Context helps the interpreter prepare, while choosing the interpreting format early makes event planning easier for the organiser.
1. Define the conversation
Will there be presentations, negotiations, training or a site visit? How many people will speak and listen? Consecutive interpreting needs time for pauses; simultaneous interpreting needs suitable equipment and staffing.
2. Share materials in advance
An agenda, slides, speaker biographies, organisation names and any existing glossary help preparation. A working draft is useful too, provided it is clearly marked as such.
3. Check the technical arrangements
For online or hybrid events, agree the platform, audio channels and a technical test. For in-person work, check the booth, microphones, receivers and support needed for the chosen format. Do not leave sound arrangements until the audience arrives.
4. Plan any written record
If you need minutes, a transcript or a decision summary, say so in advance. Staffing, recording arrangements and delivery need to be planned; recordings also require appropriate notices and authorisations.