Supplier, venue and technical handover problems
When the promised interpretation service is not ready for rehearsal
Rehearsal is under way, the interpreters and equipment that were promised for two languages are not set up, and the programme depends on them.
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The short answer
Find out exactly what is missing: interpreters, booths, receivers, microphone feeds or the supplier's own technician. Ask the supplier for a written statement of what will be ready, when, and what they need from the venue and AV team.
Then decide, with the programme owner, how the sessions will run if the service is late or partial. Interpretation quality and equipment choices are for the supplier and the interpreters, not the organiser.
What is known and what is not
Write down what was promised and what is present. The last column says who can settle each point.
| Known | Not yet known | Who can answer |
|---|---|---|
| What the interpretation quotation and brief promised: languages, sessions, equipment and staffing | Which items on that list are on site, and which are not | Organiser records; interpretation supplier |
| What is missing at rehearsal, observed and timed | Whether the supplier is late, mis-scheduled or has changed the plan | Interpretation supplier, in writing |
| Which sessions rely on interpretation and how many delegates need it | Whether any session can run without it or with a reduced service | Programme owner; audience records |
| The AV set-up the interpreters need from the room: feeds, power, positions | Whether the AV supplier and venue know those requirements | AV supplier and venue; interpretation supplier |
Who has authority to decide
The programme owner decides which sessions need interpretation and what is acceptable if it is reduced. The interpretation supplier decides how it will staff and equip, and what the interpreters need to work safely and well. The AV supplier and venue decide what the room can provide.
If the supplier has not met the agreement, that is a contract question for the signatory or a legal adviser. Keep a dated record of what was promised and what arrived.
- Which sessions need interpretation: programme owner.
- Staffing, equipment and what interpreters need: interpretation supplier.
- What the room supplies: AV supplier and venue.
- Contract position: signatory, with legal advice where needed.
The realistic options, including stopping or scaling down
Compare the options on delegate access, time and cost. Include running a reduced or written-only service.
| Option | What it involves | Consequence to weigh |
|---|---|---|
| Reschedule the rehearsal | Ask the supplier for a firm time and make sure AV and venue are available then. | Full test; depends on another slot. |
| Test the key sessions only | Prioritise the opening and any plenary and test the rest on the day if possible. | Partial confidence; later problems may appear live. |
| Reduce the languages or sessions | Offer interpretation for fewer sessions, agreed with the programme owner. | More reliable; some delegates have less access. |
| Offer a written alternative | Provide slides or summaries in the second language for some sessions. | Lower cost; not a live substitute. |
| Delay a session | Move or start later so the supplier can complete set-up. | Gives time; delays other sessions. |
Communications: who says what to whom
Speak to the supplier first, then confirm in one email. Tell the programme owner what is confirmed and what is not. Tell delegates only if the service changes, and say plainly what is available.
Adjust the drafts to your own facts.
- To the supplier: at rehearsal we did not find [items]. Please confirm in writing what will be ready, by when, and what you need from the venue or AV team. We will plan sessions based on your reply.
- To the programme owner: the interpretation service was not ready at rehearsal. Options are [A, B, C] with the effects below. Please confirm which sessions are priority and who decides.
- To delegates, if affected: interpretation will be available for [sessions]. For other sessions, [alternative]. Details by [date].
Follow-up and preventing a repeat
- Record the original promise, what was observed and the decision in a decision log.
- Log every rehearsal observation in the evidence log and leave items unverified until seen working.
- Include the AV and room requirements for interpreters in the handover pack for the AV supplier and venue.
- Ask the supplier for a named person on site and a set-up time before rehearsal, not after.
- See when a rehearsal reveals an unresolved handover and when the approved presentation will not play for related cases.
Worked example · Fictional example
Two languages, no booth
Fictional organisation and figures, written to show the level of detail that is useful.
A fictional professional institute has a one-day conference with live interpretation between two languages for about 200 delegates. At the afternoon rehearsal, the interpretation supplier's technician has not arrived and no booth is in place.
The project lead asks the supplier in writing what is missing and when it can be ready. The programme owner confirms the opening and closing plenaries are the priority. The supplier commits to a technician at 7 a.m. the next day, and a short test is booked before doors open.
Use this yourself
Interpretation readiness check
Run through this with the supplier, AV supplier and venue. Anything not seen working stays open.
- Languages and sessions promised, and where it is written:
- Interpreters named and confirmed for each session (supplier's confirmation):
- Booths or positions and where the supplier expects them:
- Audio feeds the interpreters need from the room, and who provides them:
- Receivers or other delegate equipment, and the distribution plan:
- Supplier's technician on site: name and time:
- Rehearsal slot: date, time, who attends:
- Fallback if equipment or staff are late: owner and decision time:
- What each delegate is told, and by whom:
Handle it in-house, or bring in help?
Your team can usually handle this when
- The gap is small and the supplier confirms a firm fix in writing.
- Another rehearsal slot is available.
- The programme owner can reduce interpreted sessions if needed.
Outside planning help earns its fee when
- Several suppliers must align and nobody owns the interfaces.
- The service is central to delegate access or to contractual commitments.
- The programme depends on interpretation in many sessions.
Need someone to coordinate interpretation set-up?
A conference project lead can coordinate the interpretation supplier, AV team and venue, build the requirements list, schedule rehearsal and keep a readiness check until each item is seen working. Supplier choices and interpreters' professional needs stay with the supplier, and contract questions stay with your signatory and adviser. A planning diagnostic can review the technical handover plan before the next event.
Questions organisers ask
Should we tell delegates interpretation may be delayed?
Only once you know what will change. Give a plain statement of which sessions are covered and when you will confirm.
Can we use another supplier at short notice?
It may be possible, but it adds new handovers, cost and risk. Ask the programme owner and the signatory before approaching anyone.
Who tells the AV team what interpreters need?
The interpretation supplier provides the requirements, and the organiser or project lead passes them to the AV supplier and venue in one document.
What if the supplier cannot fix it in time?
Reduce the interpreted sessions or offer a written alternative as agreed by the programme owner, and record the decision. Any contract implications go to the signatory.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.