INGCO’s Lead Corporate Interpreting Project Manager, Martin, recently had the opportunity to participate in an in-person conference in Barcelona. The event was a significant undertaking, requiring simultaneous interpreting from English to Spanish for approximately 100 participants. This experience highlighted the role of an Onsite Project Manager in ensuring the seamless execution of language services and event logistics. 

In this Q&A-styled blog, Martin shares his firsthand insights into the responsibilities of an Onsite Project Manager, the challenges they help mitigate, and the invaluable benefits they bring to the overall success of such events.

What does a project manager do on-site?

The Onsite Project Manager serves as a vital link connecting the client, interpreters, venue staff, and A/V technicians. The role encompasses comprehensive logistical support throughout the event. Onsite duties entail distributing updated presentation materials and managing logistical adjustments, facilitating interpreting equipment distribution to attendees while providing instructions on usage, supervising equipment load-in, setup, and testing, and collaborating closely with venue contacts to ensure a seamless process from start to finish.

What common things could go wrong that would not be fixed if a project manager was not onsite?

Without an Onsite Project Manager, some of the common issues that might arise during an event that could potentially go unresolved are:

• Equipment malfunctions: The project manager constantly checks for any technical glitches with the interpreting equipment. Without a project manager onsite to coordinate with A/V technicians, these issues could persist, disrupting the event. A/V technicians are likely hired by the venue and may or may not have experience working with interpreting equipment specifically, making it extremely important to have a project manager onsite to coordinate with the interpreting equipment technicians. 
• Logistical Hiccups: Last-minute changes in scheduling, room assignments, or attendee requirements might only be effectively communicated or addressed with the immediate presence of a project manager who manages logistics and communications with necessary parties on site.
• Participant Assistance: Attendees may need assistance navigating the venue, using interpreting equipment, or addressing individual concerns regarding the interpreting services. Without a project manager onsite to provide support and guidance, these needs may go unmet, leading to event participant frustration or dissatisfaction.
• Interpreter Assistance: Interpreters may have some communication needs, like informing the speakers to manage the time and pace of their speeches and presentations better. The Project Manager can offer support, such as refreshments or brief breaks, to help maintain the interpreter’s focus and energy levels.

What are the costs involved with having an onsite project manager? 

The costs involved with having an Onsite Project Manager typically include:

• An hourly rate
• Travel and accommodation
• A per diem or daily allowance to cover food costs.

Of course, these will depend on the nature of the project. Most conferences and large events offer a buffet where the Project Manager can eat with the interpreters and the rest of the participants. Travel costs will vary depending on the location of the venue. Travel costs can be incurred for flight tickets or ground transportation.

What are the other benefits of having an on-site project manager?

One of the primary benefits of having an onsite Project Manager is that the client is never left to navigate the project alone. They feel supported and cared for, fostering a sense of growing confidence. Throughout the event, the client is accompanied by the language service provider, allowing them to focus on other tasks such as engaging with attendees and networking, knowing that the language interpreting aspects are being expertly managed.

What do you do during your downtime at the event?

I regularly visit the conference room to ensure that the interpreting equipment functions correctly and that the interpreters have everything they require. Additionally, I touch base with the client to confirm that everything is proceeding smoothly from their perspective. If there is any remaining time, I like to engage with volunteers.

How do you communicate with the project manager during an event? 

If the venue is large, the most efficient method is typically via phone call or a headset if available. Alternatively, for smaller conferences, the Project Manager is usually stationed at a predetermined location where the client can directly approach them.

Martin, what is your favorite part about being onsite?

One of the aspects I enjoy most about working as an Onsite Project Manager is the opportunity to interact directly with both the client and the participants. These interactions often involve explaining the workings of interpreting services, ensuring clarity and understanding. I also like interacting with the interpreters, as their diverse experiences offer continuous learning opportunities.

Additionally, I find great satisfaction in building trust and creating meaningful connections through networking. Ultimately, my goal is to ensure that the client feels confident in the seamless management of their language needs, allowing them to concentrate on other aspects of the event with peace of mind.

Hosting a genuinely successful multicultural event is an art that requires meticulous planning, effective communication, and inclusive practices. From providing language interpretation to accommodating diverse cultural needs, attention to detail is key.

In one of our recent collaborations with a client, we had the privilege of assisting through a 4-day international hybrid event for their employees. The event’s objective was to offer seamless remote simultaneous interpretation to cater to the all multilingual employees in attendance, encompassing 8 languages, 3 breakout rooms, and a team of 18 certified interpreters. Sounds expensive right? Think again.

To learn more about this event and the challenges that were strategically overcome, read more HERE.

Thanks to the influx of globalization, diversity has become a key component for fostering an inclusive and thriving business environment. This increase in diversity results in many multicultural gatherings and events in business and life. Planning and managing events with people from different cultures and backgrounds in the corporate world presents unique challenges, especially regarding communication barriers with language translation and cultural nuances. 

Whether planning a large-scale conference or a company team-building activity, this guide will provide valuable insights and practical tips to ensure your multicultural event leaves a lasting impression and is well-received by your attendees. 

Understand your audience

Before all else, you must understand your audience (attendees). 

• Gather demographic information about your attendees’ languages, cultures, and preferences upon registration or invitation to plan and create an inclusive experience and avoid cultural faux pas (protect your brand).
• You may also consider conducting surveys or informal interviews to identify the preferred languages spoken that will be in attendance. 

This insight will allow you to allocate necessary resources appropriately and help tailor the event’s content, activities, and overall atmosphere to ensure everyone feels valued and welcomed.

Consider language services & plan ahead

Hosting a successful multicultural event requires meticulous planning. Begin by establishing a timeline, setting a budget, and allocating resources accordingly. Consider language services, such as conference translation, live meeting translation, and video interpretation, to ensure effective communication throughout the event. Partnering with a professional language service provider can simplify the event’s process for you and guarantee seamless interpretation and translation.

1.) Clear communication: conference translation and live meeting translation

During the event, clear and effective communication is paramount for your brand reputation. Language should never be a barrier to a meaningful exchange. By working with a reputable interpreting and translating service provider, you can offer conference translation and live meeting translation services. 

Conference translation involves the general creation of written materials in the languages that your attendees understand. These materials can include welcome packets, signage, forms, maps, agendas, guides, and more, tailored explicitly for conferences. These documents are crucial in setting the tone for your event, showing attendees that your conference values accessibility and inclusivity – something any company should boast about.

Live meeting translation – or live captioning – is a convenient feature that can revolutionize how participants engage in video conferences or virtual meetings. With this feature, individuals who plan on joining virtually have the flexibility to register for their preferred language, ensuring that language barriers will not hinder communication or participation. Imagine a scenario where participants from different countries and language backgrounds come together for a virtual or hybrid meeting – instead of struggling to understand one another, live meeting translation simplifies the process. Participants can select their preferred language from a list of available options at registration, and in real-time, they receive translations of spoken content at the bottom of their screen as a caption (similar to subtitles). This feature brings convenience and inclusivity to the forefront. It allows each participant to follow the conversation effortlessly, regardless of their native language. Whether it’s a presentation, a discussion, or a brainstorming session, live meeting translation ensures that everyone is on the same page.

Both conference and live-meeting translation services allow participants to understand and engage in real-time discussions, ensuring everyone feels included and valued.

2.) Embracing technology: video conference translation and video remote interpretation

In today’s digital age, hosting virtual or hybrid events has become increasingly common due to decreased cost and time-management flexibility. If you’re planning a virtual multicultural corporate event, consider leveraging technology to its fullest potential. Video conference translation and video remote interpretation services enable real-time language support for participants attending remotely. 

Video conference translation happens when interpreters join the virtual or hybrid conference via video link and provide simultaneous interpretation for participants. This seamless integration of technology and language services ensures effective communication regardless of geographical constraints. This service works by incorporating professional interpreters into the virtual meeting, either onsite or remotely. These interpreters listen to the speaker’s message and provide simultaneous interpretation in the target language(s), allowing participants who speak different languages to understand each other. This approach pairs well with video presentations, product launches, or training sessions.

Sometimes, individual attendees may require video remote interpretation services during a corporate event. Video remote interpreting services enable one-on-one or small group conversations to be interpreted in real-time through video calls. This convenient and flexible solution allows participants to communicate effectively, fostering engagement and collaboration.

3.) Enhancing accessibility: live captioning and technical services

Another critical aspect of hosting successful multicultural corporate events is ensuring accessibility for all attendees. 

Implement live captioning services to provide real-time captions during presentations and discussions. The benefits of live captioning go beyond accessibility; it enhances comprehension, helps participants grasp complex information, and improves retention. Also, it allows attendees to follow along with the speaker’s words, even if they are in a noisy environment, unable to play audio, or are within the deaf community. This flexibility empowers individuals to fully participate and get the most out of the event, regardless of their unique circumstances.

Additionally, investing in technical services personnel will optimize the event’s audio and visual quality and troubleshoot any technical issues to ensure a smooth experience for all participants. From setting up interpreting booths and coordinating wireless headsets and receivers to coordinating multi-channel Zoom feeds, these services offer the expertise to handle all the technical logistics, allowing you to focus on the content and goals of your conference.

Deliver culturally diverse content

Incorporating culturally diverse content and presentations creates a welcoming and inclusive environment where attendees from various backgrounds can connect, learn, and share their perspectives. Schedule and encourage speakers from different backgrounds to share their insights and experiences, and be sure to use interactive sessions to help with your event’s engagement. 

Ensure all event materials, including signage, handouts, and presentations, are respectful, inclusive of different cultures, and understood easily by all languages in attendance. Avoid stereotypes or cultural biases that may inadvertently alienate or offend attendees. Working with professional translators and cultural consultants will ensure your event content is culturally sensitive and accurately conveys the intended message – protecting your brand and reputation.

Providing conference translation and interpretation services for all sessions ensures that language barriers are overcome, allowing participants to fully engage and participate regardless of their language proficiency. This comprehensive approach promotes cross-cultural understanding, fosters inclusivity, and enhances the overall success of your multicultural corporate event.

Conclusion

Hosting a successful multicultural corporate event is a tasking but rewarding endeavor that showcases your commitment to diversity, equity, inclusion, and belonging, otherwise known as DEIB. By understanding your audience and leveraging professional interpreting and translating services, you can create an event that fosters connections, celebrates diversity, and leaves a lasting impression.

With INGCO International’s specialized services, including conference translation, live meeting translation, video conference translation, video remote interpreting, live captioning, and technical assistance, you can create an inclusive and engaging environment for all participants.