Verband der Konferenzdolmetscher im Bundesverband der Dolmetscher und Übersetzer e. V.

Professional conference interpreters will ask the organizer for preparatory material to study well in advance of the event. By forwarding such documentation, the organiser makes an indispensable contribution to the preparation, and therefore, to the ultimate success of the event.

Useful documentation

• General information on the event: venue, date and time, number of participants, etc.
• General preparatory documentation: background information on the companies or people involved, agenda, list of speakers, biography of speakers, special customer terminology, information on negotiating parties, etc.
• Special preparatory documentation: PowerPoint presentations, abstracts, speech scripts, handouts (in different languages), documents (contracts/agreements that might be referred to), press releases, product brochures (possibly data sheets, other technical documentation), etc.
• Documents that will be read aloud
• Minutes of previous meetings, correspondence, draft contracts, etc.
• Relevant visual and audio material and accompanying scripts, etc.

In some circumstances, a rehearsal or a briefing with conference organisers, interpreters and speakers in advance is recommended.
Generally, a team leader of the interpreting team ("chef d'équipe") is assigned for the purpose of maintaining contact with the organiser during the event to ensure a smooth process.