Common mistakes when booking interpreters
Over the years the same handful of mistakes come up again and again. None of them are catastrophic on their own — but together they turn a well-planned event into a stressful one. The seven most common patterns:
1. Booking too late. Good conference interpreters are typically booked out several months in advance, especially in earnings and AGM season. Anyone starting the search two weeks before the event is choosing from whoever happens to be free — that's not selection, it's residue.
2. Only one interpreter for a full day. Concentration drops after about 20–30 minutes at the microphone. One interpreter over four to eight hours = quality freefall. Two per language and booth is the professional standard, not a luxury package.
3. Providing no preparation materials. "The interpreter will figure it out on the day" is a myth. Terminology, speaker style, names and numbers all need to be prepped. Slides, speaker notes and a glossary transform quality — and NDAs solve any confidentiality concerns.
4. Overloading the agenda. Simultaneous interpreting is exhausting. Twelve-hour days without breaks damage the delivery. Sensible programmes include breaks — including for the team in the booth.
5. Cheap technology. A booth from the internet marketplace, a headset from the local rental shop — and half the audience hears static. Booth quality, headset quality and audio routing decide the audience experience. Save money elsewhere.
6. Ignoring the hybrid setup. Streaming just plus interpreting minus rehearsal equals disaster. Hybrid needs its own choreography: audio routing, camera cues, backup lines, tech support.
7. No single point of contact. If four vendors are all "in charge," nobody is. Decide up front who coordinates on the day — normally the head interpreter, alongside the stage director.
The good news: every single one of these mistakes is avoidable — with early lock-in, a serious team and clear responsibilities. That's exactly the point where we usually come in.