We are not always at the office — sometimes we are out interpreting.
For this reason, the best first point of contact is by email or through our AI assistant, which can collect the information we need, help us understand your request and issue a comprehensive quote.
Once we have the relevant details, we can of course arrange a very human call with you, if needed.
No worries — after this first step, you will always be dealing with real people.
How would you like to send us the information?
1. Chat or speak with our AI assistant
Our AI assistant can guide you through the information we need, ask follow-up questions where necessary and help prepare a comprehensive request for us.
It is available 24/7, can answer our frequently asked questions and allows you to speak in your mother tongue, even when we do not cover that language at the office, for example Chinese, Arabic or Russian.
Needless to say, the interpreters assigned to your event will instead always cover the required language combination.
Once the initial information has been collected, you will always be dealing with real people.
2. Let your preferred AI write the email for you
Prefer ChatGPT, Gemini, Claude or another AI assistant?
Copy our ready-made prompt into the AI of your choice. It will ask you for the necessary information and then prepare a professional email in your own language, ready to send to us.
I need to request a quote for professional conference interpreting services from Specialized Translators at info@specializedtranslators.com.
Please help me prepare the email.
First, identify my mother tongue from the language I am using. Communicate with me in that language and, once you have collected the necessary information, write the final email in the same language.
Ask me the questions you need one by one or in small logical groups, in a clear and concise way. If I do not know an answer, do not invent it: simply indicate in the final email that the information is not yet confirmed and that I would appreciate advice where appropriate.
Please collect as much of the following information as possible:
1. Type of event
What am I organizing? For example: conference, corporate meeting, press conference, product launch, training session or another multilingual event.
2. Topic / sector
What will the event be about? Include the company, organization, industry or subject matter where relevant.
3. City and venue
In which city will the event take place? If known, what is the exact venue?
4. Dates and schedule
What are the specific date(s) and estimated start and end times for each day? Approximate information is acceptable if the schedule is not final.
5. Language combinations and interpreting directions
Which languages will be spoken by speakers and participants?
Into which languages should interpreting be provided?
Will attendees be able to ask questions or interact with speakers? If so, in which languages?
6. Number of speakers and attendees
What is the estimated number of speakers and attendees?
If known, how many will speak or listen to each language?
7. Interpreting mode
Do I need simultaneous or consecutive interpreting?
If I am unsure, use the following information to help me understand the difference and ask Specialized Translators to recommend the most suitable solution:
Consecutive interpreting
The speaker pauses at regular intervals and the interpreter then conveys what has been said in the other language.
Pros: It is generally the more economical option because it generally does not require technical equipment or technical interpreting support, and shorter assignments can sometimes be handled by a single interpreter.
Cons: The main drawback is time: because the speech and interpretation take place one after the other, the interpreted parts of the event can take roughly twice as long.
It is also not a viable solution when interpreting is required into more than one language, as each interpretation would have to take place one after another.
For technical assignments, it is generally not recommended.
Simultaneous interpreting
Two interpreters work in turns in an acoustically insulated interpreting booth, translating the speaker’s message in real time while the speaker continues speaking. Participants listen to the interpretation — often referred to as simultaneous translation — through headsets.
Pros: Apart from accuracy, its main advantage is time-efficiency: interpreting takes place at the same time as the original speech, so it does not extend the event schedule.
Cons: It does, however, require a team of two interpreters, appropriate technical equipment and technical support, making it the more expensive option.
If I am unsure which option is most suitable, state this clearly in the email and ask Specialized Translators to recommend the best solution.
8. Rooms and event setup
Will the event take place in one room, several rooms at different times, parallel rooms, or while moving around a venue, facility or city?
9. Recording and live streaming
Will the event and/or the interpretation be recorded or live streamed?
Should Specialized Translators arrange this, or will it be handled separately?
If streaming is required and known, include the platform and expected online audience.
10. Live captioning
Are real-time captions required onsite or online?
If so, should they be in the speakers’ original language, the interpreted language, or both?
11. Technical equipment and support
Is Specialized Translators expected to provide any of the following: interpreting booths, headsets and receivers, microphones, cameras, screens, projectors or other AV equipment?
Whenever Specialized Translators provide technical equipment, their own AV technicians specializing in conference interpreting are also assigned to the service.
12. Billing details
Ask for:
- company name or full name of the person who will pay for the service;
- billing/legal address;
- tax ID / VAT number / personal identification number, as applicable.
13. Any other relevant information
Ask whether there are any special requirements, accessibility needs, security requirements, confidentiality considerations or other useful details.
Once you have collected the information, write a professional and concise email addressed to Specialized Translators requesting a comprehensive quote.
The email should:
- be written naturally in my mother tongue;
- include a clear and professional subject line;
- organize the event details so they are easy to review;
- clearly distinguish confirmed information from details that are still tentative;
- ask for advice wherever I am unsure about the interpreting or technical setup;
- not invent any information I have not provided;
- mention that I would be happy to provide further details if required;
- end with an appropriate professional closing.
Output the finished email only, ready for me to copy, review and send to info@specializedtranslators.com.
3. Write the email yourself
Prefer to write your own email from scratch? No problem.
Please include as much of the information below as possible and send us your email.
A note on pricing
We provide premium-quality professional conference interpreting, not improvised interpreting solutions. We work exclusively with formally trained, highly experienced conference interpreters, all belonging to recognized professional interpreting associations with rigorous admission standards, including demonstrated years of experience and peer review.