What can go wrong: Common event pitfalls

Despite the best of intentions, things can go wrong. Whether it’s between governments or businesses (even digitally-native organizations!), virtual events are not immune to some common pitfalls. 

While some of these mistakes can be addressed and managed on the spot, event organizers may not have this privilege when it comes to multilingual events with interpretation. 

These pitfalls can negatively impact not just a single meeting or conference but also things like brand equity or reputation. But is there a way to avoid it? Of course – bear with us for some tips on how to prevent event mistakes. 

Why do virtual event mistakes happen?

The first step in solving a problem is identifying that there is one. Since day one at Interactio, we’ve been closely monitoring event-related issues and searching for ways to ensure a flawless multilingual meeting experience. Here are the reasons for pitfalls we’ve learned:

1. Unfamiliarity with platforms. Virtual events are often held on platforms that only a few people or organizations knew even a couple of years ago. This unfamiliarity leads to migration issues as tactics from live-person events would not seamlessly work on virtual platforms. There’s a learning curve involved, and not everyone might be on the same page. 

2. Rapid switch to online events. The speed with which virtual events have been adopted, especially those involving remote simultaneous interpretation, has left little room for event professionals to fully understand the potential and pitfalls of the events. This leads to avoidable mistakes and minimal usage of resources, including interpretation services.

3. Lack of best practices. Because of a new format, there have been yet a few organizations aware of the best practices for virtual events. This limits both organizations and event managers from applying fruitful methods proven to be successful. The problem includes complicated software that hinders the smooth functioning of their events.

Common event pitfalls

Now that we know why virtual event mistakes happen, let’s look at how we can avoid them. 

Problems with joining 

One of the most common problems found in virtual events is the difficulty of joining a session. Since the participants are remote, there is no centralized IT team to assist users in real-time. 

This creates a problem for event hosts, attendees, and interpreters. If anyone finds it difficult to join the meeting, they risk missing some part of it while waiting for the technical team to handle the issue. 

But what if an interpreter can’t join a multilingual meeting? Well, then it’s a real game-changer.

How to avoid it: There should be alternate methods of joining the virtual event. Event organizers must communicate them in advance to the interpreters. 

Also, interpreters shouldn’t have to rejoin the session. For example, our user-friendly interpreter console ensures minimal distractions with its intuitive features. Not to mention technical support, which is always here to guide if necessary. 

Difficulty in using the platform

In several instances, the interpreter – or any other participant for that matter – might be unfamiliar with the system. Since organizations and individuals use different software and hardware customized to their needs, it might be challenging for first-time users from outside the system.

This leads to situations where the interpreter doesn’t know the keyboard shortcuts or cannot set up useful language feeds to their convenience. All these can significantly bring down the quality of the interpretation and the meeting in general. 

How to avoid it: Our user-friendly interpreter console is designed with the interpreters' needs in mind. It offers customizable language feeds, the booth chat function, easy microphone handovers, and volume level adjustment.

Issues with monitoring

Another crucial issue for the interpreter is the lack of the ability to listen to two feeds at the same time. Since the situation is happening in real-time, it might be difficult for them to find a quick solution or reach out for technical support. As a result, this can force them to continue the interpretation even when the speaker changes languages. 

As a result, team leads would have problems overseeing their teammate’s quality of interpretation, preventing them from offering timely suggestions. 

How to avoid it: The most effective solution is to offer multiple language feeds that the interpreter could access easily. 

Interactio AV console offers feeds in multiple languages and makes it exceptionally easy to monitor interpretation, oversee all audio and video channels, and chat with interpreters and participants.

Abrupt changing of interpreters

A seamless transition between interpreters is a must for a successful multilingual event. Unfortunately, it can be abrupt at times. This happens because there are no dedicated functions and additional safety mechanisms to ensure an easy transition. In most cases, the software may not be as easy to use to aid these changes.  

How to avoid it: Use a solution that offers flexibility. Interactio, for example, allows Interpreters to choose between mute and mic-off and use other takeover functions, all designed with their feedback at heart. There is also a safety check for hand-offs. 

Troubles with resolving issues

During the event, interpreters must have constant access to a technical team. If there is a technical glitch or a problem due to unfamiliarity with the user interface, the interpreters should be able to get in touch with technical support immediately.

But in some events, it would be challenging to get the right help at the right time. Usually, the reason for this is the platform without a tech chat function or any technicians available to help.  

How to avoid it: Interactio makes it easy to access the tech chat whenever the interpreters need it. Our trained and experienced technicians are always available for help and offer quick resolutions.

What can we learn? 

What should be noted about these common event mishaps is that they can collectively bring down the event experience. With delayed joining, technical issues, monitoring problems, complicated user interface, or abrupt changing of interpreters, the participants would notice a significant drop in the quality of interpretation.

These common virtual event mistakes reveal that the most important thing that you need to host a virtual event is a highly adaptable, responsive, and user-friendly platform. The solution you choose should be designed to be easily used by all participants, especially interpreters, when you’re holding multilingual events.
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It’s also important to have a preparation checklist for a seamless event experience. One thing to note: organizers must make sure the interpreters are familiarized with the system beforehand. This will help avoid unnecessary hiccups and unpleasant technical glitches. 

In short

Understanding the causes of common event mistakes comes in handy for event organizers and meeting coordinators who can better prepare for successful, productive, and engaging virtual events. 

Of course, choosing the right service provider is half the job done! When the platform works flawlessly, you can shift your focus to the content, delivery, and other engagement drivers for an impactful event.
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