Working with Interpreters: Tips for a Smooth Multilingual Event

When you’re communicating across languages – no matter the context - chances are, you’ll also be working with interpreters, so we’ve put together a handy guide to ensure everyone’s prepped, ready, and “singing from the same hymn sheet” (as it were). 

There’s no doubt about it, whether it’s a conference, a panel discussion, a shareholder meeting, an intimate business meeting, a factory tour, a hospital appointment, or a hybrid Q&A session streamed across continents, interpreters are the silent backbone of successful multilingual communication. When their job’s done right, it seems entirely effortless, but the truth is that a lot goes into bridging language gaps in real-time, and hiring the right professionals is only half the job…

The other half is down to how you work with them, because even the most seasoned interpreter can only perform at their best when they’ve got the right support - whether this comes down to materials, adequate tech, enough prep time, or consideration from speakers.  

So, to ensure your interpreters are fully in tune with you, your event, and their audience - and that everything runs seamlessly across languages - here’s a breakdown of everything you need to know when working with interpreters.

It All Starts with Preparation

Let’s start with a simple truth: while it may seem that way, interpreters don’t just show up and start talking.

Much like a keynote speaker at a conference, they need to prepare - mentally, linguistically, and technically - for any job. That means understanding the topic, the terminology, the structure, and the tone of whatever’s being said. It also means knowing what they’re walking into: who they’ll be talking to, whose message they’re transmitting, and how.

One thing’s for sure: the more context they have, the better they can prepare, and the more accurate, confident, and engaging the interpretation will be. It’s about giving them the tools to deliver the quality communication your audience deserves, because while they’re able to relay messages in real-time at the drop of a hat, the more subject-area prep they’ve done in advance, the more accurate that message will be. 

So, if you’re working with interpreters, no matter whether they’re consecutive or simultaneous (Not sure what we mean? Check out this blog post, our first top tip is to share as much information as possible in advance. That includes subject-specific materials, background info, presentation slides, agendas, and even past recordings if they’re available to you. They’ll be relaying detained medical info? They’ll need the background. Plan on audience participation at a big event? Clue them in. 

The Tech Side: More Than Just a Microphone

It’s easy to underestimate the role of technology when working with interpreters, especially for those who’ve only ever seen seamless interpreting services that look effortless and go off without a hitch. However, if you’ve ever sat through a multilingual event where something wasn’t quite working – you had static in your headset, a lag in the audio, or a booth with a bad sightline - you’ll know just how crucial a well-functioning setup really is.

When interpreting for in-person events, simultaneous interpreters typically work in soundproof booths equipped with headsets, microphones, and a comprehensive audio relay system that connects to the audience’s receivers. It’s certainly worth testing all of this out well in advance to ensure any problems can be troubleshooted and issues kept to a minimum. 

Consecutive interpreters may not need any tech at all, and sometimes nothing more than a handheld mic, but even then, clarity and positioning are key, and they should do a test run before the main event so that they’re comfortable. 

When it comes to remote or hybrid formats, we’re faced with all the standard tech issues we can expect from any online event: internet speeds, platform compatibility, channel selection, muting protocols, and audio routing… and that’s before anyone even speaks. It goes without saying that testing all the connections ahead of time is a must! Then there’s the absolute must of requesting that participants don’t speak over each other – this will improve all-round clarity, and ensure the interpreter can work effectively. 

The golden rule? Never assume the tech will “just work.” Interpreters should be part of your tech rehearsal - ideally with the full speaker lineup present - so that any hiccups can be spotted and smoothed out well ahead of time.

Speaker Delivery: Clarity Counts

We’re not asking you to coach your speakers – just to remind them that they’ll be dealing with a multilingual audience when working with interpreters.

In fact, fast, mumbled, or overly casual speech is challenging enough for live listeners in the original language - now imagine interpreting it in real-time. Encourage your presenters to speak at a moderate pace and enunciate clearly. If they’re using slides, share them with interpreters beforehand so they’re not caught off guard by complex graphs or industry-specific terms mid-sentence. For simultaneous interpreting, ask them to pause after key ideas, not after each sentence, which fragments communication, but often enough to allow for a smooth rendering of each meaningful unit: a complete thought. 

It’s also worth reminding speakers that jokes, idioms, and heavy use of slang may not land well in other languages – after all, interpreters can adapt these if they’re prepared, but not if they’re surprised.

In short, the more your speakers consider the multilingual nature of their audience, the more space interpreters have to deliver a faithful and nuanced version of what is being said.

Why Timing (and Reliability) Matters

One of the most overlooked aspects of working with interpreters is just how important any event timeline is – the before, during, and after.

Interpreters need time to prepare, yes, but they also work in defined shifts. For simultaneous interpreting, for example, two interpreters per language pair is the norm, with a switch every 20–30 minutes to ensure they each stay at the top of their game and avoid burnout. It’s not a luxury - it’s about recognising and providing for cognitive load and maintaining professional standards.

However, for any type of interpreting, scheduling changes and unexpected overruns can severely affect quality. Interpreters may not have enough time to adjust, prepare, or coordinate team shifts, which can lead to reduced performance or even missed segments. While some changes are inevitable, giving your interpreting team as much notice as possible increases the chances of a smooth, high-quality multilingual delivery.

Late cancellations, meanwhile, create a different kind of disruption. Interpreters are typically booked weeks or even months in advance, and when a cancellation comes too late, it’s unlikely they’ll be able to rebook that time. In some cases, this means you’ll still need to cover the full or partial cost – not because of formality, but because that time was reserved for you. If no replacement can be found, your entire multilingual setup may be at risk.

Treat interpreters the same way you would any specialist speaker or technician: essential, not optional.

The Human Element: Do’s and Don’ts When Working with Interpreters

While the work done by interpreters may often seem seamless, the best results come when event organisers treat them as part of the team.

If there’s a change in schedule or a shift how things are going to work, let them know. If the format is suddenly altered on the day, bring them into the loop. These details matter, and interpreters thrive on clarity and coordination.

Equally, don’t make assumptions based on language fluency alone. Being bilingual doesn’t make someone an interpreter, just as having a camera doesn’t make someone a photographer. It’s a specific skill - one that requires training, lots of experience, and a huge amount of concentration under pressure.

Most of all, don’t forget to check in. A quick chat before they get started, a moment of feedback after - it goes a long way in building a respectful working relationship, and when interpreters feel valued, your audience feels it too.

Planning a Multilingual Event? Let’s Get It Right from the Start.

Working with interpreters isn’t just a technical necessity - it’s a collaborative process. When done right, it transforms your event into something truly global, connecting audiences across cultures and languages with clarity and respect.

Whether you’re hosting an in-person conference, a remote press briefing, or a hybrid town hall, Diskusija is here to make sure every word lands with impact.

From helping you choose the right interpreting setup to coordinating preparation, technical checks, and delivery on the day, we work as an extension of your team. You can focus on the message while we ensure it’s understood.

Ready to make your next multilingual event a success? Get in touch!