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Tips for Meeting Organizers

When contacting interpreters
Contact your interpreters at least a few weeks before the actual date of your meeting. Sign a contract directly with the interpreters or their secretariat to provide for a smooth flow of information between the organizer and the interpreters. If this is not possible, please make a point of communicating directly with the interpreters at least a few days before the meeting.
How to recruit an interpretation team
Provide an agenda before signing the contract so that the secretariat can engage the correct number of interpreters with the correct language combination based on the working hours and topic of the conference/meeting. If you require consecutive interpretation, remember that this mode of interpretation requires a set of interpretation skills just as difficult as the simultaneous mode.
How to ensure good quality in interpretation
Make sure you provide the interpreters with speech texts, copies of presentations and background documents before the conference/meeting or, at the latest, before the speakers take the floor. If your topic is very technical, feel free to request a briefing with the interpreters a few days before your conference/meeting.
Technical requirements for interpretation
If the venue has simultaneous interpretation booths and equipment, make sure that the technical equipment available at the conference center, hotel or the venue complies with TS ISO 2603 standards (Turkish and International Standard for built-in booths). If the venue does not have simultaneous interpretation booths and equipment, make sure you hire a simultaneous interpretation equipment rental company whose equipment and booths comply with TS ISO 4043 standards (Turkish and International Standard for mobile booths). To eliminate potential technical compatibility problems, the simultaneous interpretation equipment and the sound system should be provided by the same service provider. Make sure interpretation booths have a direct view of the speakers and the stage.
When you require interpretation in 3 or more languages
A liaison on your part and a chief interpreter who does not work in the booth and coordinates the team of interpreters are strongly recommended, especially for events with many interpreters and/or with multiple interpretation venues. It is a good idea to set aside for an interpreters’ room for announcements, coordination and information exchange, for events with many interpreters and/or with multiple interpretation venues.



Please refer to TKTD working conditions or AIIC professional standards for more information.