Protect interpreters and ensure the quality of interpretation in virtual and hybrid meetings

Virtual and hybrid meetings using web-based video conferencing tools have a high risk of sound problems. These problems can prevent interpreters from doing their jobs well and can be detrimental to their health. Due to the poor quality of sound transmitted on the Web, interpreters often have to adjust their speakers to a higher volume to hear properly, so that even a faint crackling sound can cause headaches, hearing problems and other health issues.

In order to reduce the risk of sound problems, protect interpreters and ensure the quality of interpretation, it’s important that you meet the following requirements and best practices in your virtual and hybrid meetings. These requirements are based on expert advice and on measures taken by interpreter organizations around the world, and follow the International Organization for Standardization (ISO) standards on interpretation.

Note that despite these precautions, sound problems may arise and force interpreters to stop interpreting. The best way to prevent sound issues is to always to have your meetings in person.

Requirement: Use an approved microphone

If you would like to speak at an interpreted meeting using a Web-based video conferencing tool, you must use a microphone that:

• is unidirectional (designed to mainly capture the sound emitted in front of it)
• is connected to the computer with a cable, not Bluetooth
• reproduces voice frequencies between 125 and 15,000 hertz

Don’t use the following microphones:

• an omnidirectional microphone (designed to capture all sounds emitted around it, such as “owl” or “octopus” microphones that are used in meeting rooms)
• the built-in microphone in earbuds
• the built-in microphone in your computer

Microphones accepted by the Translation Bureau:

If you don’t have an accepted microphone, you will have to stay on mute and submit your questions or comments in writing (chat, email, text message, etc.). If you do speak, the interpreters will have to stop interpreting to protect themselves from risks to their health.

Best practices

By applying the following best practices when you’re at an interpreted meeting using a web-based video conferencing tool, you will reduce the risk of sound issues and help interpreters understand you better.

• Use a computer to participate, not a smartphone or tablet
• Use a high-speed cable Internet connection (avoid using a wireless connection) and limit the number of other people and applications using your bandwidth whenever possible
• Mute audio notifications on all your devices
• Join the meeting 30 minutes early for a sound check with the interpreters
• Only speak when it’s your turn to talk and stay on mute when you are not speaking
• Speak slowly
• If you plan to use speaking notes, send them to the interpreters ahead of time, via the meeting organizers
• Turn your camera on so that the interpreters can see your gestures and facial expressions and use them to understand and interpret your words. This is especially important when interpretation is offered in sign language

Requirements for meeting organizers

When you organize a virtual or hybrid meeting with interpretation, you must ensure that the following requirements are met. Note that the Translation Bureau only provides interpreters – you are responsible for the related arrangements (booth or studio, console, microphone, technician, etc.). Please contact Public Services and Procurement Canada’s Events and Conference Management Services or one of the audiovisual service providers accredited by the Translation Bureau, as required.

• People who will be speaking during the web-based video conference must use an accepted microphone and follow the best practices. Inform the people who do not have an accepted microphone that they will not be able to speak during the meeting; they will have to submit their questions or comments in writing (chat, email, text message, etc.)
• Interpreters must have access to a suitable facility to do their work, namely:
  • official languages, Indigenous languages and foreign languages: an accredited interpretation studio (for a virtual meeting), or an interpretation booth located in the room where the meeting will take place that provides an unobstructed view of the attendees (for a hybrid meeting)
  • sign language: an accredited interpretation studio
• For official languages, Indigenous languages and foreign languages, interpretation must be provided through an ISO 20109-compliant audio console, equipped with a compressor-limiter to prevent acoustic shock
• Interpreters must have access to a monitor allowing them to see the people attending the meeting by web-based video conferencing
• A professional technician must be on site with the interpreters for the entire meeting and, approximately 30 minutes before the meeting, perform a sound check with the interpreters and the people who will be speaking via web-based video conferencing
• The interpreters must be able to communicate directly with you, the technician and the host during the sound check and the meeting by chat or another way

Other requirements may apply depending on the meeting format. We will inform you of this when we respond to your request for interpretation services. Thank you for your cooperation!

Related links

• Statement from Public Services and Procurement Canada’s Translation Bureau on interpretation services
• Translation Bureau's language services and tools (only accessible on the Government of Canada network)