What an event interpretation brief should say
Some speakers or delegates need another language, and you have to tell an interpretation supplier exactly what you are asking for.
The short answer
An interpretation brief states the language pairs, the mode (simultaneous or consecutive), which sessions are covered, what materials interpreters receive in advance, and who handles equipment and booth space.
Interpreting quality and equipment suitability are matters for the interpretation supplier and the venue to confirm. Your brief gives them the facts and asks them to state, in writing, what they will provide.
What the brief has to settle
| Item | What to write | Who confirms |
|---|---|---|
| Language pairs and direction | For example English to Mandarin only, or both directions, per session. | Interpretation supplier, from the programme. |
| Mode | Simultaneous with headsets, consecutive at the lectern, or whispered for a few delegates. Say which sessions use which. | Supplier recommends, programme owner decides. |
| Sessions covered | Session list with start and end times, and breaks between them. | Programme owner. |
| Materials in advance | Speaker slides, scripts, glossaries, names and acronyms, with the date each will be sent. | Programme owner supplies; supplier states the lead time it needs. |
| Equipment and booth | Who supplies booths, consoles, receivers and technicians, and where they will sit in the room. | Supplier and venue, in writing. |
| Team and relief | Number of interpreters per language and how breaks are covered over the session length. | Supplier states its team plan. |
| Recording and confidentiality | Whether the interpreted audio may be recorded, and who must keep session content confidential. | Programme owner decides; supplier confirms terms. |
Dependencies with other suppliers
Interpretation touches the venue (booth space and cabling), the audiovisual supplier (audio feeds and sound check) and the livestream supplier (which language channel goes online). Link the brief to the audiovisual coordination brief so the same room layout appears in both.
- Ask the venue whether booth positions have clear sightlines to the stage.
- Ask the audiovisual supplier who connects the interpreter console to the room audio.
- Agree who distributes receivers to delegates and collects them.
Questions to ask the interpretation supplier
- Which of your interpreters work in this subject area, and how do you prepare them with our glossary?
- What equipment do you propose, and which parts do you need the venue or audiovisual team to provide?
- How many interpreters per language do you plan for this programme length, and how do relief shifts work?
- What happens if a speaker deviates from the script or speaks very fast?
- What are your terms on recording, cancellation and changes to session times?
Common gaps
- Slides arrive after the sessions start, so interpreters meet the terminology live.
- The quote covers interpreters but not the equipment, or the other way round.
- Nobody owns the receiver handout, so queues form at the start.
- The programme changes and the interpreted sessions are not updated in the supplier's schedule.
Worked example · Fictional example
A fictional trade forum with Mandarin interpretation
Fictional organisation and figures, used only to show the level of detail.
A fictional logistics association runs a one-day forum with six English-language sessions. A visiting delegation needs Mandarin for four of the six. The secretariat lists the four sessions in the brief and marks the other two as not interpreted.
Two quotes arrive. One prices interpreters and equipment, the other prices interpreters only. The secretariat records the difference in a comparison sheet and asks the second supplier to state who provides the console.
Use this yourself
Interpretation service brief template
Copy into a document and send with the programme. Write Not decided with an owner and a date for open items.
- Event name, date, venue and room; expected number needing interpretation:
- Language pairs and direction, per session:
- Mode per session (simultaneous, consecutive, whispered):
- Session list with start and end times:
- Materials to be sent and dates (slides, scripts, glossary, names list):
- Equipment and booth: who supplies, where placed, who connects to room audio:
- Interpreter numbers per language and relief arrangement:
- Receiver distribution and collection: owner:
- Recording and confidentiality position:
- Price basis: interpreter days, equipment, technicians, travel, overtime:
- Change and cancellation terms to be stated by the supplier:
- Acceptance: sound check with interpreters completed, sign-off by:
Handle it in-house, or bring in help?
Your team can usually handle this when
- Only a few sessions need interpretation and the venue has experience hosting it.
- You already work with an interpretation supplier who knows your subject.
- The programme is stable and materials arrive early.
Outside planning help earns its fee when
- Several language pairs, parallel rooms or a livestream with language channels are involved.
- Venue, audiovisual and interpretation suppliers each assume another provides the equipment.
- You need the quotes put on the same basis before a committee decision.
Want the interpretation brief coordinated with the other suppliers?
An Event Blueprint can set out interpretation needs together with the room layout, audiovisual and livestream briefs, and list who confirms what. A project lead can then chase the written confirmations from each party.
Questions organisers ask
Do we need simultaneous or consecutive interpretation?
It depends on the session length and format. Ask the supplier to recommend a mode for each session, then decide. Consecutive roughly doubles the time a speaker needs, so check the programme.
Who checks that the equipment is suitable for the room?
The interpretation supplier and the venue, together. Ask both to confirm booth position, power and cabling in writing.
Can interpreters work from slides sent on the day?
Ask the supplier what lead time they need. Early materials and a glossary make a clear difference to preparation.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.