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Information for PCO (Professional Conference Organisers)
When organising a conference where interpretation services will be required, bear in mind that recruiting professional interpreters will make a crucial contribution to its success.
Why not get in touch with an AIIC consultant interpreter, who will advise you and draw up an estimate tailored to your client’s requirements? All that is needed is the following information:
  • Subject and programme of the conference .
  • Place, date and schedule .
  • Languages to be spoken by speakers and participants .
  • Mode of interpretation required: simultaneous or consecutive .
  • Number of conference rooms with interpreting .
  • Technical and sound systems .
Documents
In order to provide a service of the highest quality, interpreters need to prepare for the meeting beforehand. Therefore, please make sure that the following documentation reaches the interpreters in good time:

  • The conference agenda and/or programme.
  • Minutes of previous meetings, reference material, relevant articles, abstracts, etc.
  • A list of speakers, indicating their country of origin and language .
  • Texts of any presentations to be read during the conference .
  • Any texts sent to the organisers by speakers .
  • If audiovisual aids (slides, videos, etc.) are to be used, a copy of the scripts .
  • Any documentation to be sent to conference participants .
If the meeting is of a highly technical nature, it may be advisable for the contract to provide for an information and terminology briefing session for the interpreters in advance of the conference.
Technical equipment
The AIIC consultant interpreter will be glad to provide advice on technical aspects of interpretation, such as:
  • Number of receivers for speakers and delegates.
  • Number of booths and channels (as a rule, one per language).
  • Sound system, fixed and roving microphones, etc.
  • Siting of booths and projection screens.
The AIIC consultant interpreter will liaise between the PCO and the team of interpreters. It is helpful if the PCO , similarly, designates someone to interface with the consultant interpreter. Information provided by the interpreters of ESPaiic - Spanish Region of AIIC (International Association of Conference Interpreters) Copyright ESPaiic, 2001.

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