Before the Meeting (continued) • Separate French and English sessions: For long discussions or for large numbers of participants, you could organize two separate meetings, one in English and another in French. • Simultaneous translation: For large-scale meetings where it is not possible to have separate sessions in each OL or where it would be too difficult for the chair to recap in the other OL throughout the meeting, you can use simultaneous translation services. Chair(s) ☑ Have you considered a bilingual chair? If the chair is not bilingual, seek a co-chair or moderator who will help ensure that both OL are used in an equitable approach from start to finish. ☑ Consider a chair that is flexible and sensitive to the linguistic needs of all participants. Invitation, agenda and documentation ☑ Share the invitation, agenda and meeting materials in both OL at the same time. If it is not available in one OL, we do not recommend sharing until available in both OL. ☑ Provide information about arrangements for unilingual participants in the invitation. ☑ Advise employees or speakers they may prepare any documents for the meeting in their first OL, but these documents should be translated before the meeting. Minutes (meeting notes): ☑ Your choice of person who will be taking meeting notes is important to the success of a bilingual meeting: • Advise this person what are your linguistic objectives for the meeting. • The person who is taking notes should be skilled in both OL so that comments made in each OL are reflected in the minutes. • If required, have two note takers: one for English content and one for French content.
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My Official Languages Booklet
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