Start with the people in the room
List the languages your speakers will use and the languages your audience needs to hear. These are not always the same. Consider questions from the floor, interviews and informal discussions as well as scheduled speeches. A clear language brief helps you select the right team and avoid gaps in coverage.
Choose the format around the programme
Simultaneous interpretation keeps a conference moving without interpretation pauses. Consecutive interpretation creates a direct exchange in smaller meetings, but needs time in the agenda. Whispered or portable interpretation can suit limited audiences and visits. Discuss the setting and the flow with your interpreting provider before committing to a format.
Share the substance early
Interpreters prepare for your event, not just its languages. Send the agenda, names of speakers, slides and supporting documents as they become available. Flag specialist vocabulary, acronyms and references your organisation uses. Updates matter too: a changed slide or a last-minute speaker can affect preparation.
Make the technical experience simple
Confirm the microphone setup, how listeners access their language and who will provide technical support. Test the system with the event team. For hybrid meetings, check both in-room and remote contributions. Give participants clear instructions, and allow time for sound checks before the programme starts.
Prepare speakers for a multilingual audience
Encourage speakers to use the microphone, speak clearly and allow time for questions. If a presenter would benefit from practising in English, targeted coaching can help refine phrasing and delivery. Keep the written materials consistent with the spoken content so the audience can follow both.
Talk through your event
Kelp Forest coordinates conference interpretation, translation, speaking coaching and audiovisual support. Send us your brief for a solution adapted to your meeting.