Organising an international event sounds exciting until people stop understanding each other. From big business conferences to hybrid seminars and exhibitions, language barriers can make a great event confusing.
That’s when the interpreter becomes your voice across languages.
Interpreters don’t just translate words; they carry your message across cultures, keeping everyone connected in real time. But hiring an interpreter is only one part of the equation. To make things run smoothly, you need to know how to work with interpreters from the very beginning to the final speech.
This guide will show you exactly how to do that.
Book Early (Don’t Wait Until It’s Too Late)
Booking your interpreter early is the smartest thing you can do. Many professional interpreters are booked months ahead, especially those who speak high-demand languages or have specialist knowledge (like law, finance, or healthcare). Also, if you’re planning to use simultaneous interpreting, you’ll also need booths, microphones, receivers, and an on-site technician, all of which require planning.
The sooner you start, the more likely you’ll get the right team and avoid last-minute stress.
- Book interpreters 1–3 months in advance.
- Reserve interpretation equipment early (booths, headsets, mics).
- Confirm language pair and event type for the best match.
Choose The Right Type Of Interpretation For Your Event
Not all interpreting is the same. Depending on your event size, format, and pace, you’ll need to pick the right kind.
Simultaneous interpretation is where interpreters speak at the same time as the presenter, usually from a booth. This is best for large conferences or multilingual audiences because it’s fast and seamless.
Consecutive interpretation means the speaker pauses while the interpreter repeats what was said. It’s slower but works well for smaller sessions, interviews, or panel discussions. Choosing the wrong type could lead to confusion and delays.
- Use simultaneous for conferences, seminars, or webinars.
Use consecutive for small meetings, press briefings, or Q&A.
Hire Interpreters With Specialist Knowledge
A fluent speaker isn’t always a good interpreter. Great interpreters do more than speak two languages. They understand context, tone, and industry-specific jargon.
If your event includes medical talks, legal panels, or tech demos, you need someone who’s familiar with that field. EMS Communications works with interpreters who specialise in over 60 languages, many with deep knowledge of specific industries.
This helps avoid awkward pauses or miscommunication during live sessions.
- Ask for interpreters with at least 5 years’ experience.
- Match interpreters with your industry (legal, tech, healthcare).
Prepare Your Interpreters Like Your Speakers
Interpreters work best when they know what’s coming. Send them all the materials well in advance so they can study and practise. This includes speaker bios, slide decks, scripts, videos, and a glossary of terms. If you’re using jokes, metaphors, or abbreviations, explain them. Some phrases don’t translate easily, and giving interpreters a heads-up helps them find alternatives that still work.
- Preparation means fewer errors and smoother delivery.
- Share slides, scripts, and videos 5-7 days early.
- Provide a glossary of difficult terms or acronyms.
Let interpreters review the speaker’s style and timing.
Use the Right Interpretation Equipment
Even the best interpreter can’t help you if the audience can’t hear them. That’s why quality interpretation equipment is a must.
Some rental companies like EMS Communications offer industry-standard Bosch integrus infrared systems, including soundproof booths, wireless headsets, and crystal-clear microphones. The right gear ensures interpreters can hear everything clearly and transmit every word without delay or background noise.
You can also hire push-to-talk microphones, PA systems, and tour guide kits for more flexible setups.
- Rotate interpreters every 30 minutes.
- Provide water and rest space during breaks.
- Always have a standby interpreter ready.
Set Up The Room For Interpretation Success
Where the interpreter sits, how the speakers are mic’d, and even where the audience is located can all affect the success of your interpretation setup. Interpreters need a clear view of the stage or a direct video feed. They also need an uninterrupted audio stream and minimal distractions.
Booths should be in a quiet area with proper ventilation. Delegate headsets should be placed at each seat and tested beforehand.
- Give interpreters a good view or live video feed.
- Place booths near the stage but not too close to the speakers.
- Test all devices before the event starts.
Help Speakers Work With Interpreters
Your interpreters are only as effective as your speakers allow them to be. If you skip slides, the interpreter has no time to keep up.
Brief your speakers in advance. Ask them to speak slowly and clearly to avoid slang or rapid-fire talking. They should also pause between key points and allow time for interpretation.
- Ask speakers to speak clearly and avoid jargon.
- Encourage pauses between slides or complex ideas.
- Remind them that humor and idioms may not translate well.
Rotate Interpreters In Long Sessions
Simultaneous interpreting is mentally exhausting. Interpreters need to switch every 20-30 minutes to stay sharp. That means you’ll need at least two interpretations per language for any session over an hour.
EMS communication can handle this scheduling for you and make sure you have a backup plan in case someone gets delayed or falls ill.
- Rotate interpreters every 30 minutes.
- Provide water and rest space during breaks.
- Always have a standby interpreter ready.
- Run a full setup before going live.
Don’t wait until your audience is seated to test the setup. Always run a full technical rehearsal the day before or early on the event day. This includes checking:
- Headset signal strength.
- Booth ventilation.
- Microphone volume levels.
- Interpreter visibility.
- Internet for virtual interpretation.
Testing helps you avoid surprises and gives everyone peace of mind.
- Test all equipment with live sound before the event.
- Rehearse with actual speakers if possible.
- Keep a technician on-site during the event.
Follow Up and Get Feedback
After the event, ask your interpreters how things went. They might point out issues you didn’t notice, like bad lighting, poor audio, or fast-speaking presenters. This feedback helps you improve for next time. It also shows the interpreters that you respect their expertise.
- Ask interpreters for feedback after the event.
- Share results with your AV team and future speakers.
- Keep a checklist for next time.
Make Your Event Accessible With EMS Communications
Language shouldn’t be a barrier at your next event. EMS Communications helps you bridge that gap with:
- Expert simultaneous and consecutive interpreters.
- Interpretation in over 60 languages.
- Bosch booths, headsets, and microphones.
- Full technical support before and during your event.
Let EMS Communications help ensure every delegate feels heard, no matter the language they speak.
