Presentation Changes and Interpreting Handover: A Practical Guide by Role

Part 1. Planning and Session Lead

"Do not wait for the final version. Early access to provisional materials gives interpreters time to prepare."

• Share provisional versions early and in stages: Waiting until the final presentation file arrives leaves interpreters less time to analyse terminology and context. As AIIC recommends, send a draft or provisional copy as early as possible and clearly mark unverified figures and wording so interpreters do not have to guess.
• Supply context beyond the slides and a glossary: Following AICE guidance, provide the programme, speaking languages, interpreted rooms or booths, speaker list, the script the speaker will actually read, acronyms and background material. In a glossary, connect original terms, preferred spellings and explanations for institutional or product names that speakers frequently mention but that may not appear on screen.
• Control material security and access: Distinguish documents commissioned for translation from materials supplied for interpreting preparation. Assign an official storage location for each session and designate who may download the files so confidential material is not circulated indiscriminately through personal messaging.
• Set distinct handover milestones: Do not record only the presentation start time in the event schedule. Agree separate milestones with the interpreting team for the first delivery of materials, the deadline for final changes and the team briefing, considering preparation needs and confidentiality.

AIIC Asia-Pacific explains that slides, background materials and scripts help interpreters understand speakers' intentions and institutional terminology. AIIC France also recommends sending even provisional versions to the team through the organiser as early as possible.

Part 2. Technical and Broadcast Lead

"Replacing the playback file is not enough. Technical staff and interpreters must share the same version."

• Update the playback and preparation copies together: If a speaker changes a file on site, replace not only the broadcast and playback PC copy but also the interpreters' preparation copy with the same revision promptly.
• Discuss video and demonstrations technically in advance: AIIC France recommends consulting the interpreting team leader in advance about video or demonstrations. In addition, conduct a technical check before the session. Do more than confirm playback: check dialogue and captions, any additional speaker commentary, and the broadcast and listening routes for interpreted audio.
• Specify the details of each change: Do not merely send a replacement file. The technical lead and materials owner should identify changed slide numbers, old and new figures or institutional names, speaking context and video playback segments.

Part 3. Interpreting Operations and On-site Management

"An upload notification is not enough. Obtain an acknowledgment through a single liaison."

• Establish one liaison and require acknowledgment: Following AICE's recommendation, use one official point of contact between organisers and interpreters. Send the effective time and changed slides through that liaison rather than scattering updates among staff, and obtain the interpreting team's acknowledgment that it has received and checked the changes.
• Brief the team on Q&A interpreting and equipment: Interpretation direction can change in real time during questions. At the on-site briefing, check that speakers who need to hear foreign-language questions have working receivers, that questioners can be seen and that a microphone delivery route is available.
• Review outstanding last-minute information: After handing the final presentation and glossary to the booth, reconfirm video playback and the Q&A operating plan with the interpreting team leader. Promptly report and coordinate any unconfirmed changes with the responsible staff and interpreters to reduce information first encountered during the session.

Final check before use: Before the session starts, cross-check that the technical playback PC and interpreting booth have received the same revised presentation version and that the video and Q&A arrangements have been agreed in advance.