Conference interpretation

Information required by your consultant interpreter

A consultant interpreter (CI) is a professional conference interpreter who can organise a team of interpreters for you. He/she knows the other professional interpreters in the region and beyond, their language combinations, their fields of specialisation, their proximity to the venue of your meeting, and often, their availability. The CI will be able to prepare a cost estimate of interpretation services needed for your meetings and will relieve you of the time and trouble to contact each interpreter and negotiate terms and conditions. He/she will prepare contracts for the interpreters and ensure they are informed about the subject, agenda, timetable, logistics and other aspects of your meeting.

When you ask a consultant interpreter to provide you with a cost estimate for simultaneous interpretation services, he or she will need some information to ensure the quality of service.

1. The dates of the conference.

2. The exact conference venue.

3. The conference languages. Which languages will be spoken and into which languages interpretation will be required.

4. What proportion of speakers approximately will be speaking in each language.

5. The daily schedule of meetings. Are there non-working days during the conference? Send your programme, even if it is only provisional.

6. If the meeting is very technical, interpreters may need a briefing session with your speakers, in addition to the usual full documentation a few weeks ahead of the event.

7. How many meetings will be going on at the same time? Two or more concurrent meetings may require two or more teams of interpreters.

8. Are there built-in simultaneous interpretation booths at the venue? Do they conform to ISO international standards? Will you have to use mobile booths? Do you have an equipment supplier? If necessary, CIAP can recommend or contact one for you.

9. How many participants are expected at your meeting? You will need as many headsets as there are participants.

10. Will there be presentations with slides, OHP transparencies, films? If so, you will need a lapel microphone. Interpreters will need photocopies of the slides and transparencies and the sound track of films will have to be fed directly into their receivers.

11. What is the conference budget? Is it enough to provide the number of languages you have planned for? CIAP can advise you on the language requirements adapted to your needs.

Salma Tejpar-Dang &
Marie-Christine Streuli