𝘈𝘱𝘱𝘳𝘰𝘹 𝘳𝘦𝘢𝘥 𝘵𝘪𝘮𝘦: 3 𝘮𝘪𝘯𝘴🕒
Want your multilingual event to run smoothly? It all starts with a clear, detailed brief.
If you’re planning an international conference, business meeting or public event with speakers or attendees from different language backgrounds, professional interpreting is essential.
But simply booking interpreters isn’t enough.
To get the best results, you need to provide your interpreting company with the right context, materials and technical information in advance.
A strong brief means better preparation, better communication on the day, and a more seamless experience for your audience.
In this guide, we’ll walk you through how to brief an interpreting company properly.
Why a good interpreting brief matters
When you brief well, you help interpreters:
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Prepare with the right terminology, names and background
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Choose the right tone and register for your audience
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Anticipate cultural or technical sensitivities
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Deliver accurate, fluent communication under pressure
You also give your provider time to recommend the right setup — whether that’s simultaneous interpreting with booths and headsets, or consecutive interpreting via Zoom.
What to include in your interpreting brief
1. Event overview
Start with the basics:
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Event title and theme
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Date, time and time zone
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Venue or virtual platform (Zoom, Teams, hybrid, etc.)
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Duration and schedule
Include whether this is a live event, a pre-recorded stream or a closed meeting.
2. Languages required
Be specific about:
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The source language (what the speaker(s) will use)
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The target language(s) needed for the audience or participants
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Any regional preferences (e.g. Brazilian Portuguese vs European Portuguese)
Let your provider know how many people will need support in each language, as this helps with interpreter allocation and technical setup.
3. Type of interpreting
Not sure which you need? Your provider can advise, but if you know:
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Simultaneous interpreting – for large, time-sensitive events (e.g. conferences)
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Consecutive interpreting – for smaller, interactive sessions (e.g. meetings)
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Remote or on-site?
4. Agenda and speaker info
Provide a clear running order, including:
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Session titles and times
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Speaker names, job titles and nationalities
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Topic areas or special terminology they’ll cover
If there are panel discussions or Q&As, let the interpreting agency know in advance.
5. Reference materials
Supply as much as possible, as early as possible:
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Presentation slides or scripts
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Event programme or promotional content
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Glossaries, terminology guides or industry jargon
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Links to previous recordings or similar sessions
This helps interpreters prepare linguistically and contextually.
6. Technical setup and contact details
Clarify:
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Who’s managing the tech on the day?
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What equipment is being used (e.g. interpreting booths, headsets, relay systems)
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Whether rehearsals or tech checks are scheduled
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Who to contact on-site or online in case of last-minute issues
At Wolfestone, we always include a dedicated project manager and technical support.
Optional but helpful extras:
If relevant, include:
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Dress code or formality level
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Cultural considerations (e.g. sensitive topics or preferred forms of address)
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Any filming, recording or accessibility arrangements (e.g. live captions)
Briefing your translation and interpreting company properly is one of the most important steps in event planning, especially when you’re working across languages.
It improves clarity, reduces the risk of miscommunication, and sets your interpreters up for success.
Planning a multilingual event? Get in touch for expert advice and a free consultation.
