I N T E R P R E T A T I O N C O O R D I N A T I O N
A C H E C K L I S T F O R C I T Y D E P A R T M E N T S
Best practices to integrate interpretation into your event planning
1 . Plan and staff your event with your intended audience in mind
To set up your event , plan the appropriate logistics and staffing that will be needed for interpretation to go as smoothly as possible .
Start by doing the following : Identify your Limited English Proficient ( LEP ) audience ’ s points of participation and communication flow Identify how many interpreters are needed per language Contact a service provider to book interpreters for your event
2 . Prepare in-language outreach materials
Outreach materials should be translated in the target language ( s ) of your audience . Materials should include event and contact information , such as access information ( virtual / remote ) or address and location .
3 . Create an interpreter information packet
Send any relevant information to the interpreters as early as possible in advance of the event .
For example : √ Event details , including point of contact for interpreters , venue access , and check-in instructions √ Agenda , program , and run of show √ List of event host ( s ), speakers , panelists , and moderators √ Event materials , presentations , websites , scripts , or planned talking points √ Past relevant language glossaries if available , for term consistency √ Copies of in-language outreach materials used to promote the event
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