Ask about language before the meeting
Invite participants to state their preferred working language and format. Do not infer language from a name, nationality or location. Ask whether a written introduction would help, and confirm whether any interpretation or accessibility support is actually available through the responsible organiser.
Make unfamiliar terms discussable
Ask a contributor to explain how a term is used in their own working environment. A familiar translation can conceal differences in role, process or convention. Keep the original term alongside a plain explanation when that makes the discussion more precise, and mark interpretations that need review.
Review attributed wording
If a contribution will be translated or quoted, agree how the contributor can check its meaning and representation. Do not present an unreviewed translation as an approved technical instruction. A discussion about terminology should preserve the limits and qualifications attached to the original account.
Agree the practical arrangement
State the date, time zone, expected duration and channel clearly. Discuss how notes will be handled and whether participants consent to recording or publication. Language arrangements are part of a proposed exchange, not a promise of a translation service or an already scheduled programme.