Booking an interpreter involves more than finding someone who speaks the required languages. The format of the assignment, number of participants, subject matter and location can all affect the type of interpreting support you need.
A business negotiation, medical appointment and multilingual conference create very different demands. An interpreter who is well suited to one setting may not necessarily be the best choice for another.
Providing clear information from the beginning helps your language services provider select an interpreter with the appropriate experience, prepare them properly and make suitable arrangements for the assignment.
What is the difference between an interpreter and a translator?
Interpreters and translators both communicate meaning between languages, but they work in different ways.
A translator works primarily with written content, such as contracts, reports, websites and technical documents. They can research terminology, review the source material and revise the translated text before it is delivered.
An interpreter works with spoken or signed communication, usually in real time. They must listen to the speaker, understand the meaning and communicate it accurately in another language, often with very little time to pause or reconsider their wording.
Some language professionals provide both services, but translation and interpreting require different skills, working methods and preparation.
1. Identify the languages you need
The first step is to establish exactly which languages will be used during the assignment.
In some cases, naming the language is sufficient. In others, a particular regional variety may be important. You may also need to clarify whether interpreting is required in one direction or in both directions.
For example, a presentation may mainly be delivered in English and interpreted for an international audience. A meeting or interview, however, is more likely to involve a two-way conversation in which both parties need to understand and respond to one another.
Tell your interpreting provider:
- which languages will be spoken;
- which language each participant understands;
- whether communication will be one-way or two-way;
- whether several target languages are required;
- whether any regional language preferences are relevant;
- whether British Sign Language or another signed language is needed.
This information allows the provider to determine how many interpreters may be required and which language combinations they need to cover.
2. Choose the appropriate type of interpreting
Different interpreting methods are suitable for different situations. You do not necessarily need to know the correct professional term before requesting a quote, but you should describe how the event or conversation will work.
Your provider can then recommend the most appropriate format.
Consecutive interpreting
During consecutive interpreting, the speaker talks for a short period and then pauses while the interpreter communicates what has been said. The interpreter may take notes while listening, particularly when the speaker delivers longer sections.
Consecutive interpreting is commonly used for:
- business meetings;
- interviews;
- consultations;
- legal appointments;
- medical appointments;
- training sessions;
- site visits;
- press conferences.
Because the speaker and interpreter take turns, consecutive interpreting adds time to the conversation. This needs to be taken into account when planning the schedule.
Simultaneous interpreting
In simultaneous interpreting, the interpreter listens and interprets almost at the same time as the speaker continues talking. The audience hears the interpretation through headsets or an online language channel.
This format is often used for:
- international conferences;
- seminars;
- large meetings;
- multilingual training;
- formal presentations;
- international arbitration;
- hybrid and virtual events.
Simultaneous interpreting places a high level of cognitive demand on the interpreter. Longer assignments therefore commonly require a team of interpreters who can rotate while maintaining continuity and quality.
Depending on the event, simultaneous interpreting may also require soundproof booths, microphones, receivers, headsets or specialist remote-interpreting technology.
Whispered interpreting
Whispered interpreting, sometimes called chuchotage, is a form of simultaneous interpreting used when only one or two people require support.
The interpreter sits close to the listeners and quietly interprets while the speaker continues talking. It can be useful in smaller meetings or events where most participants understand the main language and providing full simultaneous-interpreting equipment would be unnecessary.
It is less suitable for long sessions, noisy environments or situations in which several participants need to hear the interpretation.
Liaison interpreting
Liaison interpreting supports relatively short, interactive conversations between people who speak different languages. The interpreter normally works in both directions, allowing participants to ask questions, respond and discuss the subject naturally.
It may be appropriate for:
- business negotiations;
- factory or site visits;
- inspections and audits;
- delegation visits;
- informal meetings;
- exhibitions and trade events;
- interviews.
The interpreter may accompany the client between different locations, which is why this service is also sometimes described as escort interpreting.
Telephone and video interpreting
The interpreter does not always need to attend in person. Telephone and video interpreting can connect participants in different locations and may be particularly useful for short-notice appointments, dispersed teams or conversations where travel would be impractical.
Telephone interpreting can work well when visual information is not essential. Video interpreting provides additional visual context and may be more suitable when facial expressions, documents, demonstrations or signed communication form part of the conversation.
For larger virtual or hybrid events, a dedicated remote simultaneous interpreting platform may be required.
Asian Absolute provides telephone, remote, simultaneous and whispered interpreting services, alongside specialist interpreting support for medical and legal settings.
3. Explain the purpose and setting of the assignment
Simply requesting “an interpreter for a meeting” does not give the provider enough information to make a well-informed selection.
Describe what will happen and why the participants are meeting. An interpreter supporting a routine company visit will face different expectations from one working during a medical consultation, court matter or technical presentation.
Useful information includes:
- the purpose of the assignment;
- the industry or subject;
- the number and roles of the participants;
- whether the conversation will be formal or informal;
- whether presentations, demonstrations or documents will be involved;
- whether the interpreter will need to move between locations;
- whether any part of the discussion is confidential or sensitive.
The more context you provide, the easier it is to match the assignment with an interpreter who understands the environment and its terminology.
4. Look for relevant subject-matter experience
Fluency in both languages is essential, but language ability alone may not be enough for a specialised assignment.
An interpreter working in healthcare, law, engineering or finance may need to understand sector-specific terminology and the way professionals communicate within that environment. In some settings, familiarity with established procedures and professional expectations is particularly important.
You should therefore tell the provider about any:
- technical terminology;
- product names;
- legislation or regulations;
- medical procedures;
- legal processes;
- industry abbreviations;
- internal company terminology.
This does not mean the interpreter must already know every term that may arise. Experienced interpreters prepare before an assignment. However, the provider needs to understand the level of specialisation involved so that it can select an appropriate professional and allow enough time for preparation.
5. Decide whether the interpreter should attend in person or remotely
On-site interpreting is often the most suitable choice when the interpreter needs to observe the room, follow physical demonstrations, read body language or move with participants between different locations.
Remote interpreting can be more practical when:
- participants are based in several countries;
- the appointment is relatively short;
- travel would cause unnecessary delay or expense;
- support is required at short notice;
- the event is already being held online;
- access to a suitable local interpreter is limited.
The decision should not be based on convenience alone. You should also consider privacy, sound quality, internet stability, the number of participants and the complexity of the discussion.
For a confidential or highly technical meeting, the provider may recommend a secure platform, a technical test or additional equipment. For a large hybrid conference, remote interpreters may need access to the presentations, speaker audio and dedicated language channels.
6. Provide reference materials in advance
Preparation can make a substantial difference to the quality and consistency of an interpreted conversation.
Even a highly experienced interpreter cannot anticipate internal terminology, unfamiliar product names or information that is unique to your organisation. Materials supplied in advance allow the interpreter to research terminology and understand the subject before the assignment begins.
Depending on the situation, useful materials may include:
- an agenda or schedule;
- speaker names and job titles;
- presentations and handouts;
- previous meeting notes;
- product information;
- technical specifications;
- glossaries and terminology lists;
- relevant websites;
- scripts or speeches;
- maps and site plans.
Reference materials should be provided as early as possible, particularly when the subject is technical or the event includes several speakers.
If documents contain confidential information, discuss the appropriate method of sharing them with your provider.
7. Confirm the timing and practical arrangements
Give the provider accurate start and finish times, including any registration periods, briefing sessions, breaks or travel between venues.
For consecutive interpreting, remember that the interpreted conversation will usually take longer than a meeting conducted in a single language. Speakers need to pause regularly, allowing the interpreter to communicate each section.
For simultaneous interpreting, the provider may need to consider:
- the duration of the event;
- the number of interpreters;
- booths or suitable working spaces;
- microphones and headsets;
- sound checks;
- online platform access;
- technical support;
- language channels;
- breaks and interpreter rotation.
Avoid assuming that an interpreter can simply join the event and begin without preparation. Even relatively straightforward assignments benefit from time for introductions, a short briefing and confirmation of how the session will be managed.
8. Discuss sensitive, accessibility or confidentiality requirements
Some assignments involve personal, sensitive or potentially distressing information. Others may include safeguarding, religious, cultural, privacy or accessibility considerations.
Tell the provider about these requirements at the enquiry stage rather than waiting until the day of the assignment. This allows them to select an interpreter who is comfortable and appropriately experienced in the setting.
Depending on the circumstances, you may need to discuss:
- confidentiality arrangements;
- security clearance;
- safeguarding requirements;
- accessibility needs;
- the age or vulnerability of participants;
- sensitive medical or legal subjects;
- relevant cultural considerations;
- a justified request concerning the interpreter’s gender.
These matters should be handled carefully and professionally. Providing context helps the provider understand whether a request is necessary and how it can be accommodated.
9. Brief the speakers and participants
The interpreter is not the only person who needs to prepare. Speakers and other participants should understand how to communicate through an interpreter.
For consecutive interpreting, ask speakers to:
- use reasonably short sections;
- pause regularly;
- avoid talking over other participants;
- explain unfamiliar acronyms;
- allow time for the interpretation before moving on.
For simultaneous interpreting, speakers should:
- speak clearly and at a controlled pace;
- use the microphone at all times;
- avoid reading rapidly from a script;
- provide presentations and prepared speeches in advance;
- explain videos, charts or demonstrations that may be difficult to follow through audio alone.
Participants should address one another directly rather than speaking about each other in the third person. For example, “When did you arrive?” is clearer and more natural than “Ask her when she arrived.”
The interpreter will communicate the message between the participants, but they are not a substitute decision-maker, advocate or additional party to the conversation.
Information to provide when requesting an interpreter
When contacting an interpreting provider, try to include the following details:
- the required languages;
- the date, time and expected duration;
- the location or online platform;
- the purpose of the assignment;
- the number of participants;
- the subject matter;
- the proposed interpreting format, if known;
- whether the conversation is one-way or two-way;
- any technical equipment required;
- any sensitive or specialist requirements;
- the reference materials available;
- the name of the main contact on the day.
You may not have every detail confirmed when you first enquire. Sharing what you already know will still help the provider ask the right questions and recommend a suitable approach.
Book interpreting support as early as possible
Experienced interpreters with the right language combination and specialist knowledge may not always be available at short notice, particularly for less common languages, complex assignments or events requiring several interpreters.
Booking early also leaves more time to organise equipment, share reference materials, perform technical checks and resolve any practical issues before the event.
Asian Absolute can help determine which type of interpreting is suitable for your meeting, event or appointment and select interpreters according to the languages, setting and subject involved.
Contact us to discuss your interpreting requirements and request a quote.