Duoson Multimedia, 1177 Newmarket Street, Ottawa, Ontario K1G 3V1

T. 613-742-7474 F. 613-742-3434 www.duoson.com

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January 19, 2012

Duoson Multimedia

Presentation to MPI Technology Day

Understanding Digital Multi-microphones and Simultaneous Interpretation

Delegate Takeaways

When and how to specify digital conference microphones

Options for planning a digital multi-microphone conference system

How to plan interpretation systems for bilingual and multi-lingual events

Digital Conference Microphones

Microphone Overview

Importance of Good Sound

Audio is primary form of communication

If delegates can’t hear properly they will become disengaged

Bad or annoying sound reflects badly on the event host

Best quality starts with the input to the system, the microphone

Microphone Applications

Wired microphones

Wireless microphones

Automated microphone systems

Microphone problems

Multiple open microphones create a greater risk of feedback, degraded quality of

sound, and increased reverberation.

Operator cannot actively manage a large number of microphones

Solutions

Tune out feedback tones with a graphic equalizer

Keep the microphones away from room speakers

Limit the number of open microphones

Duoson Multimedia, 1177 Newmarket Street, Ottawa, Ontario K1G 3V1

T. 613-742-7474 F. 613-742-3434 www.duoson.com

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Multi-Microphone Discussion Systems

Check List for Choosing a Digital Multi-Microphone System

Eliminates the problems with multiple microphones by allowing only a limited number of

them to be open at any time

Fast and easy installation for large hollow square conferences

Easy to add more microphones

Built-in speaker on microphone pedestal can eliminate the need for a p.a. system

Interfaces directly to Simultaneous Interpretation system with a secure hard wired listening

connection

Allows delegate presentations, questions and comments without the need to go to a floor

microphone resulting in better structured and more productive meetings

Name handling feature gives visual map of delegate names and affiliations on the

chairperson’s computer screen for better control of the meeting

Extra features are available such as delegate registration, automated camera control and

delegate voting

Microphones can be controlled by either:

delegate

chairman including override function to turn off all mics

technician to turn mics on or off if delegate hasn’t

optional automated control by voice activation

How it works

Press to request to speak or to be added to the cue to speak next

Press again to remove the request

Press when finished speaking to turn off the microphone

Tally light on the microphones confirms the delegate’s status

How many microphones to order

one per delegation

one per delegate; especially for international delegations and when using name handling

one for every two delegates to save cost of equipment and space at the hollow square

table

Duoson Multimedia, 1177 Newmarket Street, Ottawa, Ontario K1G 3V1

T. 613-742-7474 F. 613-742-3434 www.duoson.com

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Simultaneous Interpretation

This is a quick presentation on Interpretation, commonly confused with Translation. Types of Interpretation

Written

Sign Language o Langue des signes québécoise (LSQ) o American Sign Language (ASL) o English and French oral (lip-reading) interpreting o Deaf-blind intervener (tactile interpreting)

Consecutive

Court/ legal

Whisper or Escort interpreting

Simultaneous Interpretation (SI) o Single channel o Bilingual o Multilingual

Remote interpreting Types of Technologies for SI

Radio Frequency (RF)

Wired

Infrared (IR) analog or digital What questions do you need to ask your client when they request SI

How many languages will there be and how many teams of interpreters do they have booked?

Make sure you have the right number of booths. As a general rule you will need one booth per language.

How many delegates will be attending?

Do they know their headset (receivers) requirements from past events?

Do they need to record the SI?

Duoson Multimedia, 1177 Newmarket Street, Ottawa, Ontario K1G 3V1

T. 613-742-7474 F. 613-742-3434 www.duoson.com

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Basic Requirements To enable interpreters to provide the best service possible, you must:

Provide all documents in advance

ensure that interpreters have a direct view of the speakers’ table & visuals

ensure that the doors and windows of the booths are not blocked

give lapel microphones to presenters

place pitchers of fresh water in each booth at the start of each session. Interpreters

Certified or not? Remember, when the big day comes, your speakers will only sound as good and convincing as the interpreters in the booth.

Book interpreters early and only use only certified interpreters

Demand for specific languages determines the availability of interpreters. For instance, in Europe and Canada there are few interpreters with Asian languages such as Japanese, Korean or Thai.

The number of interpreters for a specific language combination is determined by the AIIC Professional Standards, which are applied at virtually all conferences.

Hiring Consultant Interpreter Services for large or Multilingual Events Your consultant interpreter will be able to:

Advise on the composition of the interpretation team on the basis of the languages to be used at the conference

Talk you through the options that are available for your meeting

Explain how to make the best use of interpreters’ services

Provide a quotation for the service

Recruit the best available interpreters

Negotiate fees and conditions with interpreters including travel day’s allowances, daily subsistence allowances (DSA), travel costs, ground allowances

Duoson Multimedia, 1177 Newmarket Street, Ottawa, Ontario K1G 3V1

T. 613-742-7474 F. 613-742-3434 www.duoson.com

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Collect and submit interpreter CVs to clients

Negotiate contract terms; draft and sign contracts with clients

Prepare interpreters’ contracts

Handle conference documents to be forwarded to interpreters

Liaise between conference organisers, speakers, chairs, and interpreters before and during the meeting

Advise on interpretation equipment

Handle invoicing as appropriate

Check that SI equipment is properly working and liaise with technical staff. Simultaneous Interpretation Equipment The success of a congress depends to a large extent on the quality and reliability of sound transmission. It is in your best interest to use standardized equipment and competent technicians. Your SI equipment supplier and your consultant interpreter can advise you on the specific needs for your meeting. What You Will Need

one interpretation booth per output language

interpreter consoles(minimum two mics and headsets per booth)

audio mixer for volume control

a transmission system(IR or RF)

receivers and headsets for presenters and delegates

microphones for interpreters and for participants Booths You will normally need one booth per language. The booths should conform to ISO 4043 (built-in) or ISO 2063 (mobile) booth standards. They should be sound-proof and have a silent ventilation system. This will ensure better communication and trouble-free listening by delegates. The ISO 4043 and 2063 Standards produced by AIIC with ISO cover basically the following points:

Duoson Multimedia, 1177 Newmarket Street, Ottawa, Ontario K1G 3V1

T. 613-742-7474 F. 613-742-3434 www.duoson.com

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Size: a mobile 2-person booth measures 1.60 m wide x 1.60 m deep x 2.00 m high.

Location: booths must be placed (usually at the back of the meeting room) in such a way as to give interpreters an unobstructed clear view of the screen and speakers, and allow them to gauge the reaction of participants.

Windows: booths should have clear (not tinted) glass or plexiglass windows - one covering the front from table height to almost top and one covering the front half of the side.

Ventilation: each booth must have a silent ventilator, usually fit into the roof at the back, appropriate lighting (small movable desk lamps), and be properly sound-proofed.

Checklist for Hiring Simultaneous Interpretation Equipment A multilingual conference requires professional conference interpreters, reliable equipment, and competent technicians. The simultaneous interpretation equipment is usually hired separately from the interpretation service. Here are some points to help you ensure that the equipment you hire is adequate.

If possible, your equipment supplier should provide the whole system, including microphones, amplifiers and headsets, in order to avoid technical hitches. The hotel microphone and amplifier system (PA system) is frequently incompatible with the simultaneous equipment.

The equipment supplier's technician should operate the system throughout the conference rather than leave it in the hands of untrained operators. The equipment supplier should provide experienced technicians for the duration of the conference.

Ensure the equipment supplier includes sufficient microphones and receivers for all speakers and delegates. All microphones should be monitored from the central console operated by the technicians.

Make sure you have the right number of booths. As a general rule you will need one booth per language.

Duoson Multimedia, 1177 Newmarket Street, Ottawa, Ontario K1G 3V1

T. 613-742-7474 F. 613-742-3434 www.duoson.com

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References http://www.aiic.net/ http://www.btb.gc.ca/btb.php?lang=eng&cont=001 http://www.btb.gc.ca/btb.php?lang=eng&cont=1125 Value of SI to Your Conference Simultaneous interpretation can be expensive to some people but it depends on how you look at it. Simultaneous interpretation does not come for free, but it is only a small part of the total budget for your meeting. And yet, it can be key to getting the most out of your overall investment. If your meeting does not result in creating the desired communication, all of that money will have been spent in vain.