Tips for event organizers

Our members have years of experience and can help you with selecting suitable interpreting techniques, planning optimal language combinations and deciding on the number of interpreters required. They can also put you in contact with reliable conference equipment providers.
When organizing an international conference with simultaneous interpreting, it is necessary to define:

  • the exact date of the meeting
  • the working hours: the interpreters’ norm is six working hours, including coffee
  • breaks. Possible overtime is charged separately
  • the working languages
  • the team of interpreters
  • a person who will be in contact with the head of the interpreting team of and ensure that the interpreters are provided with working documents in good time, which will enable them to prepare well for the event. The working documents should include the list of participants, the agenda, and all the texts which will be read out at the conference
  • a conference equipment provider (to set up the sound system, microphones,
  • headsets, and possibly mobile interpreters’ booths).

Additionally, the organizer should be aware of:

  • the expected number of participants
  • the characteristics of the conference hall or meeting room (Are built-in booths available? Will mobile booths be needed? Is there enough room for as many booths as needed, bearing in mind that a clear view of the speakers and any possible projection screen has to be secured from all the booths?)
  • the additional charges which apply if the interpretation of the conference/meeting is recorded. (The interpreters’ output may be recorded only with the prior consent of the interpreters).

If you want to organize a virtual meeting, you can find more advice in our Recommendations for Distance Interpreting.