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What documents to send interpreters before an event
Preparation documents help interpreters understand subject matter, names, titles, acronyms, institutional context, and the rhythm of the meeting before they are live.
On this page
Checklist
- Agenda, run of show, and session timing.
- Slide decks, speeches, speaking notes, or backgrounders.
- Names, titles, organizations, acronyms, and terminology.
- Confidentiality, security, or public-sector context that affects preparation.
Common risks
- Interpreters receiving slides only minutes before the event.
- Acronyms or names used without context.
- Technical or legal terminology not shared in advance.
- Final agenda changes not communicated.
What America Interpretation can handle
- Preparation review and interpreter briefing.
- Terminology and context questions before the event.
- Secure handling of sensitive preparation materials.
What organizers should prepare
- Send materials as early as possible.
- Flag confidential or embargoed documents.
- Identify last-minute updates clearly.
Related guides
How to prepare speakers for interpretation
A practical speaker-preparation checklist for bilingual and multilingual meetings with simultaneous interpretation.
Zoom interpretation checklist
Checklist for Zoom meetings with simultaneous interpretation, language channels, sound checks, and remote speakers.
Microsoft Teams interpretation checklist
Planning checklist for interpreted Microsoft Teams meetings and events with remote or hybrid participants.
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