As you are aware, organizing events is not an easy task. It’s not just necessary to coordinate various tasks and parties, but if you’re doing this for the first time, it’s especially simple to feel bewildered or overpowered. This difficulty increases when another language is thrown into the mix. What is challenging to perform, however, need not be impossible. We offer some advice for organizing a multilingual conference below to maybe make the process a bit less frightening.

How to Plan an Event: 10 Step Event Planning Guide | Guidebook

1. Languages

Consider carefully how many languages you want to provide at your event. Make sure to specify the official language of the event—that is, the language that the majority of speakers will use—as well as the language or languages into which it will be translated—in your invitations. They must be able to communicate in the language that they are most at ease with if you want your participants to participate and engage.

2. Selecting the location

When dealing with conference interpreters, consider the size of the meeting space or conference location because you will need to make room for interpreting booths during the whole event. Although some locations already have these amenities, hotels and historical sites frequently need to hire equipment. In order for the interpreters to see the screen where the presentations will be presented, a simultaneous interpreting booth should be erected at the rear or side of the room.

If in doubt, always confirm whether the room you have in mind is appropriate with the rental business for event equipment or the translation company.

3. The best setup for your location

The key to creating better meeting setups is to have a thorough understanding of the many aspects of the conference itself. These factors comprise confirming the participant count, comprehending the demands of your clients, and assessing the resources at hand:

4. Technical Equipment

In order for your audiovisual equipment rental partner or translation service to have a clear understanding of what will happen, when it will happen, and where it will happen, share your conference agenda, the anticipated number of attendees, and the meeting room’s layout with them. They will then be able to offer the best equipment for your event.

5. Interpreters

How can you locate experienced conference interpreters? Even if you can search for them online by typing “simultaneous interpreters” into Google, hiring them through a language services business is the simplest and most appropriate option. For your event, these translation agencies can put together an interpreting team because they typically have a database of interpreters for various language pairings and specialties.


6. Conferencing documents

It’s more crucial than ever to prepare your presentations in advance when working in a multilingual environment. You will have adequate time to arrange for their translation for the attendees who are not fluent in the primary language. You could also get textual translation services from your interpreting business. You won’t need to contact that person anymore. Another benefit is that the agency can provide the interpreters access to all of your materials prior to the conference, better preparing them for the subjects and languages they will be working with.

7. Inform your speakers

The majority of speakers hate surprises. especially in regards to speaking in front of an audience. Don’t forget to notify them that the audience is bilingual and that some attendees will be speaking and listening through interpreters when you inform them. Give them some pointers on how to collaborate with translators so they may modify their delivery and pace for a multilingual setting.

8. Sound check

Before the commencement of your conference, perform one last comprehensive check. In light of this, you ought to think about the tools, interpreters, and speakers. Utilize the opportunity to inspect all tools: is the microphone on? Can the sound from the shown video be heard by the interpreters? Through the headphones, can you hear the interpreting? Make a checklist while you arrange the event, and make sure you cross everything off before the event starts.

How to Plan an Event: 10 Step Event Planning Guide | Guidebook


As a language solution provider, with extensive experience and deep understanding of many different languages ​​and cultures, TRANSCREATIO is confident to bring reliable translation solutions. No matter what type of translation or interpretation you need, we are committed to making your event a success.

  • Translating Company Materials, Proposals and Profiles
  • Translating Conference Materials
  • Interpreting Meetings/Conferences
  • Interpreter’s Equipment For Rent

With a group of experienced translators and interpreters in multiple languages and cultures, we promise to deliver the accurate translation and interpretation as per required. Contact us for in-time consultation at: Contact Us or our hotline: +84 936 063 012.

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