United Nations Environment Program Conference – Bahrain

Delivering seamless event technology and language support requires precision, coordination, and deep technical expertise--especially when an organization is hosting a multi-day conference with international speakers and remote participants. Our team recently offered all technical and interpretation assistance for a three-day conference that required continuous audio simultaneous interpretation and high-quality recordings as well as reliable virtual conferencing using Zoom. The work also involved working together with Shamil Translation, known as a reputable provider of professional interpreter and translation services in Bahrain as well as Saudi Arabia. Together, we ensured the event went smoothly from beginning to end and that the event met the expectations of the client in terms of reliability, clarity and a professional approach to execution.

Project Overview

The conference was scheduled for three days running beginning at 9:00 a.m. until at least 5:00 p.m. every day. The event featured numerous speakers, attendees on site as well as remote participants and interpreters who worked inside a designated interpreter booth. Our task was to provide all audiovisual support and simultaneous interpretation cameras and recording as well as complete Zoom event management.

Given that the sessions were comprised of keynote talks, technical discussions and multilingual discussions the client required in-person and online solutions that would provide the same quality of sound as well as stable connectivity and precise interpretation throughout the entire session.

Audio Setup and On-Site Sound Support

Professional audio is the foundation of a successful conference, training workshop or session. A single microphone malfunction or sound disruption can disrupt the flow of the whole event. We set up an audio system designed for continuous use during lengthy sessions. Our team was able to:

• Configuration and installation of microphones
• Sound mixing and balance for multiple speakers
• Sound-free audio transmission throughout the entire space
• Constant monitoring ensures there isn't any disruption to sound

All three days, the audio system worked flawlessly. Speakers could confidently present their message in the knowledge that what they were saying was heard clearly by attendees on site and those who joined on the internet via Zoom. The consistent audio was also sure that interpreters had clear audio, which allowed them to give accurate, real-time interpretation.

Zoom Meeting Setup, Hosting, and Technical Support

Remote attendees joined in the event, Zoom served as the primary venue for virtual participation. We developed and maintained one Zoom meeting link that was accessible for all three days, facilitating access to participants and reducing the technical confusion. Our tasks included:

• Setting Zoom Meeting settings so that they facilitate the use of interpreters.
• Stable streaming of video and audio
• Controlling screen sharing and presentation transitions
• Monitoring access of virtual participants and quality of sound
• Recording all sessions to document and for post-event delivery

The maintenance of a stable virtual environment over several days requires a constant watchful eye. Our technical team was active throughout the session responding to issues quickly and ensuring that communication was smooth between attendees from remote locations, on-site presenters and interpreters.

Interpretation Booth and Professional Interpreters

For events that span multiple languages simultaneous interpretation is vital for accessibility, inclusion and effective communication. We constructed a special interpreter booth that followed the highest standards of professional acoustics, accessibility, and comfort for interpreters.

Two certified interpreters--provided through our collaboration with Shamil Translation--worked daily from 9:00 a.m. to 5:00 p.m., delivering consistent and accurate simultaneous interpretation. Their expertise made sure that every participant, no matter what background language, could be fully engaged in the session.

The set-up for interpretation consisted of:

• Sound isolated booth to ensure maximum clarity
• Consoles for interpreters and headsets
• Direct audio feeds from the sound system in the venue
• Real-time audio output for attendees via Zoom as well as on-site channels

This collaboration between Shamil Translation's AV group and the Shamil Translation interpreters has created a unison workflow that improved the overall experience.

Camera Setup, On-Site Recording, and Zoom Recording

Video documentation of high-quality is a must-have for modern-day events, particularly when organizations wish to archive speeches, communicate with the audience, or look back on internal discussions. We used a full camera system to capture every session, providing the accuracy of each speaker.

In addition to the on-site filming, we allowed Zoom cloud recording, which allows you to record:

• All presentations
• All speeches by speakers
• Panel discussions
• The audio channel of an interpreter is available when it is needed.

When we finished every day the day, we sorted and distributed the speeches recorded to event's organizers. The organizers were able to gain immediately access to material that allowed them to review the event post-event documents for internal use, as well as future references.

Smooth Execution Across All Three Days

These events require not just technical expertise but also constant real-time coordination between everyone involved. From day one through the conclusion of session on the third day, our team maintained a constant presence. We actively monitored all systems, performed regular inspections, and worked closely with speakers, interpreters, as well as the working committee.

Throughout the entire event:

• There was not a break in the sound.
• The Zoom meeting was in good shape.
• The interpretation was uninterrupted.
• All recordings were recorded successfully.
• The audiovisual setup worked reliably without any downtime.

The client was impressed by his professionalism and discipline and teamwork demonstrated by everyone who was involved.

Recognized and Appreciated by the Organizing Committee

Following this event, members of the organizing team expressed their appreciation towards us, for the full assistance. They particularly appreciated:

• The professionalism of our technical team and speed of response
• The high-quality interpreters' speech delivery
• The great collaboration between our company with Shamil Translation
• The reliability of audio and interpreter systems.
• The easy Zoom management and high-quality recordings

Their appreciation highlighted the importance of a thorough preparation, a strong co-operation, and a dedication to technological excellence.

Conclusion

An event that is successful relies on more than just the equipment used. It demands a team that recognizes the importance of accuracy, reliability along with seamless coordination. In the course of three days, we offered a wide range of technology-related services for events such as installation of the audio system along with sound management, zoom hosting and recording and simultaneous interpretation, in conjunction in collaboration with Shamil Translation. The result was a seamless professional event that exceeded the high expectations of the client.

Our team will continue to support organizations across Bahrain and across the GCC with reliable event-management solutions, interpreter services audiovisual support, as well as virtual conferencing systems that meet the requirements of modern events.