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Planning tips
(Tips for speakers are found on another page)
Determine the need for an interpreter
Actually, you have already been through this stage, or else you would not be reading this page. You already know you need an interpreter, and should now take the next steps in the process of planning and preparing the event.
Determine which kind of interpreter you need
The time has come to determine whether you need a simultaneous or a consecutive interpreter. You can find an explanation of the differences between the different kinds of interpreters on another page of this site.
Seating arrangement and equipment
The same considerations that lead to a certain choice of interpreter, determine the seating arrangement for the event and the choice of equipment.
 Example 1: a group discussion. If you are going to let a simultaneous interpreter translate the proceedings during a group discussion, you will normally need more than one room - one for the discussion, and one for at least the interpreter, possibly accompanied by foreign language listeners and/or recording equipment, with a video / sound connection with the discussion room. Always supply the interpreter with a set of headphones or earphones in order for him to be able to completely concentrate on the source language without having him crowding out the sound of the discussion with his own spoken translation. Also realise that if there are going to be listeners in the room with the interpreter who are native speakers of the source language, it is better to supply them with headphones or earphones as well.
Example 2: a lecture with a mixed language audience. Suppose you are organising a lecture at which Dutch speaking and English speaking people are going to be present. The speaker is going to be talking in Dutch. You are expecting the majority of the listeners to be Dutch, and a minority to be English speaking. In this case it is best to give the interpreter a quiet spot, a microphone and transmission equipment, and to supply the English speaking visitors with headphones for receipt of the translation.
Example 3: a lecture with a single language audience and a foreign language speaker. In this case the audience might be Dutch, for instance, and the speaker English. If there is enough time to use a consecutive interpreter, you can consider simply using two separate microphones on the stand - one for the speaker, and one for the interpreter, and to let them speak in turn. If you do not have that much time available (remember: consecutive interpreting multiplies the time needed for any talk by two), you simply use a simultaneous interpreter, put him in a booth with all the necessary equipment (a microphone and transmission equipment) and supply everyone present with headphones.
Example 4: a meeting with only a few foreign language visitors or participants. In this case you may want to use a simultaneous interpreter and let him whisper his translation. If the foreign language visitor will only be listening and not speaking, a whispering simultaneous interpreter will suffice. In that case you will see to it that the interpreter is seated next to, or behind, the foreign language visitor. Keep some space open around them, for the translation could distract people who are sitting nearby. Is the foreign language person going to participate by also saying something in the meeting, the interpreter should also be prepared and able to do some consecutive interpreting. If there only going to be one or two foreign language visitors, a whispered simultaneous translation will suffice. If there are going to be more than two, it is better to rent whispering equipment (sometimes called a tour guide set): a microphone with built-in transmitter, and some sets of headphones. In the latter case it is best to give the interpreter a quiet spot, away from the audience.
Prepare the speaker
If the speaker requires interpreting, then discuss the tips for speakers with him. See to it that the speaker supplies as much information as possible about what he is going to say and/or show. Most importantly, see to it that he is conscious of the fact that he is going to be interpreted, and that he takes this into account when preparing himself and when speaking.
Inform the interpreter
Forward all information you receive from the speakers immediately to the interpreter (if you are hiring one direct) or to the interpreters agency. In the latter case, urge the agency to forward the information without delay to the interpreter. If there is a speaker who does not give much information, or none at all, it is best to do some research on the subject and get some information yourself: you could, for instance, supply brochures or other documents on the speaker's subject, make a list of specialised terminology he is expected to use, and if possible supply an explanation of those terms - be creative. Whatever happens, be as extensive and clear as possible with regards to the information about the speaker's subject.
On the day of the event
Check and doublecheck whether the abovementioned steps require any further action. Check whether there are any last-minute changes. Check whether all the necessary equipment is present and has been tested. Have the phone number of the interpreter or the agency handy. Phone immediately if the interpreter or the equipment is not present at the agreed time. When the interpreter arrives, immediately show him everything he needs and inform him of any last-minute changes. If the interpreter is not going to be in a booth, but is going to be working close to the speaker(s), introduce them. Make sure that not only the speaker, but also the interpreter has sufficient drinking water. (Tip: ask him if he wants any ice in his drinking water - some interpreters prefer that, while others prefer the exact opposite, because ice cubes make tinkling sounds in the tumbler and the glass.)
Keep using your common sense
This may sound like a superfluous instruction, but it is necessary to constantly be on the alert and to be conscious of 'the interpreting situation' and the consequences and demands of that situation. Keep that in mind and take action if needed. If you notice, for instance, that the speakers are not always speaking into the microphone, point this out to them immediately. An interpreter who is sitting at some distance from the speakers, is helpless when he does not hear anything. Keep in mind the demands and needs of the interpreting situation and use your common sense to solve any problems that may arise.
Good luck!
As far as the preparations are concerned, all that remains for us to do, is to wish you good luck. In any case, with the information from this site you be as prepared as anyone can expect you to be. Before you surf on, you may want to check the buttons on the left to see whether there is any subject left you need to study. Good luck!
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Preparation - noun
1: [...]; 4a: a preliminary measure [...].
(Webster's Dictionary.)
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