Installations and equipment for conferences and simultaneous interpretation systems

Simultaneous interpretation equipment: rental, support and recommendations

Since 2008, SMG Languages has been designing audiovisual installations for events and specializes in supplying simultaneous interpretation equipment, also known as ‘conference systems.’

What are simultaneous and conference interpretation services?

Simultaneous interpretation consists of real-time spoken translation without interrupting the speaker. This special technique requires interpreters to listen to, understand, translate, and reproduce what is said simultaneously. Interpreters work inside special soundproof booths and listen through headsets so that they can hear the speaker clearly and without distraction.

Today, simultaneous interpreters’ output is transmitted to audiences in the room or connected remotely using modern interpretation systems and dedicated audiovisual installations. In Italy and abroad, SMG Languages offers its clients preliminary technical advice, state-of-the-art equipment, and the support of experienced technicians and interpreters.

Description of a traditional simultaneous interpretation system

Simultaneous interpretation systems can be analog (lower performance) or digital infrared, which offers superior audio quality without headset interference. The interpretation system includes the following components:

Soundproof booth

Interpreters can concentrate better when working in a booth, and their voices do not disturb the audience. Soundproof booths are fitted with a front glass window, a ventilation system, a desk and seats for the interpreters. One booth is required for each target language. We recommend positioning the booths so that the interpreters can see the speaker and the projection screen. If this is not possible, it is best to install a monitor.

For situations with specific requirements relating to ergonomics, quality and safety, please refer to the guidelines in ISO 2603.

Consoles

These are the main interpretation units and are positioned in front of each interpreter. The interpreter listens to the speaker through dedicated headphones and delivers the interpretation into the microphone connected to the transmitter. Each guest is provided with a receiver and headphones through which they hear the interpretation in real time.

Transmitters

The infrared transmitters send the interpreted audio signal from the control room to the receivers distributed to the audience. They are positioned every 10–15 meters, preferably on both sides of the room.

Receivers

The infrared receivers, fitted with headphones, are distributed to audience members who require the interpretation. One receiver must be provided for each guest who needs to hear the interpretation. We recommend setting up a table for distributing the receivers and storing the technical cases used to hold and charge replacement receivers. You can arrange for reception personnel at the conference venue to distribute and collect the receivers at the start and end of the event.

Microphones

Fixed microphones are provided for speakers, while wireless handheld microphones are used for questions from the audience. The audio signal must always reach the interpreters’ receivers so that they can hear both the speakers and questions from the audience.

Control room

The technician monitors the correct transmission of the interpreted audio signal through the control unit installed in the control room.

Technician provided by SMG

We recommend using the support of one of our expert technicians or, for large events, one of our technical teams. Our support ensures that experienced technicians are available to perform the following tasks:

Before the event:

• Technical inspections to check the suitability of the venue, identify any systems or structures that could interfere with the smooth running of the simultaneous interpretation service and determine the necessary solutions. If a physical inspection is not possible, SMG’s technician will ask to be put in contact with the local technician at the venue.
• Installation, setup and testing of the simultaneous interpretation system before the event: the time for installing and connecting the conference systems at the venue must be agreed with SMG. We strongly recommend doing this well in advance so that there is sufficient time to test the systems and resolve any technical issues. Many venues have infrastructure that may be technically unsuitable, so it is important to check it in advance.

During the event:

• Monitoring the correct operation of the systems during the event and responding to glitches or other issues: interpretation systems require adequate technical supervision to ensure a successful service. Our technicians will be on hand to resolve problems and manage the system controls, for example by adjusting the volume of the interpreted audio and all audiovisual functions.
• Assisting clients with the distribution and collection of receivers (where agreed): distributing the receivers and headsets to the audience and collecting them at the end of the conference takes time. This is not the interpreter’s role, as the interpreter needs to concentrate on delivering the interpretation service. As the client is liable for any receivers that are damaged or not returned, we recommend assigning a member of your personnel to this task. For less demanding events, the SMG technician may perform this task, but this must be expressly agreed when the service is ordered. Upon request, SMG can also provide a hostess or steward to distribute and collect the receivers.

Relay system

The simultaneous interpretation system must have a relay function in the following cases:

• If the client requests simultaneous interpretation between languages that do not include the official language of the country where the conference is being held (e.g. Russian to Chinese in Italy). In this case, suitable interpreters may be difficult to source in the host country, while bringing them in from abroad would be extremely costly. The ideal solution is a relay system, which uses an intermediate or ‘bridge’ language. For example, if Italian is used as the relay language, one interpreter interprets from Russian into Italian and a second from Italian into Chinese.

• This system is also used when interpreters in one booth need to listen to the interpretation provided by interpreters in another booth. For example, the English booth may listen to the interpretation of a question asked in French and provided by the French booth.

Guided tours and bidules

The advantages of lightweight radio systems

As an alternative to traditional simultaneous interpretation systems, lightweight radio systems (also called tour guide systems, Infoports or bidules) are available and are less expensive than digital infrared systems. These portable interpretation devices can be carried by the interpreter while moving around, for example during guided museum tours. They can also be used inside a soundproof booth with a lavalier microphone instead of a console, together with suitable headphones for listening to the speakers and questions from the audience.

Drawbacks

• Limited signal range: generally, listeners must be no more than 30–40 meters from the interpreter. The signal must not be blocked by physical obstacles, such as a wall between the interpreter and the listeners, or by other transmissions on the same radio frequency. For this reason, the client must set any wireless microphones to unused channels.
• Limited channel capacity per transmitter: lightweight systems for simultaneous interpretation may offer up to 16 channels. However, each transmitter can carry the interpretation in only one language at a time. Multiple transmitters used by multiple interpreters can therefore provide interpretation into different languages. This solution must be assessed carefully in each case, as it can generate interference.

Precautions

As with the traditional simultaneous interpretation systems described above, lightweight tour guide systems require the same precautions:

• The client must assign a member of personnel to distribute and collect the receivers. Alternatively, the client can agree with SMG to use the technician or interpreter (where feasible), or a hostess provided by SMG upon request.
• For a fee, the client can request a technician to provide support with the tour guide system and handle any technical issues affecting the audience. This is recommended for important and formal events, where it is essential that everything runs smoothly and any issues are resolved promptly.