Separate interpreting staff from the sound system
A single conference interpreting price may not include booths, receivers, headsets or technicians. Start with the number of listeners for each language and any rooms operating simultaneously. Include preparation, sound checks and questions, not just presentation time. Ask for an itemised staffing plan, rotation arrangements, equipment and conditions for additional work.
Illustrative scenario
Illustrative scenario: a 200-person conference has 80 English-language listeners and adds a second room in the afternoon. A budget based only on total attendance can provide too many receivers while missing a second interpreting team or audio system. A session-by-session requirements table exposes the gap.
Preparation checklist
- List rooms, time slots, source languages and listening languages.
- Confirm receivers, audience microphones, audio feeds and technical staffing.
- Specify overtime, transport, installation and equipment handover responsibilities.
Practical coordination advice
Compare quotations against the same brief; a lower total may cover fewer rooms or less support.
How to evaluate the service
Check whether delegates could use the correct channel, each session was staffed and final charges matched approved items.
Frequently asked question
Can we get a quote before the final agenda?
A provisional estimate can state its assumptions and be updated when rooms, timings and listeners are confirmed.
Prepare with Tân Việt
Tân Việt provides interpreting in Hanoi, Ho Chi Minh City and other locations on confirmed schedules. With more than 15 years of experience, we brief clients before assignments, propose suitable personnel and share relevant CVs, experience and qualifications for review. Documents and discussions are confidential and limited to assigned staff; an NDA can be agreed before sensitive files are shared. Raise suitability concerns early so we can discuss support or replacement under the agreed conditions.
Send language directions, dates, venue, subject, headcount and sample material for a proposal and quotation. Staffing, scope and preparation are confirmed before delivery.
Explore the relevant service · Request a quotation · Chat on Zalo