Organizing simultaneous interpretation for an international conference is an operational sequence that begins months in advance. Unlike single-speaker AV setups, simultaneous interpreting combines specialized human cognitive limits with precise acoustic engineering.
The 4-Stage Operational Timeline
Stage 1: T-60 to T-30 Days (Language Matrix & Staffing)
- Map the language matrix: Identify all source and target language pairs. Determine if direct pairs exist or if pivot relay booths are necessary.
- Apply standard staffing quotas: Minimum 2 interpreters per booth for sessions over an hour; 3 per booth for multi-day events.
- Lock in confirmed teams: Send formal option offers with clear call times and cancellation indemnities.
Stage 2: T-14 Days (Venue & ISO Clearance)
- Verify booth positioning: Ensure mobile booths (ISO 4043) have direct sightlines to the podium and screens, at least 2 meters rear clearance for technician access.
- Check delegate receiver math: Calculate headcount + 10 to 15 percent buffer for walk-ins and battery replacements.
Stage 3: T-3 Days (Document Briefing & Glossaries)
- Dispatch briefing packs: Send slide decks, speaker biographies, and specialized terminology glossaries to the interpreter roster.
Stage 4: Morning of Event (Sound Check & Run Sheet)
- Deliver AV Run Sheets: Hand physical channel matrices to the sound engineer, confirming transmitter frequencies and relay pivot bus patching.
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