Best Practices for Multilingual Event Planning: Virtual & In-Person
Multilingual event planning requires careful preparation to ensure all attendees can engage fully, whether your event is in-person or online. From understanding your audience’s language needs to coordinating with interpreters and technology, successful multilingual events rely on thoughtful organization. In this guide, we’ll walk you through the steps to execute both multilingual virtual event planning and navigating in-person events successfully.
Ready to make your next event fully accessible and engaging? Contact Avantpage to request a consultation or free quote.
Table of Contents
– Step-by-Step Guide to Planning for Multilingual Events
– 1. Gather Information About Your Attendees
– 2. Set Expectations for the Attendees
– 3. Inform the Interpreter(s) of Which Language and Dialects Will Be in the Audience
– 4. Coordinate With Your Language Service Provider Early
– 5. Translate Event Materials
– 6. Conduct Test Runs with Your LSP
– 7. Set Expectations at the Beginning of the Event
– 8. Capture Feedback at the End of the Event
– 9. Use the Feedback for the Next Event
– How Avantpage Supports Multilingual Event Planning
– We Provide On-Demand Event Interpreters
– Additional Language Support Services for Your Event
– Frequently Asked Questions About Multilingual Event Planning
Step-by-Step Guide to Planning for Multilingual Events
Planning an event is already a complex process, and accommodating audiences who speak different languages adds additional steps to ensure everyone can participate fully. This guide will walk you through best practices for multilingual event planning, so your attendees feel included, engaged, and confident throughout the experience.
#1 Gather Information About Your Attendees
Learn as much as you can about your attendees well before the event so you can give them the best experience. Ask questions about their language, including things like demographics and age. For example, if an attendee is a Chinese speaker, you’ll want to know the region that the person is from and their age. A 70-year-old man from New York City will require a different Chinese dialect than a 22-year-old woman from San Francisco. Collecting this information allows your language service provider (LSP) to select the best interpreters for your audience.
Tip: Ask attendees if they have accessibility needs, such as hearing or vision impairments, to ensure your event is fully inclusive.
#2 Set Expectations for the Attendees
Attendees may feel uncertain or uncomfortable before the event. Prepare them by sharing:
- Interpreter information
- Hardware/software requirements for virtual events
- Event agenda and structure
- Language or other limitations, if any
- Food, drink, and accessibility options
Providing this information in the attendees’ language well in advance is critical for engagement. Clear communication can set the tone for a successful multilingual event.
#3 Inform the Interpreter(s) of Which Language and Dialects Will Be in the Audience
Give the interpreter(s) the language and disability information you received from your attendees so the interpreter(s) will be as prepared as possible to address the audience. As we mentioned before, languages can have nuances that vary per region, so the interpreter(s) should speak in whatever language and dialect are most relevant to the audience. Also, the speaker may need to change the cadence of the speech.
#4 Coordinate With Your Language Service Provider Early
Start organizing with your LSP at least two weeks in advance, though more time is always better. Early coordination allows:
- Collection of attendee language and accessibility data
- Review of event content by interpreters
- Testing of IT and equipment for virtual events
- Handling last-minute changes smoothly
For multilingual virtual event planning, this step is even more critical to troubleshoot platform or connectivity issues before the event.
#5 Translate Event Material
Work with your LSP to have all materials translated into the necessary languages. This includes:
- Communication emails
- PowerPoint presentations
- Handouts, worksheets, and feedback forms
For virtual events, ensure digital materials are screen-reader friendly and accessible to attendees with disabilities. Have a plan for distributing hard copies or digital copies to participants in advance.
#6 Conduct Test Runs with Your LSP
Be prepared for the event! Run through whatever interpretation requirements you may have with your LSP. Test out the equipment, even if you can’t do it in the event’s facility. If possible, have backup equipment.
Doing test runs is even more important if the event is online, as you want to address any technical issues before the event. For virtual events:
- Test platform compatibility and audio/video quality
- Prepare backup equipment or systems
- Verify that interpreters and speakers are comfortable with online tools
Also, check in with your interpreters to verify that they’ve got everything they need.
#7 Set Expectations at the Beginning of the Event
At the start of the event, set clear expectations:
- Share your intention of inclusivity
- Explain language support and accessibility options
- Inform the audience of how to request assistance, if they need it
- Outline the agenda and how interpreting will work (simultaneous vs. consecutive)
Setting expectations should make the attendees feel more comfortable and engaged.
#8 Capture Feedback at the End of the Event
When the event ends, ask for positive and negative feedback on the event, language services, and technology. Ask the limited English proficient (LEP) participants and participants with disabilities how accessible the event was, and ask for specific ways to improve the services.
#9 Use the Feedback for the Next Event
Review the feedback with the necessary participants, from the speakers to the LSP to IT support, then take that feedback into consideration for the next event.
How Avantpage Supports Multilingual Event Planning
Avantpage provides expert support when planning for a multilingual event, with a focus on providing a suite of fully custom language access services:
We Provide On-Demand Event Interpreters
When you need to communicate with individuals with limited English proficiency (LEP) in real time, you need an interpreter. From determining the language to finding the right linguist, this can feel challenging — that’s where Avantpage comes in. Our interpreting services include:
- Over-the-Phone Interpreting (OPI): Get instant access to a qualified interpreter over the phone. Staff use a dedicated access number via a traditional phone line or our desktop/mobile app. OPI is ideal for communicating with LEP patients, providing government service information, or answering voter questions in multiple languages.
- Video Remote Interpreting (VRI): Prefer to see your interpreter? VRI allows visual communication and works well for medical appointments, hospital calls, business meetings, and more. Your team can select their language (including ASL) and reach an interpreter within seconds, ensuring everyone has access to important visual cues.
- In-Person Interpreting: For events, consultations, or high-stakes meetings, our in-person interpreters provide face-to-face language support. This is perfect for multilingual conferences, training sessions, legal consultations, and healthcare appointments where presence and personal interaction matter.
AvantInterpret — Our In-House Interpreting Software
AvantInterpret was designed to make connecting with qualified interpreters simple, secure, and fast. Through AvantInterpret, you can access our vast network of interpreters for OPI or VRI, giving you round-the-clock access in over 150 languages. This platform allows you to focus on the conversation, not logistics, whether it’s a one-on-one appointment, a community service interaction, or a virtual meeting.
Watch our explainer video about the AvantInterpret platform.
Additional Language Support Services for Your Event
Beyond interpreting, Avantpage provides comprehensive support to ensure your multilingual event runs smoothly and inclusively. For virtual events, our team offers platform setup and technical guidance, including testing audio, video, and simultaneous interpreting features, so your online attendees can participate seamlessly.
We also provide accessibility guidance, helping you accommodate LEP participants and attendees with disabilities by ensuring materials, communication channels, and event logistics meet their needs. By combining technical support with a focus on accessibility, Avantpage helps you deliver a professional, inclusive, and engaging experience for all participants.
We can also work with you to ensure all of your printed and digital materials are translated and are culturally appropriate. If needed, we can also provide desktop publishing services, which ensure your branding and formatting are adapted to your multilingual messaging.
We can provide the translation and localization of:
- Presentations
- Handouts
- Websites
- Advertisements
- Forms
- Surveys
- Member communications
Request a consultation or free quote to make your next multilingual event accessible, engaging, and seamless with Avantpage and AvantInterpret.
Frequently Asked Questions About Multilingual Event Planning
How much notice do I need for interpreters?
At least two weeks is recommended, but earlier is better for large events or those with attendees who will need accommodations in multiple languages.
Can you handle multiple languages simultaneously?
Absolutely! We provide simultaneous interpreting for multiple languages, both in-person and virtually.
How does virtual simultaneous interpreting work?
Interpreters work via a virtual platform with separate audio channels for each language. Attendees select the channel for their preferred language.
What types of events can Avantpage support?
Conferences, webinars, workshops, board meetings, educational events, and more — both in-person and virtual.
Make Every Guest Feel Understood, In Any Language
Effective multilingual event planning ensures that every attendee, regardless of language or ability, can engage fully. By combining translation, interpreting, and localization with thoughtful planning, your organization can improve engagement, accessibility, and attendee satisfaction.We’ve helped clients put on multilingual conferences, educational events, business meetings, and more. Whether your next event is in-person or virtual, Avantpage can help you deliver a smooth, inclusive experience. Call us today or request a free quote to get started.
