Interpreting mistakes event managers make can cause embarrassing delays and misunderstandings at multilingual events. Imagine this: you’re managing a major conference, and everything seems on track — until the keynote speaker takes the stage, and the interpreters aren’t ready. They’ve received the wrong slides, the tech hasn’t been tested, and now everyone is waiting. This scenario happens more often than you think, and it’s preventable.
Let’s uncover the top five interpreting preparation mistakes event managers still make — and how to fix them before showtime.
1. Underestimating linguistic complexity
Corporate and political agendas often introduce last-minute industry jargon, brand-new product names, or sensitive legal terms. Many interpreters repeatedly flag “insufficient advance terminology” as a leading cause of stress and errors on site.
Fix – Circulate every draft deck, script, and video at least ten working days in advance, and ask each speaker for a one-page terminology brief. Build a shared glossary in collaboration with your language partner, not in isolation.
2. Booking interpreters too late
Professional conference interpreters are typically booked six to eight weeks ahead for peak seasons. Slator’s analysis of the ISO standard notes that service quality hinges on “early, structured engagement between organiser and provider”.
Fix – Lock the interpreting team the moment your venue is confirmed. Agree on working hours, relay-language needs, and booth rotation before the agenda is final.
3. Overlooking technology rehearsals
Hybrid and fully remote formats add layers of risk – from unstable Wi-Fi to poorly calibrated microphones. That can possibly lead to many problems, including conference delays.
Fix – Schedule a full technical walkthrough 48 hours before go-live. Include interpreter log-ins, hand-off protocols, and a fail-over audio channel. Make one person – not the whole AV crew – accountable for interpreting tech.
4. Providing inadequate reference materials
CSA Research points out that buyers who supply “rich contextual information” achieve measurably higher audience satisfaction scores. Yet managers still assume that an agenda alone will do.
Fix – Bundle your prep pack: biographies, slide decks, videos, prior meeting minutes, pronunciation notes, and any AI-generated captions you intend to display. The more context, the more persuasive the interpretation.
5. Neglecting audience experience
Interpreting isn’t just for the front row. ATC’s event-planner guidelines remind organisers that multilingual support should be visible, intuitive, and accessible across the entire venue.
Fix – Map headset pick-up points to footfall, place QR codes for remote channels on every badge, and brief ushers to assist non-native guests first. Treat language access as a VIP service, not an afterthought.
The takeaway
Conference interpreting succeeds when preparation is treated as a shared, time-boxed project – not a line item. Avoid these five traps and you’ll protect your speakers’ messages, your brand reputation, and your bottom line. Your multilingual audience will notice and so will the C-suite.
Want your next multilingual event to run smoothly and make an impact? At Translators Family, we’ve supported international conferences across Europe for over a decade with interpreters who prepare, adapt, and deliver efficiently.
Schedule a free 15-minute consultation to discuss your agenda and make sure your message lands with every audience, in every language. Email: mail@translatorsfamily.com Call: +447578981792
by Oleg Semerikov, CEO of Translators Family