What to Think About When Booking an Interpreter

Booking an interpreter can feel like a bit challenging, especially if it’s your first time. You might wonder, “How do I find the right person?” or “What if I choose someone who doesn’t understand my needs?” These concerns highlight the importance of careful planning. 

However, with a bit of knowledge and preparation, you can make the process smoother and more effective. 

So, before booking an interpreter or interpretation equipment, take a look at some considerations mentioned in this blog. 

Why Choosing The Right Interpreter Matters Alot

Clear communication is crucial in a business meeting with guests from different countries. When an interpreter struggles with words, it can lead to misunderstandings. This confusion makes the meeting less effective. 

Key Factors To Consider When Choosing The Right Interpreter

1.Know The Language And Dialect You Need

It’s not enough for an interpreter to know the language. They must understand the specific jargon of your industry. 

• For healthcare events, they must know the medical terms. 
• For court proceedings or contracts, they must be familiar with legal languages. 
• They know well about the technical vocabulary for engineering or IT discussions. 

Make sure to understand your audience’s needs. Are your visitors coming to your country? Or are you travelling to their country and need an interpreter to join you? These details are important to get everything right.

2. Pick The Right Type Of Interpreting

Not all types of interpreting styles work for every event. The type of meeting or event you’re hosting will help you decide. 

2.1 Small Meeting

For one-on-one meetings or small group discussions, consecutive interpreting is ideal. It means the speaker pauses every few sentences, and the interpreter translates what was said. 

2.2 Large Meetings Or Conferences 

Simultaneous interpreting works best for events with many delegates or speakers in multiple languages. This type of interpreter translates in real-time. They often work in pairs, switching every 20 minutes to stay focused and sharp. 

• Guided Tours Or Factory Visits

Consecutive interpreting may work in these settings. However, if the environment is noisy or the group is large, a tour guide system with simultaneous interpreting is better. 

3. Plan For The Event’s Length

How long will your event or meeting last? If similar events have gone over schedule in the past, plan for extra time when booking your interpreter. It’s often cheaper to book for a longer time upfront than to pay overtime fees, which can be higher than regular rates. 

Also, remember to set aside time to brief your interpreter before the event begins. It will help them understand the context, key points, and any special terms they might need to know. A little preparation goes a long way. 

4. Do You Need Equipment? 

Sometimes, interpreting isn’t just about hiring the right person. You’ll also need special equipment for certain events to ensure everything runs smoothly. 

• Simultaneous interpreting: 

You’ll need items like headsets, microphones, and soundproof booths. These tools help interpreters work effectively without distractions. 

• Guided Tours: 

A tour guide system is essential if your event is in a noisy location or involves a large group. It includes portable devices that help interpreters and attendees hear clearly, even in challenging environments.

Having the right equipment makes a big difference, so be sure to plan for this if needed.

See Also: How Much Does It Cost to Hire Interpretation Equipment?

5. Provide Background Information

An interpreter’s job becomes much easier when they have the right context. Before the event, share as much information as possible: 

• Event Details: Let them know what the meeting or event is about. Is it a business meeting, a legal meeting, or a factory tour? 
• Materials: Share any presentations, agendas, or documents they might need to review. If your event includes technical or industry-specific language, this preparation will help them deliver accurate translations. 

6. Consider The Interpreter’s Experience 

Not all interpreters are the same. Some specialise in legal or medical fields, while others focus on business or tourism. Ensure the interpreter you hire has experience in the event you’re hosting. It will ensure they’re familiar with the terminology and setting. It leads to better results. 

Ask about their professional certifications, such as those from the Chartered Institute of Linguists (CIOL), to ensure quality. Also, ask about their qualifications, past assignments, and any other certifications they hold. 

Checklist for vetting an interpreter: 

• Relevant certifications 
• Years of experience 
• Positive client reviews 
• Familiarity with your event’s subject matter. 

A skilled interpreter knows how to make an event successful. 

7. Think About Cultural Sensitivity

Interpreters do more than translate words. They also bridge cultural gaps. A good interpreter knows both sides’ culture and ensures communication is clear and respectful. It’s important for business meetings or talks, where misunderstandings can cause big problems. 

For Example, in a diplomatic meeting, the word “compromise” was misinterpreted as “weakness” instead of “mutual agreement.”

8. Cost Of Interpretation Services 

The cost of hiring an interpreter depends on several factors, including: 

• The language and dialect required
• The duration of the event
• Whether special equipment is needed

While it might be tempting to choose the cheapest option, remember that quality matters. A less experienced interpreter might save money upfront but could lead to misunderstandings or errors that cost more in the long run.  

Here’s a quick breakdown of the average cost of interpretation services with equipment: 

9. Equipment Needed For Interpretation

If you’re hosting a large event, interpretation equipment is crucial. It includes: 

• Headsets and Receivers
• Sound Proof Booths
• Microphones

EMS Communications offers high-quality interpretation equipment to make your event as smooth as you want. 

10. Questions To Ask Before Booking 

When you book any interpretation service or equipment, you must ask these questions: 

• What is your experience in my industry?
• Are you familiar with the event’s format?
• Do you provide references or testimonials?
• What is your cancellation policy?

Final Thoughts 

Hiring an interpreter might seem like a small detail, but it can have a huge impact on the success of your event. By planning ahead and considering the factors above, you can ensure clear communication and a smooth experience for everyone involved. 

If you plan to choose the right interpreter, rent interpretation equipment, or organise your event, you can count EMS Communications as your trusted partner.  We bring expertise in over 60+ languages. Additionally, we provide industry-standard interpretation equipment like Bosch Integrus systems. 

Contact us today to make your next event a success.