Organising an international event means coordinating speakers, attendees, schedules and content in several languages. One of the most frequent errors, however, appears when simultaneous interpreting is left until the last moment. Poor technical or linguistic planning has a direct effect on the attendee experience and on the clarity of the message.
This article sets out what to prepare in advance so that simultaneous interpreting at international events runs smoothly, professionally and without improvisation. From choosing the technical equipment to the documents the interpreter needs, we go through the key points that make the difference.
Simultaneous interpreting starts long before the event
When a company organises a trade fair, a conference or a multilingual meeting, it usually focuses first on general logistics. Professional interpreting, however, needs specific preparation to avoid problems on the day.
One of the most important steps is correctly defining the type of interpreting required. A small executive meeting is nothing like a congress with hundreds of attendees and several working languages. The number of participants, the length of the talks and the format of the event determine both the number of interpreters and the technical equipment needed.
What is more, the earlier the interpreting team is involved, the easier it is to spot potential problems with sound, sightlines or the flow of the speeches.
What information the interpreter needs before the event
An interpreter does not simply translate words in real time. They also need to understand the context, the terminology and the objectives of the meeting in order to convey the message accurately.
It is therefore advisable to share in advance:
- The event agenda
- Presentations or papers
- Technical glossaries
- Names of companies, products or projects
- A list of participants and their roles
- The expected working languages
In specialised sectors such as technology, medicine, industry or law, this is particularly important. Misread terminology can cause confusion or project an unprofessional image.
The ALOS article Interpreting explained: the key differences from translation and why professionals make the difference explains precisely why advance preparation is an essential part of professional interpreting work and not merely a linguistic matter.
Technical equipment: one of the most underrated factors
The quality of simultaneous interpreting depends as much on the interpreter as on the technical conditions. Even a highly experienced team will struggle if the sound is poor or the connection keeps dropping.
Before the event, it is worth checking:
Interpreting booths
At in-person events, soundproof booths are essential so that interpreters can hear properly and work without outside interference.
They must also have a clear view of the stage or access to a real-time video feed.
Sound and microphones
One of the most common problems at international events is the use of low-quality microphones or poor audio management. If the interpreter cannot hear the speaker clearly, the message loses accuracy.
It is important to check:
- Consistent volume
- No echo
- Connection quality
- Enough microphones for audience questions
Platforms for hybrid or online events
In virtual or hybrid meetings, technical coordination matters even more. The platform used must support stable simultaneous interpreting channels that are easy for attendees to use.
It is also worth running tests beforehand with speakers and interpreters to check audio, video and speaking times.
How many interpreters are needed
In professional simultaneous interpreting, one person rarely works alone over long sessions. The concentration this kind of interpreting demands is extremely high and causes cognitive fatigue quickly.
That is why, at conferences or events lasting several hours, interpreters normally work in pairs and take turns at set intervals.
Trying to cut costs by hiring fewer interpreters than needed usually ends up affecting the quality of the service and the pace of the event.
Adapting communication to an international audience
Another aspect many companies overlook is that not all speakers are used to working with simultaneous interpreting.
Speaking too fast, improvising constantly or reading from documents that have not been shared beforehand makes the interpreter’s job far harder.
Some useful recommendations for speakers:
- Keep a steady speaking pace
- Avoid constant interruptions
- Share figures or technical data before the session
- Do not move away from the microphone
With even minimal coordination between organisers, speakers and interpreters, communication feels far more natural for everyone in the room.
Errors to avoid at international events
Many common problems with simultaneous interpreting have nothing to do with language, but with a lack of planning.
Frequent errors include:
- Booking interpreters at very short notice
- Failing to check the technical infrastructure
- Changing working languages at the last minute
- Not sharing documentation in advance
- Assuming any bilingual person can interpret a professional event
That last point still causes problems at international meetings. Speaking several languages does not mean having the training needed to interpret in real time in front of clients, partners or international audiences.
In fact, the ALOS article Common interpreting errors and how to avoid them examines some of the most frequent situations that undermine communication quality at professional events.
Coordination between organisers and interpreters improves the result
When the interpreting team is involved from the planning stage, the event usually runs far more smoothly.
This makes it possible to:
- Identify genuine technical requirements
- Adjust speaking times
- Prepare specialist terminology
- Organise turn-taking more effectively
- Anticipate potential incidents
At international events, interpreting should not be treated as a secondary element. It is a direct part of the attendee experience and of the professional image the organising company projects.
Frequently asked questions
As early as possible, especially for congresses, trade fairs or events with several languages. This secures the availability of specialist interpreters and allows the technical side to be prepared properly.
It depends on the duration, the languages and the format. Professional simultaneous interpreting normally requires at least two interpreters per language to guarantee quality and accuracy throughout the day.
In simultaneous interpreting, the interpreter works in real time while the speaker talks. In consecutive interpreting, the speaker pauses so the interpreter can deliver the message. Simultaneous is the most common format at congresses and international events.
Yes. Virtual events require advance testing of audio, video and connection. A poor technical set-up has a direct effect on how well the message is understood.
Conclusion
Preparing simultaneous interpreting properly for international events does more than prevent technical or linguistic problems. It also improves the attendee experience and helps project a professional, well-organised image.
At ALOS we provide professional interpreting services for meetings, conferences, trade fairs and multilingual corporate events. If you need to prepare an international event with confidence, contact our team and we will assess the best solution for the format, the languages and the technical requirements of your project.