Event Prep Best Practices
Before the Event
- Prepare a checklist for the overall event
- Do we want to support?
- Are enough people available and willing to help?
- Can we get enough info ahead of time?
- What is the technical setup? (Should at least have a booth or separate room, microphone, headphones, mixer)
- Whenever possible, go through the listed sessions and try to get extra info on anything that's specialized or very new
- Align on hashtags and feedback channels
- Prepare intro/outro speech
- How many sessions will be translated?
- How will the audience know that translations are available?
- Have a clear photo policy and prepare signs to put into the cabin
At the Event
- Get contact details for the audio techs and program managers (who is responsible for content and translation management?)
- Do an inspection round to check the setup
- Do a sound check for each booth
- Mark off an area in front of the booths to minimize disruptions (people walking, standing, or worst: interacting with the interpreters, very distracting)
- Prepare a checklist for each session
For each session
- Arrive early (10-15min is good)
- If possible, check in with the speaker and/or stage manager. Ask speakers to remember to not go too fast.
- Check in with the FOH, ideally set up/verify some sort of feedback channel
- Verify sound setup, ideally do a quick sound check again
- Go through the checklist (physical or virtual, but _check things off_)
- Call up the session notes, glossary, etc.
- Do the thing™
- Take turns: One person interprets, the other takes notes, adds things to the glossary, etc.
- Do a quick review after the session - what went well, what was challenging, anything to add to the checklist, anything to feed back to the rest of the team
event-best-practices.txt · Last modified: 2020/09/03 16:57 by oskar