Organizer's guide
A guide for organizers of international events with simultaneous interpretation
A multilingual event works when interpretation is planned together with the rest of the production, not in the last week. This guide covers what the organizer needs to decide, send and check, from the timeline to the day of the event.
Quick answer
- Book 4 weeks or more ahead; urgent requests are handled subject to availability.
- Plan two interpreters per language, rotating every 20 to 30 minutes.
- Send interpreters your slides, scripts and any text that will be read aloud, even in draft form.
- Name one single contact person for the interpreting team.
- Require booths with sound insulation and ventilation that follow the ISO standards, and test everything before the opening.
- Make sure booths have a clear view of the stage and screen and a direct audio feed from videos.
Timeline: what to do and when
The earlier interpretation enters the planning, the less the event depends on improvisation. Use this timeline as a base and adjust it to the size of your event.
| When | What to do |
|---|---|
| 4 weeks or more before | Define languages, format (on-site, online or hybrid), program and number of attendees. Request a quote and agree with the supplier on the room's characteristics. |
| 2 to 3 weeks before | Confirm the team. Send the preparation material: program, presentations, texts, names and acronyms. Name the single contact person. |
| 1 week before | Update slides and texts. Send videos and transcripts. Brief the speakers. Check the venue floor plan and the booth positions. |
| 1 to 2 days before | Set up and test the equipment: microphones, video, transmission and receivers. |
| Event day | Final test before opening, with the interpreting team present. Report any program change immediately to the single contact. Technician in the room from start to finish. |
| After the event | Collect feedback, keep the glossary for future editions and request recordings, if contracted. |
How many interpreters and which languages to book
Short answer: two interpreters per language pair. Simultaneous interpretation demands so much concentration that accuracy drops after 20 to 30 continuous minutes; the pair takes turns and the audience does not notice the switch.
- Each target language gets a channel on the receivers and, in general, its own booth.
- Relay: when there is no direct interpreter between two languages (for example, Japanese and Spanish), a pivot interpreter works into an intermediate language and the other booths work from that.
- Short meetings (about an hour) can sometimes work with one interpreter; this is assessed case by case.
- Technical field matters: medical congresses, arbitration or energy call for interpreters who master the terminology.
Equipment checklist
Simultaneous interpretation relies on a set of specialized equipment. Confirm each item with the supplier before closing the scope.
| Item | What it does | Watch for |
|---|---|---|
| Interpreting booths | Isolate and house each pair of interpreters. | Sound insulation, ventilation, room for the pair and a full view of the stage and screen. |
| Interpreter consoles | Let interpreters choose the channel, switch the microphone on and off and hand over to the colleague. | One per interpreter or per booth, depending on the system. |
| Headsets with microphone | Pick up the interpreter's voice and deliver the sound from the stage. | Audio quality and spare units. |
| Sound desk and transmitters | Distribute each language on its own channel. | One channel per language, plus the original-language channel. |
| Receivers with headphones | Give the listener the language they choose. | Quantity in proportion to the audience, with a spare margin and controlled handout and return. |
| Stage and audience microphones | Carry speakers' voices and audience questions to the booths. | Every question needs a microphone; without one, the interpreter cannot hear. |
| Technician in the room | Operates the system, solves failures and tests everything before opening. | Present from start to finish, not just at setup. |
Need only the equipment, without interpreters? See equipment rental.
ISO standards your supplier should follow
Ask the supplier which standards their equipment and booths meet. The main ones for simultaneous interpreting are:
- ISO 2603:2016 — requirements for permanent booths.
- ISO 4043:2016 — requirements for mobile booths.
- ISO 20108:2017 — quality and transmission of sound and image input for interpreters.
- ISO 20109 — requirements for simultaneous interpreting equipment (2016 edition; a new edition was published in 2025).
- ISO 24019:2022 — requirements and recommendations for remote simultaneous interpreting (RSI) delivery platforms.
What to send interpreters (the briefing)
Free template: use our event glossary spreadsheet and see the interpretation glossary.
Short answer: send as much material as possible, as early as possible, even if it is not final. It is the basis for studying the topic and building the glossary.
- Program with times and the names and titles of speakers.
- Presentations (slides, even if preliminary) and scripts for videos.
- Every text that will be read aloud: ceremony script, speeches, reports. People outside the profession assume interpreting a reader is easier, but written language is dense and fast; without the text in hand, the interpreter is at a disadvantage.
- Glossary and acronyms: product, company and people names, technical terms.
- Reference material: previous reports, articles and websites on each speaker's topic.
- Event dynamics: panels, audience questions, improvised moments.
- A prior meeting between interpreters and speakers when the subject or format calls for it.
How to brief your speakers
Full guide for the people on stage: Speaker guide.
Speakers control a large part of interpretation quality. Give them these guidelines in advance:
- Speak at a natural pace, without rushing, with pauses between ideas.
- Always speak into the microphone, one person at a time, without overlapping.
- Say numbers, dates and names calmly and show them on the slides too.
- Explain acronyms the first time they appear.
- Avoid jokes, puns and very local references, or warn the team beforehand.
- If reading a text, hand it to the interpreting team first.
- Say so when switching languages mid-speech.
Booths, projection and acoustics
Short answer: the booth must see the stage and the screen. An interpreter who cannot see the speaker or the slides loses information.
- Place the booths in the room itself, with a direct view of the stage and projection screen.
- Connect the audio of videos directly to the booths; room sound is not enough. If possible, send the videos or a transcript beforehand.
- Pick a spot away from noise (air conditioning, kitchen, foot traffic) and with ventilation.
- Provide power and access to the booths, including for swapping the pair during a session.
On-site, online or hybrid
Planning changes with the format, and audio care becomes even more important:
- On-site: booths at the venue, receivers for the audience and a technician in the room.
- Online (RSI): interpreters work remotely through the event platform; ISO 24019 covers the requirements for these platforms. The main risk is the connection on both ends.
- Hybrid: the on-site setup is integrated with the remote channel, kept in sync.
- Silent conference: several sessions in the same space, each on its own channel, using headphones.
Compare the formats side by side in on-site, online or hybrid.
During the event
Professional interpreters adapt to program changes as long as they hear about them in time.
- A single contact: the organizer names one person to talk to the interpreting team; they pass notices and questions to the team coordinator, instead of several people talking to each interpreter.
- Changes and surprises: report immediately (reordered agenda, new speaker, last-minute text).
- Final test: before opening, the technician tests the whole system with the interpreting team present.
- Water and breaks: agree on intervals and make sure the pairs can reach the booths.
After the event
- Ask the interpreting team and attendees for feedback.
- Keep the glossary for future editions; it saves time and reduces errors.
- If contracted, request the recording of the interpreted channel (a separate item in the quote).
The most common mistakes
Almost every interpreting problem comes from an item in this guide that was left for later. See the ten most frequent ones, and how to avoid each, in 10 mistakes when organizing an event with simultaneous interpretation.
FAQ: organizing events with simultaneous interpretation
How many interpreters do I need per language?
Two per language pair, taking turns every 20 to 30 minutes. Very short meetings can work with one interpreter, assessed case by case.
How far in advance should I book interpretation?
Ideally four weeks or more. Urgent requests are handled subject to interpreter and equipment availability.
What should I send interpreters before the event?
The program, presentations (even preliminary), every text that will be read aloud, glossary, acronyms and reference material on the topic. The earlier, the better.
Why must read-aloud texts be sent in advance?
Because written language is denser and faster than spoken language. Without the text, the interpreter must follow fast reading with no support, which raises the risk of missing passages.
Which ISO standards apply to simultaneous interpreting?
ISO 2603 (permanent booths), ISO 4043 (mobile booths), ISO 20108 (sound and image quality for interpreters), ISO 20109 (equipment) and ISO 24019 (remote interpreting platforms).
Do I need a booth for each language?
Generally yes: each target language has its channel and, normally, its own booth with the pair of interpreters. The exact number depends on the languages and the event format.
Can I use only receivers and headphones, without booths?
The receiver is for the listener; the booth is for the interpreter. For traditional simultaneous interpretation, booths are needed. For small groups or guided tours there are portable kits.
What is relay and when is it used?
It is when a pivot interpreter works into an intermediate language and the other booths work from it. It is used when no direct interpreter exists between two languages.
Does interpretation work for hybrid events?
Yes. The on-site setup is integrated with the remote channel and kept in sync. The main concern is audio and connection quality.
Who should talk to the interpreters during the event?
One person named by the organizer, who communicates with the interpreting team's coordinator so notices and changes arrive in an organized way.
How much does simultaneous interpretation cost for an event?
There is no fixed price list. The price depends on language pairs, duration, audience size, technical field, venue and infrastructure. With the date, languages and number of attendees, a fixed quote is returned within 24 hours.
Plan your event with STIB
Since 2007, STIB has served corporate events, conferences and meetings with certified interpreters, equipment and a technician in the room. Send the date, languages and number of attendees and get a fixed quote within 24 hours.