Language Resources

Hosting a Webinar in English with Simultaneous Interpretation

Contributors: Shaleetta Drawbaugh MPH (Senior Strategic Implementation Associate), Charniece Smith (Interim Outreach & Marketing Representative Senior), Nina Friar (VCU Health Strategy and Marketing Manager) 

Steps to Make it Happen

1. Identify webinar sponsors/partners and build project team based on the webinar topic.

2. Clarify roles/responsibilities of project team members (e.g., interpreter, chat host, webinar host, moderator, Q&A facilitator, presenters/panelists/SMEs, etc.).

   • Determine who will record the event in English and who will record on the Spanish interpretation channel.

3. Choose the appropriate web-based tool to host the virtual event broadcast (e.g., Zoom, etc.) and set a webinar date/time as well as a draft run of show.

4. Procure a resource to provide simultaneous interpretation and written translation (technical and standard) services (e.g., Zoom offers language interpretation during webinars and meetings).

5. Develop marketing materials (e.g., flyers, Facebook post, RSVP mechanism, etc.) and implement communications plan (e.g., reminder emails, etc.) to promote the event to the target audience.

6. Obtain slide presentation from presenters at least 5 days before the webinar to allow enough time for Spanish translation.

7. Schedule a practice run meeting a week in advance to discuss the run of show, ensure simultaneous interpretation works appropriately and the project team members are prepared for the live event.

8. Merge the presentations into one deck, ensuring that the font, graphics and overall style is consistent throughout.

9. Explore streaming the webinar live on multiple platforms (e.g. Facebook, Instagram, etc.) and various avenues to obtain a webinar recording.

10. On the day of the event, webinar team to join at least 15 minutes early, hit record meeting and open the curtain to participants.

11. At the conclusion of the event, stop the recording and allow time for file download then share with partners respectively.

12. Send post-event survey, presentation and resources in English and Spanish.

13. Upload recordings when available to an online platform for further viewing.

Tips & Tricks

• Provide clear instructions first. Create room in the agenda that allows for instructions provided by the interpreter at the beginning of the webinar.

•  Remind participants of their language options. Utilize the chat feature frequently to remind individuals how to choose their language of choice.

• Provide email address for support prior to webinar. Include an email address in promotional materials where individuals can submit questions before and after the webinar.

• Have backup recording tools. In case one recording has poor audio/video quality, consider having multiple avenues for recording.

• Perform a test run with the project team at least 24 hours prior to the live webinar.

•  Keep a time limit. Provide a time limit and maximum slide expectation for panelists based on the agenda.

• Prepare presenters before webinar. Clearly communicate beforehand if the meeting facilitator will share screen or the individual presenters.