Video Conferencing Considerations: Interpreting Services

APSEA Video Conferencing Considerations for Meeting Organizers

Submit agenda and/or any preparation materials to the Interpreting Services & Translation Lead as soon as they are available prior to the meeting, at least 2 working days prior to the meeting.
Consult via email with the Interpreting Services & Translation Lead prior to meeting to determine what interpreting services are required. For larger meetings, a separate zoom link for interpreting may be required to support optimal access.
As the meeting host, when possible, open the zoom link 5-10 minutes before the meeting to allow the interpreting team to adjust their screen, test audio/microphone and their space for best visual access. Please allow the interpreter(s) to join the meeting prior to other attendees joining.
Review the considerations for meeting participants, as listed below, at the beginning of the meeting.

Ensure you are clearly visible in the screen.
During the meeting, please state your name before speaking to ensure all participants know who is speaking.
Please mute your microphone when you are not speaking.
Try to avoid talking over/at the same time as other participants.
If you wish to speak, please raise your hand or use the “raise hand” feature in zoom.
When speaking, please identify the person to whom the message is directed.

Ensure your background is bare and free from distractions.
If you are working with a team interpreter(s), please plan a pre-meeting discussion to review the agenda and discuss your plan.
Please determine in advance the preferred communication method between team interpreter if feedback is required during a meeting. Possible options include:
- Using the chat feature. Choose the name from the list of participants to ensure the message is being sent to the desired recipient and not to the whole group.
- Using your cell phones to text with each other.