In more than 30 years, we have organised countless interpreting teams for in-person, hybrid and virtual events and advised many clients working with conference interpreters for the first time. Here are the key points with which you, as the organiser, can improve the quality of the interpretation.

Looking for interpreters for your event? Everything about assignments, procedure and requests can be found on the conference interpreters page.

Interpreter or translator?

Clients often ask for translators when they actually need interpreters. Interpreting is oral language mediation, translation is written. For your event, you therefore need interpreters.

1. Send documents in good time

Even experienced conference interpreters prepare for every event, because every industry has its own terminology. As the interpreters may be working elsewhere in the days before your event, please send the documents at least two weeks before the start:

• programme, list of participants, contact persons and meeting point on site
• presentations, speeches and briefing notes
• minutes of previous meetings, existing glossaries
• videos that will be shown – a low resolution is sufficient

Which other documents help is explained on the preparatory material page.

2. Ensure good sound and a clear view

Poor sound always means extra strain for the interpreters, whether on site, hybrid or virtual.

• Set up the booths so that the interpreters can see the speakers and presentations clearly. Facial expressions and gestures are part of the interpretation.
• At hybrid and virtual events, all speakers should wear headsets. Only then does the distance to the microphone – and thus the volume – remain constant.

More on set-up and location on the interpreting booths page.

3. Plan breaks

Simultaneous interpreting requires the highest level of concentration. A working day usually comprises 8 hours of attendance and 6 hours of actual interpreting time for a team of two. If these are exceeded, overtime fees apply or a team of three is needed. At hybrid and virtual events, the limits tend to be lower, as such events are often compact with few breaks.

This schedule has proven successful for international events:

• Morning: two blocks of 90 minutes with a 30-minute coffee break
• One-hour lunch break
• Afternoon: two blocks of 90 minutes with a 30-minute coffee break

Not only the interpreters will thank you for it. More on daily fees and overtime under fees.

4. Clarify recording and streaming early

The copyright in the interpretation belongs to the interpreters. If it is to be recorded or streamed, they grant a right of use. An additional half daily fee per day and interpreter is customary for this. Please tell us when you enquire whether the event will be recorded or streamed. See interpreters' copyright.

5. Tell us as much as possible about the event

The more we know about your event, the better we can assess your need for interpreters and equipment. The information we need for a quote is listed in the frequently asked questions on the Interpreting page. We will be happy to sign a non-disclosure agreement beforehand.

We will be happy to advise you on interpreting services and conference technology. There is a reason why our name is SIM – CONSULT.

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