Planning for a meeting involving simultaneous interpretation can be a daunting prospect, which is why we have put together a few pointers to assist you.

To help in preparing a quotation, we would request the following information:

• Where the meeting is being held
• The dates of the meeting
• Which languages you require
• The number of delegates attending
• The conference subject
• The room layout

The following points also need to be considered:

Interpretation documents

It is extremely helpful to the interpreters if we can provide the following information before the meeting begins: delegate list, agenda, and any presentations or slides that are going to be used during the meeting. This is especially useful when specific company terminology is used. Some companies produce an internal glossary and a copy of this is extremely helpful.

Interpreter co-ordinator

For teams of eight interpreters or more, Eurosis offers an interpreter co-ordinator to act as a contact point between you and the interpreters. This is a free service, -the only costs are accommodation, meals and travel.

Interpreter expenses

This all depends on where the meeting is being held and what time it will start. In the most expensive cases, accommodation, travel and subsistence would be required for all of the interpreters. However, we do have a large pool of interpreters based in many of the European countries and would try to book interpreters as close to the venue as possible, providing they have suitable experience in the conference subject. This reduces some of the associated costs, although for us to engage local interpreters, early confirmation is necessary. Technicians would also need accommodation and meals for the duration of the conference.

Social Interpreting

If you require additional interpretation during the conference, at dinner for example, the interpreters can provide this service, however we would need to know this in advance. Interpreters would charge an hourly rate for this.

Size of room

You need to ensure that there is ample space for the number of delegates to be seated, as well as space for the simultaneous interpretation equipment. For example, one booth occupies almost 2m x 2m, so if five languages were needed, a space 10m x 2m would be required just for the booths, and ideally a 2m gap needs to be left between the booth and the nearest delegate. If feasible, Eurosis will conduct a site visit to the proposed venue to ensure that the room is suitable for the comfort and safety of all participants. Alternatively, a floor plan with all pertinent dimensions would be requested from the hotel and a room layout would be prepared by one of our qualified technicians.

Installation time

Installation can take between 1 and 4 hours, depending on the size of the meeting and venue access. If the meeting is to begin at 0900, we usually prefer to install the evening before in order to have enough time to set-up and test the equipment fully. If the conference begins at lunchtime, installing in the morning gives us plenty of time.

Presentation equipment

For the presentation of information, some further equipment may be needed such as a screen, data projector or laptop computer. Eurosis can supply these items if required.

Recording/Transcription

Eurosis can record the conference in any of the languages used during the meeting onto cassette tape. Using a skilled transcription service alongside would provide a more thorough record and provide a log of who spoke at the meeting, as well as notes of relevant slides and terminology. Please note that if a recording of the interpreters' interpretation is made, a small copyright waiver fee will be applicable.

Translation

Oral interpretation differs from written translation. If you require the written translation of material before or after the meeting, this can be arranged with prior notice.

Confirmation

The earlier the better! This ensures that we have the largest pool of interpreters to choose from. This is especially pertinent if the meeting is being held overseas, where interpreters with certain languages combinations are more limited. An early booking means that any potential site visits and client meetings can be carried out in good time to ensure the meeting is a success.