Picture this: Your association has organized a large meeting and a number of attendees will not be English speakers. Instead of panicking, plan ahead and allow yourself ample time to find a capable interpretation vendor. Here are some frequently asked questions to consider to help you and your association ensure good communication and a welcoming conference environment for all attendees, no matter what language they speak.

What is the difference between interpretation and translation?  These terms are often used interchangeably, but there is a key difference: interpretation is done with the voice, and translation is done with the pen.  

What is the difference between consecutive and simultaneous interpretation? With consecutive interpretation, the speaker and interpreter take turns—only one speaks at a time. With simultaneous interpretation, however, as soon as the words begin to flow from the speaker, the interpreter begins to interpret them with no pause. Often the simultaneous interpreter works in a small soundproof booth and listens to the speaker through earphones, providing the interpretation through a microphone almost instantly. Attendees then listen to the interpreter through their own headsets.

Is simultaneous interpretation taxing? Extremely. Simultaneous interpretation requires enormous concentration to ensure that a speaker's words, meaning, and nuances are interpreted properly and swiftly for listeners. In fact, a full day of simultaneous interpreting can be physically and mentally exhausting for the interpreter. Because of this, the standard practice is to employ simultaneous interpreters in teams of two, which allows each interpreter to take short rests to ensure mental sharpness.

Jokes, idiomatic phrases, and double entendres generally are difficult, and often impossible, to interpret from one language to another.

How do simultaneous interpreters keep up with the speaker?  One of the most difficult interpreting situations arises when speakers are pressed for time and speak at high velocity. While speakers who are experienced at working with simultaneous interpreters moderate the velocity of their speech and use relatively short sentences, your association should make sure that all your speakers do this to help ensure comprehension.

What if we're using PowerPoint or other written materials at our conference? On the list of things which simultaneous interpreters appreciate, getting a copy of the conference materials in advance is near the top. In particular, for conferences involving complex scientific or financial terms, acronyms and abbreviations, or other non-standard vocabulary, access to the meeting agenda and PowerPoint presentations 24 to 48 hours in advance is invaluable. Simultaneous interpreters who receive conference documents as they are being seated in the booth must figure out the game plan "cold" and track down unfamiliar terms on the fly, which is not an ideal situation.

What about jokes and double entendres? Recently, an English-speaking presenter at a conference where I interpreted simultaneously from English to Spanish made the following statement: "We dropped the ball on that gig, and the front office exiled us to the doghouse for eternity." I hate to be the bearer of bad news, but jokes, idiomatic phrases, and double entendres generally are difficult, and often impossible, to interpret from one language to another. The moral of the story: keep it simple.       

How should I treat my conference interpreters?  Every association has its own customs and practices, but a good supply of bottled water is always appreciated by interpreters, because long interpreting sessions can dry out a throat. Also, when it's time for lunch, consider opening up the buffet line to your interpreters, too. It's a gesture that will not be forgotten. Finally, when the closing credits are rolling at the end of your conference, a kind word for your interpreters is always appreciated. They'll walk on hot coals for you, ever after. (Note: "Walking on hot coals" does not translate well to Spanish.)