Necessity, as they say, is the mother of invention. The last few years have certainly made it necessary to develop creative ways to conduct business.
Before the global pandemic, most businesses ran face-to-face meetings and in-person events. During the pandemic, however, social distancing made a switch to virtual events vital. As we emerge from this challenging period, new, innovative meeting options are on the rise:
Hybrid events allow participants to join an in-person conference virtually from every corner of the globe. As the world grows closer, thanks to Zoom and similar applications, mixed on-site and virtual conferences are ideal for businesses, regardless of the market. With this meeting format, international audiences or partners from your worldwide network are but a click away.
There are many benefits to a hybrid meeting. For one, it is convenient and can help prevent wasting resources on avoidable travel. After all, employees from satellite offices may not need to drive or fly in for meetings if they can attend virtually. Another benefit is saving on hotel costs for otherwise out-of-town participants or those from abroad.
Although technology can bridge the gap between cities, countries, and continents, there is another challenge that keeps people from coming together and sharing a mutual understanding: language.
That is where Hybrid Interpretation Services come in. This service brings together the traditional, tried-and-tested on-site simultaneous and consecutive interpreting method with remote interpreting (RSI) in a hybrid setting. It combines the benefits of in-person conversations with the convenience of webinars.
If you are looking for original solutions to bringing your multilingual company and multicultural customs together in one meeting, then CCA’s hybrid interpretation services are for you.
But how does it work?
As with most things nowadays, “there’s an app for that”. During a hybrid meeting, on-site participants can listen to interpreters using headphones, while participants accessing the meeting remotely can use an app on their device to do the same. Each partner will receive the same interpretation at the same time, whether physically present at the meeting venue or participating from home or the office.
Hybrid interpretation can be adapted to large conferences with hundreds of participants, intimate business dinners, or any other event where live interpretation is essential. On-site simultaneous interpretation and remote simultaneous interpretation software platforms deliver a sophisticated solution in all settings.
What are the requirements to make such an event work? Will I still be in charge of my meeting?
Yes, management and moderation of the session remains firmly in the hands of the client. CCA’s interpreters will ensure what you have to say is interpreted accurately and promptly, but the rest is up to you, with the help of our technicians if necessary.
Once you have made the decision to plan a hybrid meeting, it is important to choose a platform that is easy to use and preferably one that has built-in interpretation features. This will help your meeting go much smoother. Zoom is ideal for this. Making yourself familiar with the technology is advisable, as is sending instructions to your attendees. Remember to ask CCA for written translation of all your cross-cultural project content, especially the instructions for everyone to join and take part in the meetings. We can also translate your video captions and subtitles in all the languages you may need.
A technical rehearsal is always recommended when it comes to on-site tech and interpretation equipment, especially when hosting a large meeting. There’s nothing worse than a technical snafu when you have a captive audience waiting to hear your speech. Always include your speakers and interpreters when rehearsing, and make sure the Interpretation feature is selected and activated on the Zoom session settings.
Communication is key
In addition to making sure every Zoom user knows how to log in for your hybrid meeting, it’s essential to communicate with your chosen interpreters ahead of time. Sharing the meeting materials allows them to ask questions and ensure they understand the resources, your brand, message, and terminology. Passing along any planned presentations and speeches to the interpreters is key for them to study and prepare properly. Professional conference interpreters can adapt on the spot, but having all the information and knowing what to expect will make all the difference.
What kind of equipment and tools do I need?
To ensure the interpreters can deliver their best work and provide your participants with top-notch results, high-quality on-site equipment is recommended. Optimally, your cameras should track all speakers. This will help interpreters working remotely via Zoom pick up visual cues such as the facial expressions or gestures of on-site or remote presenters. If you’re planning a Q&A session at the end, having a camera capable of tracking the participants as well could provide an even more interactive experience for your virtual attendees.
For audio clarity, high-quality microphones are recommended. Video and audio should be fed directly into the Zoom platform for best results.
CCA’s requirements also include soundproof booths for each on-site interpreter team, adequate space at the venue for the on-site interpretation audio technician(s), a wired and stable high-speed internet connection, and electrical outlets near the equipment setup location.
If you have a large number of attendees that are going to use headsets, a headphone manager may be included in the interpretation equipment package, together with a dedicated headphone station for headphone distribution and collection in the room.
Once you decide whether hybrid meetings are the way to go, a CCA representative will be able to assist you with your multilingual needs. CCA has long been considered the platinum standard in the language services industry. One of the reasons we have reached and maintained this status is that we – like our clients – adapt to changing circumstances.
As such, we can assist our clients in person, virtually, and during hybrid meetings, ensuring nothing is lost in translation. With our expertise and support, communicating with your diverse audiences, your multinational team, or clients has never been easier. With hybrid technology and our skilled interpreters, your conference attendees will feel as though they are right there with you, even if they are thousands of miles away.
Contact us today at +1 (877) 708-0005
to discuss your options and get a free quote!