# Event interpreting and live-captioning supplier brief

Copy and edit this worksheet for each event. Ask each supplier to confirm the scope and technical route. Spoken-language interpretation, sign-language interpretation, live captions, assistive listening and captions for a later recording are separate services. Do not assume one booking supplies the others.

## Event and contacts

- Event, date and local time zone: [ ]
- Format and platform / venue: [in person / online / hybrid; location and link]
- Organizer decision owner and live contact: [ ]
- AV lead and incident channel: [ ]
- Accessibility contact and private request route: [ ]
- Final programme / slides / terminology owner: [ ]
- Date suppliers will receive final materials: [ ]

## Session-by-session service map

| Local time / room | Speaker and source language | Spoken target language(s) and mode | Live captions: language and provider | Speaker/audio feed owner | Audience listening or reading channel | Materials/glossary sent? | Rehearsal and live contact | Change / fallback decision |
|---|---|---|---|---|---|---|---|---|
| [ ] | [ ] | [simultaneous / consecutive / none] | [ ] | [ ] | [headset / stream channel / screen / personal link] | [ ] | [ ] | [ ] |

Specify which sessions, breakouts, questions and audience microphone paths are included. Confirm actual audience language and access requests privately with the organizer; do not publish identifiable accommodation information in this worksheet.

## Supplier and AV confirmation

| Question | Spoken-language interpretation supplier | Live-captioning supplier | Organizer / AV confirmation |
|---|---|---|---|
| Personnel, qualifications and subject familiarity | [ ] | [ ] | [ ] |
| Source language and delivered language/variant | [ ] | [ ] | [ ] |
| Scheduled coverage, breaks and changes | [ ] | [ ] | [ ] |
| Microphones, mix-minus/audio path and remote connection | [ ] | [ ] | [ ] |
| Headsets, app/stream channel, screen or caption link | [ ] | [ ] | [ ] |
| Presenter slides, names, acronyms and glossary | [ ] | [ ] | [ ] |
| Rehearsal: room, time, owner and pass/fail decision | [ ] | [ ] | [ ] |
| Live incident contact and agreed fallback | [ ] | [ ] | [ ] |
| Recording, transcript/caption file and retention scope | [ ] | [ ] | [ ] |

## Acceptance and attendee communication

- How an attendee finds/selects each language channel: [ ]
- How attendees receive and read captions, including sightline or personal-device path: [ ]
- Person who verifies the actual output before doors/opening: [ ]
- What to tell attendees if a channel fails, and who approves that message: [ ]
- Live issue log location and owner: [ ]
- Supplier deliverables accepted / exceptions / follow-up owner: [ ]

This is an operational handoff, not a legal or accessibility compliance certificate. Check the actual platform, venue, participant needs and local requirements with qualified people.