Describe how the meeting will work
Explain whether the event is a negotiation, training session, site visit or conference, whether participants join remotely and how listeners will receive interpretation. Consecutive and simultaneous assignments require different arrangements for equipment, platforms and working conditions.
Provide preparation material
Share the agenda, slides, scripts, participant names, specialist names and background early. Agree confidentiality for sensitive content and notify the project contact of late additions or changes.
Plan on-site coordination
Agree start and finish times, change notifications, speaking arrangements and an on-site contact. Test audio, connections and channels for remote events. Interpreting does not automatically include equipment hire, technical staffing or minutes.
A checklist for your brief
- Language direction, format and schedule
- Agenda, scripts and subject background
- On-site or remote testing arrangements
A common question
Can materials be supplied only when the meeting starts?
Provide them earlier wherever possible. Late material reduces preparation time; confidential documents can still be shared through an agreed access and confidentiality arrangement.
This guide supports project preparation and communication; it does not replace legal, financial or specialist technical advice. Service scope, recipient requirements and delivery arrangements must be agreed for the specific project.
