Organize events with interpreters sounds difficult? Ladies and gentlemen, we are here today to leave you with a simple guideline on organizing an international event: from the preliminary phase to the intermediate phase to the executive phase.
If it is part of your company's plans to hold events with interpreters and you are not sure how to juggle them, this article offers to point out what should be the aspects and tasks to which you should turn your attention most.
Planning an event means identifying in a preventive and thoughtful way the tools and elements that can allow it to be successful.
This includes some of the basic steps, such as preparing an action plan and draft program, arranging guest registration and invitations, setting an initial goal and budget, choosing the location, and selecting a range of additional services, such as catering or interpreter services.
It is clear that if the event involves the participation of people of different nationalities and who therefore speak different languages, what concerns more than anything else is to ensure smooth and seamless communication for everyone. Organizing events with interpreters in attendance then may require even more attention to detail.
The preliminary phase anticipates precisely the analysis of the whole scenario, that is, the subject (the role of the broadcaster-in this case you or your company), the object of the event (the theme you intend to present) and the audience. This is followed by the development of a budget, a company budget with which you intend to meet the costs of the entire organization and management of the event. The budget is often crucial in planning an event-every detail, every single factor can affect the initial budget.
Next we deal with the identification of the location. It should be remembered that the location must respect the needs of the subject and the audience as well as the object. Depending on the nature of the event itself, the location should have more or fewer features, as long as it remains in line with the initial project and its brand identity. Given the international scope of the event, a good location should be easily accessible (including and especially by public transportation), equipped and provided with the necessary space to accommodate the designated number of guests and technical equipment for interpretation.
After making a thorough inspection of the location, checking its equipment and sound system, then you can be sure that, thanks to the equipment rental by professional simultaneous translation, booths and interpreter headsets, you will be able to convey the message to all participants present in loco.
Under the organizational aspects of the first phase also fall the travel and advance hotel reservations for the stay of the interpreters called to report for the event, transportation and rental of technical equipment.
The second phase involves the preparation of invitations, business cards, printed and digital materials to support the event. The intermediate phase also deals with the processing of emails and the definition of a graphic line to be followed for the entire project. Only the preliminary and intermediate phases can initiate the executive phase in which the technical and logistical aspects prior to the implementation of the event itself are finally handled.
An international event owes its success to the care, thoughtfulness and precision with which the above steps are followed. Every step and element is critical to the success of a good event. We are well aware of how quibbling and time-consuming the preparation of an event can be.
For this there is International Congresses. We are a company that specializes in simultaneous translation services and rental of interpreting audio systems. We have been in the business for over twenty years, and we have always strived to support our customers by meeting their needs and exceeding their expectations.
What we offer is an all-around type of consulting and service, from the conception to the final stage of the event. In addition to organizing the entire event and renting simultaneous translation equipment, Congressi Internazionali offers the option of choosing the interpreters who can best meet your requirements. Depending on the number of language combinations planned and the number of guests, we will be glad to help you find the most suitable solution for your event!
Well then, ladies and gentlemen, let the curtain rise.
International Congresses Press Office
