consecutive interpreting, time is needed for the interpreter after the speaker has finished speaking.


Instead of creating a schedule based solely on the usual lecture time, be sure to include interpretation time in your schedule.


Sharing guidelines with the speakers, such as "breaking up their remarks into relatively short segments" and "waiting for the interpretation to finish before starting the next remark," will help ensure a smoother presentation.


Attention should also be paid to the Q&A session. Even if the questioner's voice is audible in the venue, it may not reach the interpreter or online participants if a microphone is not being used.


Make sure to share the rules with the moderator and staff, such as "Always use a microphone when asking questions."


Also, during rehearsals, try to use the same equipment, microphones, accounts, and streaming environment as possible for the actual performance.


For example, it's reassuring to actually try out the following steps.


  • Translate the remarks of the speakers at the venue.

  • Switch to online presenters

  • Play slides and videos

  • The interpreter will be replaced.

  • Questions from the audience

  • I receive questions online.

  • Record the original audio and the translated audio.

  • Check how to contact us in case of trouble.


It's important not to just check the settings screen and be done with it, but to also check the environment in which general participants will actually hear the system.



We will establish a system that allows for the integrated management of interpretation, sound, and streaming.

For symposium interpretation, it's crucial to manage the interpreter, interpretation equipment, venue sound system, and online streaming as a single system, rather than considering them separately.


Multiple pieces of equipment and personnel are involved in getting the speaker's voice to the interpreter, and then to the interpreted audio reaching the venue and online participants.


If you've hired different companies for interpretation, sound, and streaming, the event organizer will need to act as a liaison between them and communicate any changes to the schedule or audio routing.


Insufficient information sharing can lead to the following problems:


  • The speaker's voice did not reach the interpreter.

  • The original audio and the translated audio are heard overlapping.

  • It can be heard at the venue, but not online.

  • The interpreter's audio is not included in the recording.

  • Only the audio of the Q&A session is not reaching the interpreter.

  • The audio does not switch correctly when the interpreter changes.


By consolidating the point of contact from preparation to the actual event, the following advantages can be gained:


  • Making it easier to share meeting content with relevant parties.

  • It becomes easier to identify the cause of audio problems.

  • This makes it easier to accommodate changes in the order of speakers or the program's progress.

  • This reduces the burden on the person in charge of coordinating with multiple companies.

  • This makes it easier to organize the roles of interpreter, sound engineer, and broadcaster.


When choosing a service provider, be sure to check not only whether they can arrange an interpreter, but also the extent of their support, including technical aspects such as sound and streaming.


Specifically, it's reassuring to confirm the following scope of coverage.


  • Can you arrange a site visit?

  • Can the audio flow be designed in advance?

  • Can you arrange an interpreter booth and receiver?

  • Can I set up an online language channel?

  • Can we conduct a rehearsal with an interpreter present?

  • Can the sound and streaming staff handle the situation during the actual broadcast?

  • Is it possible to record the original audio and the translated audio separately?

  • Are there backup equipment and communication systems in place in case of trouble?


Let's clarify the event requirements early on and set up a system to confirm interpretation and technical aspects together.



Examples of LIFE.14's involvement in symposium interpretation.


When incorporating interpretation into a symposium, it's necessary not only to arrange for interpreters but also to design how the interpreted audio will be delivered to both in-person and online participants.


The main projects that LIFE.14 has been involved in are as follows:


  • Swiss-Japan Economic Forum

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


All of these examples involved a hybrid format combining in-person and online elements, requiring the integration of video, streaming, audio, and simultaneous interpretation.


Below, we will provide a detailed explanation of each event and LIFE.14's responsibilities.



Swiss-Japan Economic Forum


The "Switzerland-Japan Economic Forum" was an international forum held with a combination of in-person and online participation. LIFE.14 was responsible for on-site photography and online streaming.


On the day of the event, guest speakers from overseas took the stage online and participated in a panel discussion with the speakers present at the venue.


The system is designed so that online speakers' videos are displayed on monitors in the venue, allowing in-person attendees to follow the discussion while seeing who is speaking.


We also now offer streaming with simultaneous interpretation in Japanese and English.


If the format is hybrid and online speakers' speeches are also to be interpreted, the audio from the online speakers must also be transmitted to the interpreters.


Furthermore, it is essential to ensure that the interpreted audio is delivered accurately to both in-person and online participants.


Therefore, it is important to design not only the video distribution system, but also the pathways for delivering the speakers' audio to the interpreters and the interpreted audio to the participants.


This case study exemplifies the successful operation of an international forum with online speakers from overseas, where video, streaming, and simultaneous interpretation were integrated.




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 international event held both in person and online.


LIFE.14 was primarily responsible for the following tasks:


  • Photography at the venue

  • Setup of equipment for hybrid streaming

  • Distribution Operation

  • Construction of an audio line including simultaneous Japanese-English interpretation

  • Switching between presentation video and documentary video.

  • Creating recording data for distribution

  • Production of a highlight video after the event.


In hybrid events with simultaneous interpretation, it is necessary to separate the speaker's original audio from the interpreted audio and deliver each appropriately to both in-person and online participants.


Furthermore, if you plan to record audio, you must decide in advance which audio files you want to include in the video data.


If you consider interpretation, sound, streaming, and video switching separately, information sharing among the people in charge tends to become complicated.


In this case, by consolidating multiple technical tasks, we established a system that allowed us to simultaneously conduct preliminary progress checks and design the audio system.


When organizing an international symposium, it's crucial to prepare not only for arranging interpreters, but also for ensuring that the interpreted audio is delivered to the venue, online, and recorded audience.




When choosing a venue for your symposium, select one that can handle not only interpreting but also sound and streaming!


To ensure smooth interpretation at a symposium, it's crucial to prepare not only the interpreters themselves, but also the audio equipment and streaming environment.


No matter how experienced the interpreter is, if the speaker's voice is not clearly heard by the interpreter, or if the interpreted audio is not sent correctly to the participants, it will be difficult to conduct the interpretation smoothly.


Therefore, when choosing a service provider, be sure to check not only whether they can arrange an interpreter, but also whether they can handle everything from interpretation equipment, venue sound and video, to online streaming.


At LIFE.14, we will confirm the purpose of the symposium, venue, number of participants, language used, and whether or not online streaming and recording will be available, and then propose a technical system that includes venue sound, video, streaming, and audio design related to simultaneous interpretation.


If you have any concerns regarding interpretation or equipment for your symposium, please consult LIFE.14, starting with organizing the format of the event and the necessary equipment. ＃international event tokyo



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