EVENTODIT.
EDITABLE WORK DOCUMENT

Interpreter and Technical Team Presentation-version Check

Compare the interpreters’ material with the file the technical team will actually play. Record late replacements, missing video scripts and corrected terminology, then confirm when both teams received the change and when it takes effect.

Production, bookings and operations preparationSetup, rehearsal and final checks
WHAT THIS TEMPLATE HELPS YOU PREPARE

A session record of the presentation material and changes the speaker, technical team and interpreters will use.

File formats
English XLSX · CSV (UTF-8)
Version
2.0
Editorial review
24 Oct 2026
Use this for
Use from initial material collection through onsite changes. Files with the same name can contain different content, so record modification time, version and intended recipients.

When to use it

Use from initial material collection through onsite changes. Files with the same name can contain different content, so record modification time, version and intended recipients.

Receipt is not a guarantee of interpreting quality. Agree confidentiality, access and retention; do not distribute restricted material through public links.

Start with the guide: Presentation Changes and Interpreting Handover: A Practical Guide by Role

Fill in the template step by step

When to use it

At first interpreter distribution and every presentation change.

What to have ready

  • Session, speaker, language and submission schedule
  • Slides, scripts, video transcripts and terminology
  • Technical playback list and interpreter receipts

  1. For each session, record the material type, file version and people allowed to access it.

  2. Compare the actual playback file with the interpreters’ material, including changed pages and video passages.

  3. Send all changes through one materials owner. Record when the new file takes effect and which old file must be removed.

  4. Confirm both teams received the files and any necessary briefing, then have the session PM announce the version to use.

Worked example

Fictional example, not an actual event or supplier record

Eight columns · scroll horizontally to view the complete worked example.

Interpreter and Technical Team Presentation-version Check — fictional worked example
Session and material IDFile type, name and versionFinal status and what changedPerson distributing it and access permissionsFile the technical team will playInterpreter receipt time and change checkTime to use it and change briefingOutstanding checks and use approval
INT-01 / Fictional S1 keynoteS1_slide_v4.pdf / glossary_v2.xlsxFinal copy correcting 2 product names from v3.Session materials owner / restricted INT-S1 folderPlayback S1_slide_v4.pptx / PLAY-01 captureInterpreter lead received it at 2026-11-10 16:20 and checked both changes.Use 11-12 09:30 / terminology briefing 11-11 15:00Session PM matched PDF and PPT pages on 11-11. Distribution complete.
INT-02 / S2 presentation videoS2_film_v3.mp4 / script remains v1Video v3 adds a 40-second interview that is absent from the script.Speaker liaison requests revised script from producerTechnical team loaded v3 / playlist PLAY-v5Interpreters have only script v1 and cannot prepare for the new interview.Script due 11-11 17:00. Decide whether to include the video at 18:00.Content lead: keep the new video on hold until script v3 arrives.
INT-03 / S3 on-site replacementS3_slide_v6.pdf / 11-12 13:05Presentation at 13:30. Quantity in table 7 corrected; replaces v5.Single materials owner / CHANGE-06Technical team loaded v6 at 13:10 and removed the old file from the playlist.Interpreter lead received it at 13:12 and acknowledged the table 7 change.Briefed the change at 13:18. Use v6 from 13:30.Session PM checked both teams’ receipts at 13:20 and told the speaker to use v6.

Blank template preview

This preview shows a few rows. The downloaded file contains 24 prepared rows.

Eight columns · scroll horizontally to view the complete blank worksheet.

Interpreter and Technical Team Presentation-version Check — blank worksheet
Session and material IDFile type, name and versionFinal status and what changedPerson distributing it and access permissionsFile the technical team will playInterpreter receipt time and change checkTime to use it and change briefingOutstanding checks and use approval
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Check your completed template

  • Playback files and interpreter documents contain the same version of the content.
  • Late changes have a briefing record or a decision to keep them on hold.

What to pass to the next person

Use one session materials owner to distribute the same change record to the technical and interpreting leads.

Check before using this template

Agree interpreting equipment, team configuration and breaks separately; this sheet does not determine them.

Sources used to develop this template

EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.