Interpreters insist on a set of working conditions not just for their own sake but also for that of their customers. Some see these as the capricious demands of temperamental interpreters and believe that the best option is to work with more ‘laid-back’ interpreters. However, the professional working conditions we follow have a strong scientific basis and lay down the rights and responsibilities of conference organizers as well as interpreters. These conditions were established by AIIC, the International Association of Conference Interpreters, and have been adopted by its local counterpart, the Conference Interpreters Association of Turkey, TKTD.

Here are some of the most frequently asked questions that we receive at Integris.

Questions on working conditions:

How about if I hire just one interpreter and then, if the meeting takes longer than expected, call on the services of a company employee who speaks good English?

Just as a surgeon would not leave a patient’s life in the hands of a colleague who is not yet competent, an interpreter will not allow any communication breakdown or error to occur in the booth. For this reason, we only work with colleagues who are members of TKTD and AIIC and who are EU-accredited and/or interpreters with solid professional references.

A trainer can run a full day of training all on their own, but you insist on providing two (or more) interpreters. Why?

Trainers are experts in their fields and will have given their presentation before. They will have rehearsed their speech time and again. Trainers are entitled to take as many breaks as they need, cough at will, pause for a small break, and correct what they say as many times as they wish. Interpreters do not have this luxury. Furthermore, it is a scientifically proven fact that interpreters begin to lose concentration after 30 minutes of simultaneous/consecutive interpreting.

After an hour of working on their own — the upper limit for working alone—, an interpreter may be able to utter fairly decent sentences with a pleasant voice but it does not always mean the content is still there… 

Why do you assign at least two interpreters to virtual (online) meetings?

All interpreters in the teams we build for you have the complete equipment set for the required infrastructure in distance interpreting (high-speed Ethernet connection, uninterrupted power supply (UPS), professional headphones-microphones, backup devices, etc.). However, experience has taught us that unforeseeable problems can arise because the process depends largely on technology and infrastructure.

In addition to offsetting the risk involved, the reason why in all online meetings of up to four hours we work in teams of two interpreters is to comply with the guidelines of our national and international professional organizations. Thanks to this basic principle, in none of the online meetings at which we have provided interpretation services (equivalent to nearly 1,000 interpreter days) have we experienced any incidents where interpretation had to be interrupted or where the meeting was negatively affected.

Why is the interpreter's consent required for recording the interpretation and why is the recording subject to intellectual property rights?

In accordance with international agreements and the Law on Intellectual and Artistic Works in Turkey, audio and/or video recordings of the interpretation as well as their broadcasting on radio, TV, internet or any other form of media are subject to the consent of the interpreter and to a fee for intellectual property rights. Exceptions do, however, apply: for example, if the meeting is a press meeting; or the client requesting interpretation is a media organization; if the interpretation will be used internally by the organization for non-commercial purposes; or if the interpretation will be used by an NGO for the benefit of society. It should be kept in mind that an interpretation should not be transcribed for use as a written translation, because while only 1 or 2 pages can be translated in an hour, in just 30 minutes an interpreter produces a workload equivalent to more than 15 pages of translation. Naturally, such work produced as a result of quick decisions needs to be checked before being used. It is highly recommended that the original speech also be recorded in order to avoid misunderstandings and to protect the rights of both sides. 

Does it matter if the simultaneous interpretation booth and equipment do not comply with TSE/ISO standards?

Let’s take a look at some of the things that can go wrong (all of these examples have actually happened): If not assembled properly, a booth can collapse during the event, or the counter can fall on interpreters’ laps, with their glasses of water spilling and damaging the equipment. Without a desk lamp in the booth, interpreters may be constantly looking for items (with their shuffling noises annoyingly audible through the headphones). If the booth’s windows are too dark, the interpreters will be unable to see the screen and therefore miss some of the details. If the booth is placed at the very back of the hall and is not raised, interpreters will be forced to interpret while standing. If it is too hot in the booth and there is no ventilation, interpreters will have to open the doors, disturbing participants seated close to the booth. (The same applies if the booth is not soundproof). The truth is that the technical team and the quality of equipment are just as important as the quality of the interpretation; they can make or break a meeting that has taken so much time and effort to organize.

One also has to remember that we should support those technical equipment providers that make a constant investment in training their technicians and buying and maintaining the required equipment.

Why do you insist on having one channel per language?

This enables speakers and participants to speak in and listen to other speeches and Q&A sessions in their preferred language. With one channel per language, participants can wear their headphones throughout the meeting without taking them off. In large venues where the speaker can be difficult to hear, some even find it easier to follow the entire meeting through their headphones. Imagine the following scenario in which there is not one channel for each language: The speaker delivers a presentation in English and then receives a question in English from the audience. However, the speaker is wearing their headphones as they assume that the question will be asked in Turkish. The interpreter translates the question into Turkish. The speaker hears the Turkish translation through their headphones and takes  them off, but it’s too late the question has already been asked.

If, in this real-life example, there had been a separate channel for each language, the speaker would have heard the question in their preferred language (the English translation via the interpreter in case of a question in Turkish, the original in case of a question in English) without needing to take off their headphones.

My meeting is top secret. Can I trust the interpreters?

In accordance with the oath they take when becoming a member of TKTD and with the Working Conditions that are an inseparable part of the contract that interpreters (or the company that represents them) sign prior to their assignment, interpreters are under obligation to keep confidential for an indefinite period all information received while preparing and working for your meeting. All printed and/or electronic copies of documents that you provide will either be returned to you or destroyed according to your instructions. Some of our clients may also require us to sign their own corporate non-disclosure agreements on a yearly basis.

Questions on interpreters and their work:

The meeting will be highly technical. Will the interpreters be able to cope with the terminology?

As soon as you share with us the agenda, presentations and/or speaking notes, we get working on the terminology. Before the meeting, we send you the glossary we have prepared so that you can make changes or highlight your preferences. Besides, we will arrive at the venue at least 30 minutes before the meeting and go over terms for which we have not been able to find exact counterparts with someone at your organization who is familiar with the jargon. Thus, the terms we use are consistent with your choice and the participants hear what they are familiar with.

Why do interpreters need to receive documents ahead of time?

Interpreters’ work is diverse: they interpret a wide variety of topics ranging from urology to pesticides and from plastic package printing techniques to constitutional law. It is essential for interpreters to come prepared, i.e. to have read and understood the basic concepts and to have a good command of the specific terms related to the field. You can be of great help to them by providing information and documents ahead of time. It is the responsibility of the interpreters to study these documents well; such preparation, after all, is included in their fee. Rest assured that all documents and other materials you provide to your interpreters will be deleted or returned upon completion of the assignment and all information will remain confidential.  

How can I be sure that there will be no technical problems during interpretation in my virtual (online) meetings?

You never can. However, you can take measures to minimize the risk. To prevent interruptions or jumps in the audio feed, ensure that everyone speaking on the call (speakers, moderators, interpreters, etc.) has a high-speed Ethernet connection as well as a high-quality external microphone; also, take care  that there is no background noise and that spare devices are kept at the ready. All participants should follow virtual meeting etiquette (muting their microphone when not talking, taking turns in discussions, etc.). Finally, recruit two interpreters even if your meeting will only last 15 minutes.

Will I be placed in a difficult situation due to the interpreter’s inappropriate outfit or behavior?

It is one of the interpreter’s responsibilities to show up to an assignment in the appropriate attire. What we expect from you is that you inform us in advance if there will be any special circumstances during the meeting (for example, if the interpreter has to work on stage). Interpreters are also well-aware that they should act with discretion throughout the assignment. If there are any special circumstances or sensitivities related to the meeting, you should share these with us in advance. In any case, if you are not satisfied with any aspect of our services, you can fill out the feedback form on our website. 

Why should I work with interpreters who are members of a professional organization?

You should work with members of AIIC (International Conference Interpreters Association) and/or its local counterpart TKTD (Conference Interpreters Association of Turkey) because to become a member of these associations interpreters do not simply pay a fee or submit a diploma. Members are required to have completed 150 days of interpreting work; more importantly, though, a minimum of three members who have been in the association for at least 5 years must vouch for the new member’s interpretation and language abilities, booth manners and business ethics. When you work with members of AIIC and/or TKTD you can therefore have confidence in the service you will receive.

What happens if interpreters do not arrive at the meeting on time? Should I make sure by asking them to come 2 hours before the meeting begins?

Unless they have been asked to arrive earlier for briefings, introductions or document exchange, interpreters will arrive at the venue half an hour prior to the beginning of the meeting. They will meet the team, check the booth, equipment and sound, and talk to the relevant people if they have questions about terminology. Having the interpreters arrive at the venue hours before the start of the meeting with no specific purpose could lead to fatigue and loss of concentration with no benefit to anybody.

Interpreters will also translate videos shown during the meeting, won’t they?

If you have a video that you want to be interpreted simultaneously, it is crucial that interpreters have the chance to watch it beforehand or read the script. Videos may include texts read at very high speed that are impossible to interpret, or the sound quality may not be suitable for interpretation purposes. It is therefore best to watch the video together with the interpreter before the meeting in order to decide how to proceed.

Our director has a strong accent; will the interpreters be able to understand her?

Every nation has a certain way of pronouncing English (or any other foreign language). Having worked in the industry for some time, we have developed a set of coping skills and have worked out the key pronunciation characteristics for different nationalities. If there is such an issue within your company, it is best to introduce your director to the interpreter and let them speak for 5-10 minutes to facilitate the process.

Questions on the quote and contract:

Why do interpreters insist on receiving the agenda of the meeting?

To start with, we need the agenda to draft your quote. Depending on the language combinations, working hours and subject, we decide on the number of interpreters and the right interpreter team. In a similar vein, the topics and speakers on the agenda give us an  overall picture of the event. During the meeting, if interpreters have the agenda in front of them, they can decide ahead of time when to pass the microphone over to their booth mate(s) and how to pronounce speakers’ names or translate their titles.

Why do I pay more for consecutive interpreting?

Consecutive interpreting is often highly stressful (and risky) for interpreters. Interpreters may be asked to interpret in the spotlight (perhaps on stage); the interpreter's preferences might be "corrected" in front of hundreds of spectators; even a slightest slip of the tongue may be dramatized; or you might be criticized on social media for having or having not said what the speaker said (or didn't say!). Consecutive interpreting also requires different skills (such as the ability to take notes for several minutes, making good use of long-term memory, public speaking, and familiarity with protocol rules).

This is why some colleagues do not accept consecutive interpreting assignments.

Why don’t you charge half day or hourly rates?

We don’t offer half day or hourly rates because when you book an interpreter, the booking is for the entire day. Maybe you would like to call the interpreters an hour in advance for a briefing or to keep them on hold for a while after the meeting for an unexpected interview. With hourly rates, interpreters would possibly have to decline such requests due to other assignments and you would have no leeway. Calculating an hourly rate is also complicated as there is no clear moment for when the “meter” should start. Should it begin when interpreters leave home for your meeting? Should time spent on preparation also count, since it can take a few days and not just a few hours to prepare for meetings on very specific topics?

Do you charge different prices for on-site (physical), hybrid or virtual (online) meetings?

No, we don't. You will see that the price changes only if there is consecutive interpretation or the interpretation is recorded for later use, streamed or broadcast live - in which case copyright might apply. Since consecutive interpretation is usually perceived as more stressful by interpreters and requires a different skill set (see "Why do I pay more for consecutive interpretation?"), we add a 10%-surcharge. When the interpretation is recorded for later use or is streamed or broadcast on an external platform, the "work" of the interpreters becomes public and reproducible and therefore falls under the category of intellectual property.

In that case, we add a 15%-royalty to the total invoice and pay that difference directly to the interpreter (for more information, see) 

What happens if for some reason the interpreter assigned to the job cannot make it to the meeting?

If the interpreter is unable to attend the meeting for an urgent reason, Integris is obliged to provide you with a replacement interpreter with similar credentials. Our office will get in touch with you right away to offer a solution.

Why do you include travel day compensation in your quote?

The interpreters on Integris's teams are not full-time employees; they are all self-employed people who issue their own invoices. Therefore, they only make money on the days they work. If, because of a meeting out of town, the interpreter has to travel on (a) day(s) other than the day of the assignment or they arrive back home after midnight, we add the travel day compensation to your quote (half a daily fee per travel day per interpreter) to compensate for the lost work opportunity.

What is the cancellation clause in your quote for?

If you terminate a contract unilaterally up to one week before the assignment, the interpreter will be entitled to receive compensation for the cancellation. This compensation comes into effect if the interpreter has had to decline another firm offer due to your assignment; the amount changes according to the number of days remaining until the meeting. The same applies if the meeting is postponed, because the same interpreter may not be available on the new date of your meeting or they may have other opportunities to work. We will not ask you to pay the compensation if the interpreter has not incurred any losses. If we work together on an event, our office will send you a reminder before the cancellation compensation period begins.