How does a bilingual general assembly work?
A general meeting follows the agenda sent out with the notice of meeting. The chair opens the meeting and has the tellers appointed, the board presents the annual report and the accounts, and the auditors give their report. Then come elections, votes on motions and, at the end, contributions under any other business. A delegates’ meeting runs in much the same way.
PONTAVOX interprets whatever is spoken into a microphone connected to the mixing desk. The sound comes from the desk, clean and without room echo. Each language has its own channel, which guests choose on the receiver. When someone on stage speaks a channel’s language, that channel goes quiet and guests hear the room. Members who can follow the meeting in the stage language do not need a receiver at all.
| Agenda item | Who speaks | What guests hear on the receiver |
|---|---|---|
| Opening | Chair | Welcome, appointment of tellers, approval of the agenda |
| Annual report | Chair or managing director | The report in their own language |
| Accounts | Treasurer, auditors | Notes on the accounts and the auditors’ recommendation |
| Elections | Chair, candidates | Nominations, candidates introducing themselves, results |
| Votes | Chair, proposers | The motion, the question put to the vote and the result |
| Any other business | Members at the floor microphone | Every contribution made in English or standard German |
The interpretation runs about five seconds behind the speaker. After each question put to the vote, allow this time before counting. That way every guest has heard the question.
What goes into the glossary before the meeting
PONTAVOX is prepared for each event. The programme, speaker list, names, abbreviations and technical terms go into the glossary in advance. That way PONTAVOX knows the names and vocabulary of your organisation before the meeting starts.
You can also hand over documents such as the annual report, slides or the text of the opening address beforehand. The easiest way is to send the notice of meeting with all its enclosures, exactly as it goes to members.
- AgendaThe items in order, with the titles used in the notice of meeting.
- NamesBoard members, candidates, auditors and guests of honour, with the correct spelling.
- MotionsMotions from the board and from members, worded as submitted.
- AbbreviationsCommittees, sections and projects, plus the technical terms of your sector.
Receivers at the entrance, a floor microphone for contributions
Guests collect a receiver and headphones at the entrance, ideally together with their voting card. They choose the channel for their language. No phone, no app and no Wi-Fi are needed. They hand the receiver back on the way out.
Contributions from the floor need a microphone connected to the mixing desk. A wireless microphone passed around works, as does a microphone on a stand in the centre aisle. What matters is that every contribution goes through the desk. Anything called out in the hall without a microphone does not reach PONTAVOX.
Each language is a separate line signal and goes to its own channel on the system, such as a radio transmitter or an infrared radiator. In the studio the technician sees every language with its output, level and distance to the speech. Which systems can be connected is explained under Equipment and connection.
When interpreters are the better choice for your AGM
With PONTAVOX, the chair, the board and anyone who takes the floor speak English or standard German. These are the two stage languages that have been tested. Swiss German does not work, neither on stage nor at the floor microphone.
We do not currently promise interpretation of contributions made from the floor in French. If you expect members to speak French, we will discuss it with you before the quote.
An orderly debate, with one person after another coming to the microphone, works. For heated debates with interruptions, for negotiations and for confidential items, interpreters are the better choice. PONTAVOX is not meant for classified content.
During the event the speech is sent encrypted to a specialised speech service that listens, translates and speaks. Which service it is, where it operates and what it keeps for how long is set out in our data protection sheet, on request even before the quote. The whole process is described under How it works.
Interpreter team, smartphone app or receivers with AI
There are three ways to run a multilingual general meeting. They differ in what guests need, who looks after the technology and what it costs. At meetings where not every member carries a smartphone, a receiver handed out at the door is the simpler route. The full comparison is under Cost and comparison.
- Interpreter teamUsually two interpreters per language in a booth, plus equipment, preparation and travel. The right choice for Swiss German, interruptions and negotiations.
- Smartphone appGuests scan a QR code and listen on their own phone. Every guest needs a charged phone, their own earphones and a connection in the hall.
- Receivers with AIPONTAVOX feeds each language into the system and guests listen on receivers with headphones. It costs a fraction of an interpreting team; the equipment comes on top.
At the Eventforum Bern or under licence in your own hall
At the Eventforum Bern you book the hall, equipment, technician and interpretation from one source. Four transmitters and 120 receivers are ready there, which means up to four languages at once. You receive a quote within 12 hours. In Bern, PONTAVOX is only available at the Eventforum, where you can enquire about your general assembly.
If your meeting takes place elsewhere, we license PONTAVOX for the duration of the event. Operation on site is handled by the venue, an AV company or you with your own equipment. We do not travel with equipment and a technician. Terms, set-up and support are agreed in a conversation. What your venue needs to know is explained under PONTAVOX for venues.
To hear how the interpretation sounds, listen to the samples on the home page, taken from three talks.