The first thing to go wrong is usually the audio.
You’re minutes away from opening a global summit. Delegates from five continents are seated Headsets on Booths live. But then, an interpreter misses a cue, a relay feed stutters, and suddenly, the session drifts off course.
When your event involves multiple languages and international stakeholders, interpretation isn’t a side concern. It’s the backbone of the entire experience.
Now add multiple interpretation vendors into the mix, and what you have is a complex orchestration, part language, part logistics, all precision.
So, how do you get it right?
Let’s break down how to coordinate multiple interpretation vendors effectively, without getting lost in translation.
1. What Languages? What Format? Get Specific First
Before you even speak to a single vendor, speak to yourself. Clarity on your interpretation needs is the foundation of everything.
Ask:
- What languages are required for your audience and speakers?
- Will sessions run in parallel or sequentially?
- Do you need simultaneous interpretation, consecutive interpretation, or both?
- Are there highly technical sessions that require subject-matter specialists?
Pro tip: Create a language matrix, essentially a chart that maps out sessions, languages, interpretation types, and attendee demographics. It helps visualise where each interpreter is needed and avoids overlaps or gaps.
2. Choose Experience, Not Just Price
This isn’t the moment to cut corners. For international or multilingual events, interpretation vendors must bring more than just headsets and a quote.
Look for:
- Proven experience at multilingual events, summits, or expos.
- Certified interpreters with domain-specific knowledge.
- ISO certifications or similar quality assurance processes.
- Equipment that can integrate with your AV system and other vendors.
- A reputation for collaboration (not territorial behaviour).
Due diligence matters: Ask for interpreter profiles, request case studies, and review testimonials. Prior experience with UN-style meetings or global conferences is a huge plus.
3. Appoint A Lead Interpretation Vendor, Or A Neutral Coordinator
Coordinating three or four language service providers on your own? That’s a fast track to miscommunication.
Instead, appoint:
- A lead vendor who takes ownership of scheduling, interpreter coordination, and AV sync.
- Or a neutral interpretation project manager to bridge between vendors, AV crew, and event staff.
Either way, a central point of contact reduces confusion and keeps everything flowing, especially during high-pressure moments.
4. Use A Central Brief And A Shared Glossary
Multiple vendors mean multiple teams. Without a common reference point, each team may interpret a term or phrase differently, which is risky at technical or sensitive events.
Your centralised interpreter brief should include:
- Full event schedule.
- Language pairing and interpretation type per session.
- Speaker bios and presentation summaries.
- Venue maps and booth placements.
- Emergency contacts and change protocols..
Your shared glossary should cover:
- Technical or industry-specific terms.
- Acronyms, abbreviations, and speaker names.
- Cultural nuances or regional phrasing.
- Company-specific terminology.
A shared reference set creates consistency, especially when switching interpreters or vendors mid-event.
5. Test Equipment Compatibility Well In Advance
Even the best interpreters can’t deliver if the microphone fails or the audio feed lags.
Coordinate with your AV team and all vendors to ensure:
- Interpreter booths are correctly positioned and soundproofed.
- Headsets and receivers work across all channels.
- Microphones are calibrated for interpreter use.
- Audio feeds and video relays are clean and synced.
- Relay interpretation works for less common language combinations (e.g., Japanese → English → French).
Schedule an AV test day that includes all vendors. If it’s a hybrid event, make sure your virtual platform supports multi-channel audio for simultaneous interpretation.
6. Use A Centralised Rota For Interpreters
Interpreters work in pairs and rotate every 20–30 minutes to stay sharp. With multiple vendors involved, overlapping shifts, long sessions, and venue changes can lead to chaos, unless you manage scheduling well.
Use one unified rota for:
- Interpreter shifts and booth locations.
- Break and handover timings.
- Backup or substitute interpreters.
- Multi-room coordination for large venues.
Tools that help: Google Sheets, Excel, or dedicated event scheduling software. Whatever you use, ensure every vendor has access and updates are shared in real-time.
7. Don’t Skip The Joint Rehearsal
You wouldn’t launch a product without testing it first. So don’t expect five language teams, two AV crews, and dozens of headsets to just fall into place.
Your full technical rehearsal should include:
- AV testing across all booths, channels, and audio lines.
- Interpreter transitions, speaker handovers, and timing syncs.
- Headset testing for staff and attendees.
- Emergency protocols (what happens if a relay interpreter drops?).
Even if you can’t rehearse every session, prioritise high-stakes panels or multilingual plenaries. These are where the cracks will show if coordination is off.
Final Thoughts: From Language Barrier To Language Bridge
Coordinating multiple interpretation vendors at a large-scale event may sound like herding cats. But with the right systems, it becomes a choreography.
It’s not just about delivering the message; it’s about doing so in a way that feels seamless, inclusive, and professional. When you nail the coordination, interpretation stops being a backstage concern. It becomes an invisible thread that holds the whole event together.
And more than anything, it gives every attendee, no matter where they’re from or what language they speak, a seat at the table.
Need Help Managing Interpretation Vendors?
If you’re planning a global event and want to avoid missteps, consider partnering with a multilingual interpretation service provider like EMS Communications that specialises in multi-vendor coordination.
Whether it’s simultaneous booths for hybrid events or consecutive interpreters for breakout sessions, the right partner can handle the complexity, so you don’t have to.