If you’re organising an event with a lot of speakers, delegates, and a big audience such as an international corporate conference, governmental summit, or global trade fair, making sure everyone has the opportunity to understand the content is essential.
So, what do you do when your attendees speak multiple languages? You need a simultaneous interpretation plan.
As a Language Service Provider (LSP), we implement these plans for our clients based on the requirements of their event to ensure inclusivity, audience understanding and engagement.
We’d always suggest partnering with an LSP that fits your business as there’s a lot to think about and prepare in advance.
If this is falling to you, then here’s our guide to the key considerations for planning simultaneous interpretation at a big event.
Determine the Languages Needed
Start by identifying the main languages of your attendees. This often depends on the audience demographics, the event location, and the regions represented by speakers and delegates.
Be specific. Instead of assuming “Spanish” will suffice, clarify whether it’s Latin American or European Spanish. Understanding these nuances ensures the interpretation feels native and authentic to listeners.
Choose Between On-Site and Remote Interpretation
Simultaneous interpretation can be delivered in person, remotely, or through a hybrid setup. On-site interpretation requires physical interpreter booths and equipment, while remote interpreting uses cloud-based platforms that an LSP can advise you on.
Each method has its pros and cons. On-site solutions offer lower latency and fewer technical disruptions but requires more investment and logistics like booth setup and interpreter travel.
Remote options are cost-effective and scalable but rely heavily on stable internet and robust platform integration. Consider your budget, event size, and technical resources before deciding.
Book Professional Interpreters Early
Highly skilled interpreters are in high demand. Particularly those proficient in specialized topics like medicine, law, and finance.
Secure your interpreters well in advance, ideally three to six months before the event. Confirm their experience with your subject matter, and whether they are certified by recognized organizations like AIIC (International Association of Conference Interpreters).
It’s best practice to provide interpreters with advance materials such as speaker bios, presentation slides, scripts, or glossaries of industry-specific terms.
The more context they have, the more accurate and seamless the interpretation will be.
Secure the Right Equipment
Simultaneous interpretation requires specific equipment. At minimum, this includes interpreter booths, microphones, transmitters, and receivers with headsets for the audience.
For remote interpretation, you’ll need a stable internet connection, soundproof space for interpreters, and a platform that supports multi-language audio channels.
Ensure all equipment is tested before the event. Your LSP should be able to help you partner with a reputable AV provider with experience in multilingual events.
If your event spans multiple rooms or stages, coordinate how interpretation will be handled in each space.
Plan for Audience Access and Communication
Inform attendees ahead of time that interpretation will be available. Let them know which languages are supported and how they can access the service.
If physical receivers are used, plan for their distribution and collection. For remote events, give clear instructions on selecting the correct language channel.
Make signage and announcements multilingual. Even basic materials, such as session agendas or location signage, should reflect your event’s commitment to language inclusion.
Coordinate with Speakers and Moderators
Simultaneous interpretation depends heavily on the pace, clarity, and structure of the source language.
Brief your speakers to speak clearly, avoid idioms, and pause between key points. Fast or off-the-cuff speeches can challenge even the best interpreters.
Moderators should also be trained to repeat or paraphrase audience questions to support a smooth, multilingual question and answer process.
Conduct a Technical Rehearsal
A live interpretation setup is only as strong as its weakest technical link. Schedule a full rehearsal that includes the AV team, interpreters, moderators, and speakers.
Test all channels, handoffs, and backup systems. If using remote interpreters, check video/audio sync and communication tools.
This rehearsal ensures equipment is working while building confidence and cohesion in your team which will help everything run smoothly on during the event.
Have a Backup Plan
Even with the best planning and the best team, technology can fail. Interpreters can get sick. Headsets can go missing.
Always prepare a contingency plan. Have backup interpreters on standby, spare receivers ready, and a protocol in place for switching to consecutive interpretation if needed.
It’s always a good idea to record the original speeches and interpretation feeds for post-event review or distribution.
Prepare For Your Global Audience
Simultaneous interpretation is not just a technical add-on. You should consider it as a bridge across cultures and a marker of professionalism at international events.
By planning ahead and considering the logistical, linguistic, and technical details, you can ensure your event speaks clearly to your whole audience.
Whether you’re planning a multilingual business summit or a global NGO forum, the success of your interpretation strategy lies in preparation.
Work with your LSP as early as possible so they can help you communicate clearly and deliver an event people will remember.
Are you looking for a LSP who understands the complexities of simultaneous interpretation at large events? If so, we’d love to talk to you.
Consultations are free and there’s no obligation. You’re in safe hands with us as we’re ISO 17100 and ISO 9001 compliant, have over twenty years of professional translation experience, and have earned the trust of organizations around the world.
