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4 Keys when Changing Event Interpreting Suppliers

By: Jonathan Downie    Date: February 2, 2017

If you have been organising international events for a while, you will know that there is a wide range of different event interpreting services, from big agencies, to individual interpreters. You will also know that getting the right interpreters for your conference is a vital part of making sure that the whole event works for every attendee. Here then are 4 issues you should bear in mind whenever you are changing interpreting suppliers or hiring one for the first time.

 

  1. Spot the warning signs of a bad supplier

Every interpreting agency and ever consultant interpreter will have their own standard ways of doing business but a number of these internal policies are simply there to guard their interests, rather than being there for your benefit.
A prime example is that some conference interpreting suppliers will ban you and the interpreters from speaking directly before the event starts. All good event managers knows that having short lines of communication is vital for the success of any event. It is therefore worth asking yourself whether it is really in your interests to have to go through a middle-person and rely on them relaying information accurately and completely, every time you have information to pass on.

 

Every interpreter in the business will have had occasions where they could not deliver the very best service because they were not given the right information at the right time. If your supplier is insisting on keeping the contact details of your interpreters secret and refuses to even tell you which interpreters they are using until the last minute, it is worth looking elsewhere.

 

A similar red flag should be raised if it seems that you find yourself dealing with someone different each time you talk to or email your supplier. You should have a single point of contact who manages the whole process.

 

One last, and more subtle red flag, should be raised if you come across a conference interpreting supplier who is happy to give you an instant quote for any job. Sure, it might seem that it makes your life easier and saves time but it tends to be a sign of a box-ticking approach to delivering service.

 

Your event is unique. You will have specialised content, a specific audience and your own set of KPIs to fulfil. For that reason, the interpreting delivered at your event will be unique too. It makes sense then that excellent suppliers will need a little time to build the right time and put together a price that is as unique as your event.

 

  1. Understand restrictions and eliminate those that are bad for you

Even the very best interpreting suppliers will likely have some restrictive clauses in any contracts they offer. It is common to see bans on contacting conference interpreters directly for a period of time, if you chose an agency to supply them for your event. It is also not unusual for event interpreting suppliers to ask for exclusivity deals and for conference interpreting equipment suppliers to work exclusively or semi-exclusively with a single booth manufacturer.

 

None of these, on their own, are wrong but it pays to ask which ones are right for you. It may be worth asking, for instance, whether you should be able to hire interpreters directly if you liked them but weren’t pleased with how their services were managed. You also may wish to have a clause allowing you to request for a different interpreting team for future events or different equipment.

 

Remember, you are the buyer and it is up to you to decide which restrictions are worth allowing and which will get in the way of delivery.

 

  1. Understand the strengths of the three main event interpreting solutions

There are three ways to manage event interpreters. Either you locate and manage each interpreter yourself, or you call in a consultant to create and manage the team or you book through an agency. There are no wrong answers but each solution does have its pros and cons.

 

If you hire interpreters for your event directly, you get a short chain of communication and you grow to know your team really well. This is often the cheapest option too.  However, this comes at the cost of having to spend time finding interpreters and somehow checking that they are good enough and then doing the admin to pay them all!

 

Hiring a consultant gives you contact with someone whose job it is to build the team for you and who has most likely worked with most, if not all of the team before. Their prices are often cheaper than agencies. They become your single point of contact and so you still get to keep a short chain of communication, especially if, as usually happens, they are actually interpreting as well as consulting. The disadvantage is that they may not have the same coverage as an agency and so for complex jobs, an agency could be better. Their team might also be busy just at the time when you want them.

 

Of all the solutions, agencies are the best at doing large-scale jobs. Their advantage is usually found in their ability to find lots of interpreters covering lots of languages, in a short space of time. Working with an agency also means less admin and only one bill to pay for you. The price of this, however, is usually that their fees are higher and that your chain of communication is longer, increasing the risk that something will get lost along the way.

 

  1. Look for people happy to talk through your options and your situation

If all this seems confusing, it shouldn’t be. All you need is a guide who can walk through your decisions with you. Whether you chat to someone from an agency about their solutions and prices or to a consultant about your management process, it will help to have someone lead you through the process.

 

Since your situation and events are unique, it will help to find someone who is open to creating something unique for you. If you are looking at changing your interpreting provider, feel free to get in touch. I would love to guide you through the process.

 

 

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