c3lingo

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====== 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
     * Speakers are encouraged to upload additional information to the [[https://speakers.c3lingo.org/|file drop]], use it! Get in touch with speakers early using email/mastodon/... (you can use [[file-drop-email|this template]])
     * You can access uploaded materials on [[https://rescheduled.c3lingo.org|rescheduled]]
  * 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.
  * Speak the [[cheatsheet|Intro]]
  * Do the thing(tm)
  * Take turns: One person interprets, the other takes notes, adds things to the glossary, etc.
  * Speak the [[cheatsheet|Outro]]
  * 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