Budget for a conference with interpretation What information is needed?
I am organising a congress, can you send me a quote?
We often come across clients who wish to hire interpreting services for the congress they are organising and they write us an e-mail saying something like this:
Good morning:
We are organising a congress for X date and we would like to offer translation.
Can you send us a quotation?
If you are one of those who ask for a quote with an email like this, read on, this is of interest to you.
We know that our sector can be somewhat misterious and little known, but unfortunately, with these data we cannot offer a quote because there are many variables and factors that we must take into account and that influence the final price.
Here we explain all the data we will ask you for and why:
- Working languages. The client must be clear about the languages in which the speakers at the congress and the audience will speak. This determines what we call the language regime.
- Date and timetable: In addition to the dates, we need to know the working hours. Why? Because interpreters are not paid by the hour, but by conference slots (up to 1 hour of work), half-day (up to 4 hours of work) and full-day (up to 7 hours of work). The timetable also determines whether one or two interpreters are required.
- Modality of interpretation: consecutive, simultaneous, liaison… If you don’t know the differences, you can go here
- Conference subject: We interpreters specialise in a variety of subjects. If you indicate in advance the theme of the congress or, better still, the complete agenda, we will find the interpreters best suited to your area of specialisation.
- Is the congress 100% face-to-face or will there be a speaker or part of the audience connected online? The hybrid format is becoming more and more common and it is important to have all the necessary technical set-up in place to serve both the people present in the room and those who are connected via an online platform.
- If simultaneous interpretation is chosen, will the interpreting booth(s) fit in the room? If they do not fit, other alternatives are studied with the technicians, such as the use of adjoining rooms to install the booths, including a monitor so that they can see what is happening in the congress hall.
We understand that the organisation of a conference with simultaneous interpreting generates greater complexity, the need for coordination and can be somewhat overwhelming. At Código Lingua, we have a great deal of experience advising clients to ensure that their congresses, conferences, training courses or business meetings are a complete success. From small business meetings to the general shareholders’ meetings of large companies, we adapt to the requirements of each type of meeting with the best interpreters and technicians.
One last piece of advice, now for a medal of honour: Don’t leave the interpreting service for your congress to the last minute. Having enough time to manage the service well, book the interpreters’ and technicians’ agendas, and coordinate the whole set-up is essential for a satisfactory result for everyone.