A multilingual conference is a complex logistical undertaking. Getting simultaneous interpretation right requires careful preparation long before the first delegate arrives. This practical guide covers everything you need to know to prepare a conference with simultaneous interpretation : from booking to glossary preparation, technical requirements, and day-of management.
Start planning at least six weeks in advance
The most common mistake conference organisers make with simultaneous interpretation is leaving it too late. Booking skilled interpreters - particularly for less common language pairs or specialist subject areas - requires time. Experienced conference interpreters are in high demand and may not be available at short notice, especially for multi-day events. TranslateBE recommends contacting your interpretation agency at least six weeks before the event for standard conferences, and three to four months in advance for major international events or events requiring rare language pairs. Early booking also allows time for thorough interpreter briefing and glossary development.
Preparing your glossary: the single most impactful preparation step
A conference-specific glossary is the most valuable document you can provide to your interpreters. It should contain key technical terms, acronyms, project names, speaker names and titles, and any organisation-specific vocabulary that will be used during the event - with the equivalent in each working language. The glossary does not need to be exhaustive; a well-curated list of 50-200 terms relevant to your event's subject matter is far more useful than a raw dictionary. Provide it at least two weeks before the event to allow interpreters adequate preparation time. TranslateBE can assist with glossary compilation and multilingual term validation.
TranslateBE
Professional simultaneous interpretation for conferences
TranslateBE provides certified conference interpreters and equipment across Belgium and Europe - with glossary support, technical coordination, and full project management from first contact to event day.
Documents to provide before the event
In addition to the glossary, interpreters benefit greatly from receiving in advance:
- The conference programme or agenda, with speaker names and session titles
- All presentation slides or pre-read materials, in the language they will be delivered
- Any pre-recorded video content that will be played during sessions (with transcripts)
- Biographical notes on key speakers
- The names and titles of participants who will ask questions
- Previous conference documentation, if this is a recurring event
The more context interpreters have in advance, the better they can prepare specialist vocabulary and anticipate the flow of discussions. Do not be concerned about providing confidential material - interpreters are bound by professional codes of conduct that include strict confidentiality obligations.
Technical requirements and venue checklist
Before confirming your venue, verify that it can accommodate your technical requirements: Is there space for interpreter booths with clear sight lines to the podium and screens? Does the venue have an adequate power supply for the equipment? Is there a dedicated technical room or control position for the sound engineer? Will the acoustics support clear delegate audio pick-up? TranslateBE conducts venue surveys for major events and can advise on any necessary technical adaptations. For events in venues that already have fixed booths - such as Brussels' major conference centres - we verify compatibility with our transmitter and receiver systems in advance.
FAQ
Frequently asked questions
How many interpreters do I need for a full-day conference?
Simultaneous interpretation is mentally demanding, and professional standards (ISO 2603) recommend that interpreters work in pairs, rotating every 30 minutes. A full-day conference (8 hours) with two working languages therefore requires a minimum of 4 interpreters (2 per language booth). For events with more than two language channels, multiply accordingly. Skimping on interpreter numbers leads to quality deterioration and interpreter fatigue.
What should I do if a speaker presents in a language not covered by our interpreters?
This is a common issue - a speaker unexpectedly presents in a language for which no booth is staffed (e.g. an Italian speaker at a French-English conference). The best solution is to anticipate this in advance by confirming presentation languages with all speakers and ensuring your interpreter configuration covers them. TranslateBE advises on language coverage planning when setting up the interpretation team.
Can interpreters work from remote locations for a hybrid conference?
Yes. Remote simultaneous interpretation (RSI) platforms such as KUDO, Interprefy, and Interactio allow interpreters to work from any location whilst delivering real-time interpretation to both in-person and online delegates. TranslateBE manages hybrid RSI setups and provides technical coordination to ensure consistent audio quality across both physical and virtual environments.