Save the children hits more participants with WordlyWise solutions.

Learn how we helped Save the Children deliver a successful event through smart planning and full-on support.

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Save the children multilingual event interpreted by WordlyWise

About Save the Children

Save the Children is a worldwide organisation founded in 1919 in London, which operates in 59 countries. It has health, education, protection, emergency response and policy and advocacy programs for children all over the world.

They were planning an online meeting on Zoom and estimated about a couple of hundred participants would be joining. They needed interpretation in two languages – French and Arabic.

Our client was the Save the Children unit based in Stockholm. Our point of contact was a very friendly, quick to answer and communicative lady, who presented us with all of their needs, requirements and doubts, and readily welcomed our thoughts and suggestions.

Initial challenges and constraints

Zoom account and participant limit

The client’s Zoom account did not support the number of participants they were expecting to have at the meeting.

Budget restrictions

The client wished to have the meeting recorded but had budget restrictions.

Multilingual meeting with live language interpretation

The client was not very familiar with the interpretation function on Zoom.

In addition, they also had little experience managing meetings on Zoom, using functionalities such as spotlighting, changing Q&A/chat settings, using and taking advantage of co-hosting permissions, muting/unmuting.

Smart ideas and solutions for successful online multilingual events

Meeting setup and checks

We opened the Zoom meeting room one hour in advance and placed the interpreters in their booths, and ran sound checks with all four interpreters; we also monitored the interpretation throughout the duration of the event, promptly resolving any issued identified.

Screensharing tests and audio and video checks

Before the meeting started, we tested screensharing for those speakers who had presentations to share during the event and ran audio and video tests with all of them. A lot of improvements were made then.

Zoom features explained

We taught the person who was in charge of managing the meeting about a few Zoom features they wished to use but were struggling to do so.

Use of our Zoom account and management of settings by ourselves

We allowed the client to use our Zoom account for the event. We created the meeting, enabled the interpretation function, and sent out the invites to the interpreters. The meeting had 136 participants, which is a high number when using a meeting format as opposed to a webinar format (so we ensured all speakers were co-hosts and changed the settings so that regular participants could not unmute.

Free recording

We cloud recorded the meeting without any charges, and shared the recording as soon as it was ready.

What a great panel and a great webinar overall. We hit 136 participants at one point!
S.D., Senior Humanitarian Advisor, Inter-agency Child Protection

Save the Children

Benefits of using bespoke language solutions

We see our clients are partners and go an extra mile so they know we are on hand to ensure their needs are met every step along the way.

Hitting a high number of participants was a huge part of the event’s success and we wanted to make that possible. Lending our account to an organisation that has so much impact on the well-being of children around the world was a good cause for us, too.

The meeting was very smooth and successful. The measures taken in advance during the planning stage as well as those taken during execution ensured such outcome. Our Zoom account allows a high number of participants in meetings and webinars. Offering such alternative to the client in the weeks that preceded the event as an easy and quick option that resolved the participant limitation matter.

Having resolved the initial problem, a Zoom meeting with a high number of participants can be very disruptive if certain preventive measures are not taken. Such disruption is usually created by participants who mistakenly open their microphones or forget to close them when joining. Making all speakers and interpreters co-hosts or the meeting (so they could open and close microphones freely) and disabling the option that allowed regular participants to open the microphones meant the meeting had clear audio for everyone, with only the official speakers and interpreters being able to mute and unmute. This had been discussed and explained to the client beforehand.

The fact that we ran audio and video checks with all speakers also meant speakers had the best audio allowed by their connection and settings. Speakers turned up early, so we had time to individually test them and identified a few issues with some of them who had either turned up without a headset or despite having one had not selected it on Zoom, or had poor connection. We managed to improve their audio by going through the audio settings together and guiding them through in order to make the relevant changes, or suggesting those who did not think a headset was important to try it and many improvements were made.

While running some tests, we also explained to the person who was responsible for managing the meeting once it started how to spotlight one or more speakers, and to remove spotlighting. They intended to use the ‘pin’ function, which would have meant the audience would not have seen any changes on their screens.

The recording of the meeting was a bonus we wanted to offer the client. In that case, a cloud recording is a good option, as it does not take much preparation or extra equipment, and offers the recording of the floor, in addition to providing audio files for all language channels.