Interpreters’ services are crucial at conferences, seminars or meetings, in order to provide good communication between participants from different nationalities. That is why you have recruited a team of professionals, who shall do their utmost to ensure you receive the best service possible. However, in order to provide a high-quality service, your assistance is essential. Therefore, we would like to suggest some guidelines to help them do a better job for you.

1 - Speakers: Please give each speaker a copy of the "Guidelines for Speakers" .

2 - Documentation: Although interpreters, through training and experience, have a wide range of knowledge they cannot be experts in all subjects. Please provide interpreters with the conference papers so they can become familiar with the subject under discussion. Remember that for interpreters to be able to properly convey a message they must, first of all, understand it.
     For interpreters to be able to prepare themselves conveniently they should receive in advance (ideally 15 days before), if possible in all conference languages, the following documents:

a) Programme or Agenda.
b) Background information on the organisers (association, company, etc).
c) Reports or minutes of previous meetings related to the same topic.
d) Magazines or articles on the subject.
e) Texts or abstracts of the speeches to be given.

Moreover, during the conference the interpreters also require:

f) A copy of the written speeches to be read during the sessions. In order to interpret a written text, interpreters must have a copy of the document.
g) Copies of PowerPoint presentations and slides.
h) List of participants
i) Name and short curricula vitae for speakers and members of the panel(s)
j) Name and position of the official entities present
k) A copy of all documents handed out to participants.

3 - Briefing: If the conference is very technical, it is advisable to organise a briefing between the interpreters and the speakers in order to clear any doubts relating to terminology and procedure.

4 - Liaison: For better coordination, organisers should appoint a person in charge of liaising with the interpreters through their team leader.

5 - Technical Equipment: Ensure that the equipment supplier is providing the number of booths and channels required for your meeting, that the equipment is reliable and that there are enough receivers for all participants. Before the meeting opens, ask the team leader and chief technician to check that the equipment is working properly.

6 - Projections: If slides or PowerPoint presentations are to be shown and require interpretation, please ensure that the screen is clearly visible from the booths and that the interpreters have received in advance a script or copy of the texts to be viewed.

If films and videos are to be shown, please remember that these may only be interpreted if the sound is directly connected to the booths, if the script has been previously handed to the interpreters and if the speed of the delivery is at a standard pace.

7 - Interpreters’ Room: If possible, provide an area where the interpreters may rest and study the documents.