If you have been organizing international events for a while, you will know that there is a wide range of interpreting services for different events, from large agencies to freelance interpreters. You'll also know that finding the right interpreters for your conference is key to making sure the whole event works.
So here are 4 things to keep in mind whenever you change interpreting providers or hire one for the first time.
Spot the warning signs of a bad supplier
Every interpreting agency and freelance interpreter will have their own way of doing business, but some of these internal policies are simply there to protect their interests rather than yours.
For example, some conference interpreting providers may prohibit you from communicating directly with the interpreter assigned to the event before it begins.
Any good event planner knows that sharing guidelines is vital to the success of an event. It is therefore worth asking yourself whether it is really in your best interest to have to go through an intermediary and rely on them to convey information accurately and completely.
If your provider insists on keeping your interpreters' contact information secret and if, until the last minute, refuses to even tell you which interpreters they are using, seriously consider going elsewhere.
Moreover, if every time you get in touch with the supplier you get the impression that you are dealing with a different person, this should ring another alarm bell. In fact, high-profile suppliers dedicate a totally dedicated contact person to each client who can manage the process in its entirety and oversee the quality of the project.
Another, more subtle, cause for alarm is the quick quote. It might seem that a vendor who provides you with an instant quote is making your life easier and saving you time, but he or she is also communicating to you a very precise approach to the work that probably does not take into account the necessary degree of customization, and therefore quality, that your project requires.
Your event is unique. You will have specialized content, a specific audience, and your own set of KPIs to meet. Because of this, the interpretation service delivered at your event will also be unique. It makes sense, then, that vendors need some time to build the right momentum and put together a price that is as unique as your event.
Understand the restrictions and remove the ones that hurt you
Even the best interpretation providers are likely to have some restrictive clauses in the contracts they offer. If you have chosen an agency, don't be surprised if you find among the clauses a prohibition on contacting conference interpreters directly for a certain period of time. Also, it is not unusual for event interpreting providers to require exclusive arrangements.
No condition is wrong per se, but you should ask yourself which ones are right for you. It might be worth asking yourself, for example, whether you should be able to hire the interpreters you liked directly. You might also want to have a clause that allows you to request a different interpreting team for future events or different equipment.
Remember, you are the buyer and it is up to you to decide which conditions are worth accepting and which are not for you.
How to manage interpreters during an event
There are basically three ways to manage interpreters during an event. Either you identify and manage each interpreter yourself, or you call a consultant to create and manage the team, or you book through an agency. There are no wrong answers, but each solution has its pros and cons.
If you hire interpreters directly for your event, you get a short chain of communication, i.e., you get to speak (and instruct) the interpreters directly. This is also often the cheapest option. However, it is also the easiest way to waste time and make mistakes. In fact, you will have to personally set out to find the interpreters and check for yourself that they are good enough and suitable enough for the type of event you plan to hire them for.
Hiring a consultant, on the other hand, means giving someone else the task of building the interpreting team on your behalf. The consultant becomes your sole point of contact, so you still manage to maintain a short chain of communication. The disadvantage is that a single intermediary is unlikely to be able to offer you the same coverage as an agency, since they can rely on a narrow and, by necessity, limited network of contacts.
Of all the solutions, agencies are best at doing work in niche areas or handling large-scale projects. The most obvious advantage is their ability to find many interpreters covering many languages, in a short period of time. Working with an agency also means simplifying the entire process, including the payment process. One agency, in fact, amounts to one invoice. The disadvantage is that the communication chain is longer. Indeed, it may be complicated to make direct contact with the interpreters who will be working on your event.
Fortunately, not all agencies are created equal and some, including
Congressi Internazionali , they root out this problem by assigning you an account manager totally dedicated to meeting your needs. An account manager oversees the entire project, making sure that everything goes smoothly and will intercede for you just as a consultant would, with the major difference being that he or she can rely on teams and resources of a far greater magnitude.
Marketing Team Congressi Internazionali
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