By Maura Keller

Today’s meeting attendees are diverse, representing an array of cultures, languages, traditions and communication abilities. While some attendees may not understand the language being spoken at the event, others may have hearing impairments that prohibit them from fully understanding the spoken word. That’s where interpreters come in.

Of course, the point of a meeting or an event is to connect people, so if participants can’t communicate or logistically participate, that can be problematic. Mireya Pérez is the creator of Brand the Interpreter, where she uses storytelling and strategy to amplify the voices behind language access. She leads translation and interpreting services in the education sector, specializing in language-access operations, interpreter training and systems design.

“Communication and meaning go hand in hand,” she says. “When meeting planners work with reliable translators or qualified interpreters, they are not just paying for communication in another language, they are investing in ensuring a true connection between the message and the audience. Skilled interpreters make it their mission to carry over the same meaning, tone and intent for speakers of other languages.”

Having an interpreter on site can be vital as they rely on a variety of verbal and nonverbal cues to convey the speaker’s meaning and intent. If the speaker and audience are in person, the interpreter should be as well. This allows the interpreter to read the room, observe the speaker’s movements and note the audience’s responses (or lack thereof ) in order to adjust accordingly.

For meeting and event planners who are looking to hire reliable interpreters, the American Translators Association offers a free downloadable guide that walks you through the process of selecting interpreters and highlights factors, such as education, specialization, professional experience and modes of interpreting.

“Planners should also verify professional credentials or memberships when possible,” suggests Pérez. “Selecting the right translator or interpreter for an event is just as important as choosing the right speaker for an audience.”

THE ROLE OF THE INTERPRETER

If you want to achieve equitable involvement by all attendees at a meeting or event that includes deaf or hard-of-hearing participants, the use of qualified interpreters is critical. According to Hannah Willoughby, business development specialist at Deaf Services Unlimited, it’s important to note that American Sign Language (ASL) interpretation is not only “for the deaf user,” but is used equally by the hearing party to both understand and be understood.

“Meeting without means to understanding is just a room full of people,” she says. “Using qualified, reliable interpreters guarantees the integrity of the content being interpreted is preserved, whereas unqualified interpreters have little to no accountability for accurate interpretation. Using qualified interpreters and translators provides the best experience for your meeting users while also limiting the liability of missed information.”

Equally important, says Willoughby, is the fact that certified interpreters undergo rigorous training and testing to achieve and maintain their credentials. They are bound by a professional code of conduct, and violations can result in disciplinary action or even loss of licensure. This system not only protects the deaf or hard-of-hearing attendee, but also ensures all parties have clear expectations of confidentiality, impartiality and accuracy.

“Certification provides an added layer of accountability that upholds the quality and trustworthiness of the communication,” she says.

In light of a nationwide ASL interpreter shortage of 50:1, the greatest tool planners can give themselves is time. Requesting services as early in advance as possible provides the event planning team ample time to find the right match with experience and availability. Additionally, Willoughby recommends vetting your ASL agencies for quality with questions such as: What certifications do you require of your interpreters? How many years of experience do you have in my field? What will communication look like throughout coordinating our request?

“Partnering with a professional, responsive ASL agency ensures you have access to the resources and expertise needed to meet your unique needs,” Willoughby says. “You need an agency that provides qualified interpreters, but also delivers reliable coordination, clear communication, and the flexibility to adapt to the specific demands of your event or setting.”

IDENTIFYING YOUR ATTENDEES’ SPECIFIC NEEDS

Identifying the exact needs of attendees is imperative to ensure all communication needs are being met.

When a planner is identifying the needs of their audience or participants, it is important to include language as part of the planning process, according to Pérez. How many languages will be represented at the meeting or event? What specific interpreting or translation services are needed? Will anyone be hearing impaired?

“When working with translators, it is also important to gather as much information as possible about the event in order to identify the appropriate level of service,” she says. “Factors to consider include the length of the meeting — which helps determine the number of interpreters needed per language — the complexity of the topic, logistics, the quality of audio, available interpreting equipment and technology, among others, depending on the event.”

Planners should also consider accessibility needs, such as sign language interpreting or captioning services, and, when possible, gather input directly from participants in advance to ensure all communication needs are addressed.

Willoughby suggests collecting user preferences at the point of meeting registration can be very helpful for planning. Be sure to offer a way for users to request accessibility services early to leave yourself time to make requests with your providers. Ensure attendees have the option to request an interpreter or captioner at that time, regardless of if the process takes place over the phone, by email or through a form on your website.

“Providing preparation materials, such as meeting agendas, presentation copies and speech scripts, allow for interpreters to prepare in advance and make for smoother services throughout the meeting or event,” says Willoughby. “Providing these to your coordinator in advance will support a smooth experience for all involved.

“Deaf Services Unlimited is dedicated to finding the right solutions for unique needs,” she continues. “Our experienced interpreters will work with your planners directly to cover every aspect of your event, including a test session whenever preferred. This level of detail helps to facilitate confident communication access.”

Ultimately, the preference of the end user, whether deaf, hard-of-hearing or a nonnative English speaker, is the most important thing.

“On-site interpreting is commonly preferred, as it removes technological barriers and limitations video remote interpreting (VRI) might provide,” Willoughby explains. “This live, in-person interpreting has access to the full contextual scape of the environment and conversational nuances, often allowing for greater levels of exchange.”

On-site interpreting is especially critical at large events where reliable technology cannot be guaranteed. In these contexts, having an interpreter physically present minimizes the risk of miscommunication and ensures full communication access.

“That said, VRI does have advantages when speed, flexibility and/or geography are factors,” Willoughby counters. “VRI can be especially ideal for last-minute requests, for rural areas with limited interpreter availability or for short meetings where bringing an interpreter on site is impractical. Used alongside on-site interpreting, it can provide a flexible option that helps ensure access can remain uninterrupted.”

TECHNOLOGY SOLUTIONS

The last few decades have brought incredible technological advances across many sectors, interpreting and translation included. Nowadays, planners have the option of using major technologies to capture real-time interpreting or translating.

“What once was almost entirely headsets has expanded to include VRI, integrated platforms with built- in language channels, real-time captioning and even AI-assisted tools,” Pérez acknowledges.

“This means there are more options available to provide services; however, having many options does not necessarily mean every option is the right fit. Planners should carefully consider a variety of factors when incorporating technology for providing interpreting services into their meetings or events,” she says.

Determining the level of technology that should be used in addition to having an in-person translator should be evaluated on an independent, case by case basis. Pérez says certain factors, such as participants’ familiarity with technology, the ease of use for the audience, connectivity, backup plans, accessibility needs and the ability to switch between modes all need to be considered before incorporating any technology.

“While having an in-person interpreter may be beneficial, there is no one-size-fits-all answer,” she says. “Ultimately, the decision depends on the event, the participants, the technology in question and the interpreter’s comfort with that technology, among several other things.”

VRI offers the flexibility to communicate wherever internet access is available. By widening the pool of interpreters for every virtual request, it’s providing some relief during the national interpreting 56 shortage. According to Willoughby, since the COVID-19 pandemic, VRI has progressed significantly and become far more widely accepted, with organizations and individuals recognizing its reliability and convenience. Today, it is as simple as dialing your agency up for connection over the video conferencing tool of your choice, such as Zoom, WebEx, Teams, etc.

“While technology continues to advance and AI-based interpreting options are beginning to be developed, it is critical to remember that these solutions are not Americans with Disabilities Act compliant at this time,” she warns. “Certified human interpreters remain the only way to ensure accurate, accessible and legally compliant communication access.”

And while on-site interpreters are often the preferred option, it is also important to be prepared when things do not go as planned. “Technology provides a vital safety net. At Deaf Services Unlimited, we recommend every customer have VRI as a backup option for last-minute or unexpected needs,” Willoughby says.

“If a situation arises where an on-site interpreter is unavailable or delayed, or additional coverage is suddenly required, VRI ensures there is never a lapse in communication access. By contacting Deaf Services Unlimited, you can be connected with a certified interpreter within minutes, giving planners the confidence that access will always be maintained.”

MISTAKES TO AVOID

Pérez says some common mistakes planners make when considering interpreting or translation services include not taking into account the language demographics of the community they are serving, assuming that requesting an interpreter is enough without providing context or even materials in advance, and not understanding how to work effectively with translators to ensure audiences who speak other languages receive the same quality experience as those who share the speaker’s language.

“Planners can avoid these common mistakes by integrating language services into their planning, securing interpreters and translators early, providing them with the necessary information to prepare and considering what support is needed to ensure a truly exceptional experience for their multilingual [or hearing-impaired] audience,” Pérez says.

“Planning for multilingual events is ultimately a collaborative effort,” she continues. “Rather than treating language access as just checking off a task, planners should view it as an ongoing process and work closely with language service providers to ensure the right services are offered and delivered effectively.”

In Deaf Services Unlimited’s experience of communication access, some common mistakes similarly include not providing enough advance notice to secure the right interpreter for your needs and schedule. Advance notice allows your coordination team to match the interpreter’s skills and background to the specific environment, ensuring the best fit for everyone involved. “When advance notice is impossible, being flexible and prepared to use options such as VRI can help prevent gaps in coverage,” Willoughby suggests.

Another common oversight is forgetting to consider the environment and preparation information. The quality and setup of the meeting or event can play a huge role in the success of communication access services. As Willoughby explains, interpreters should be at the front of the room, adjacent to the presenter or speaker when relevant, and well-lit for proper view by all deaf or hard-of-hearing participants. Additionally, ensure all viewers have a clear line of site to the interpreter and the interpreter has a clear line of site to all participants for context and voicing responses when necessary.

“When using VRI, one must consider additional environmental factors like the reach of microphones and speakers in use, and the display of the interpreter for one or multiple users,” Willoughby says. Finally, preparation information, such as meeting materials and day-of arrival details (like security check-in or parking information), are vital for smooth services.

“Interpreting services can often feel complicated,” Willoughby says. “We believe agencies should be more than just providers, but partners in your communication goals.”

5 Steps to Take When Hiring an Interpreter or Translator

  1. Identify your event’s needs. Evaluate the type of event, whether it’s on site, hybrid or virtual, the number of attendees, the number of languages required and the subject matter.
  2. Reach out to language service providers and interpreters to identify the best solutions for your event’s needs.
  3. Ensure the qualifications of the interpreter or translator. Make sure they are certified and have the level of experience needed to effectively meet the needs of the attendees at your specific event.
  4. Provide detailed information. Make sure to provide the agency and interpreter or translator with all the information they may need to prepare for the event.
  5. Identify required equipment and logistics. Make sure all of the necessary equipment, including headsets, microphones, etc., are identified and be sure to test the technology in advance of the event.