Terms and Conditions

Terms and Conditions for Conference Interpreters

1. Contracts shall always be concluded directly between the interpreter and the organizer. 'Organizer' shall mean the natural or juridical person who has taken the initiative of holding the conference and bears responsibility for it. It shall exclude anyone who may have been entrusted by the conference organizer to act as an intermediary, unless such intermediary is acting as agent of the organizer.

2. The interpreter shall provide an oral translation/interpretation of the spoken proceedings. His/her function shall, therefore, exclude written translations of texts which are not specifically provided for in the contract. The interpreter is morally responsible for the integrity of his/ her work. The Interpreter shall keep the strictest professional secrecy about anything heard or read in the context of his/her work at non-public meetings.
In order to guarantee the best quality of interpreting, interpreters alternate after a period of 30 minutes. Persons not belonging to the team of interpreters shall not be used as interpreters to complement that team or otherwise make use of the interpretation channels or the interpretation equipment without prior consent of the team leader. The distribution of the work among the members of the team shall be established by the interpreters themselves.

3. The normal length of a day's interpretation shall not exceed two periods of 3 to 3 ½ hours each, including a lunch break of one hour minimum. If the organizer estimates that the duration of the conference will exceed the interpreter’s working time, he/she has to take care of the reinforcement of the team or the replacement by a new team to ensure the quality of the interpreting services.

4. No recording shall be made of the interpretation, whether by those taking part in the meeting or by any other person without the prior consent of the interpreter concerned. Any use of the interpreter's work for purposes other than those stipulated in the contract (or for the preparation of the minutes) requires the prior consent of the Interpreter.

5. For the interpreter's technical and terminological preparation, the Organizer will ensure that - at least 15 days before the beginning of the conference - the Interpreter receives a complete set of documents in his/her language and any other language agreed upon, for example a full program, agenda, texts of speeches to be read, minutes of previous meetings, reports etc. Interpreters note that they will not receive any documents beforehand if the speaker makes a speech without using notes.
In case a text should be read out during the conference, the Organizer should also provide a copy for the interpreter. The speaker shall be advised that the reading rate for a text that has to be translated orally shall not exceed 100 words a minute (i.e. 3 minutes for one DIN A4 sheet with 1600 characters).
The Interpreter shall interpret films, videos, etc. only if he/she has received a transcript of the film at the latest the evening before, and the sound is fed directly into the interpretation channel. Upon request of the Interpreter the film shall be shown to him/her beforehand.

6. Fees, daily and travel allowances are agreed in the contract and are based on a daily rate which is due for each calendar day or part thereof. Fees are paid without tax deductions, unless otherwise provided by the law.

7. The basic requirements for mobile and fixed booths and equipment for simultaneous interpretation are specified in the ISO standards 2603 and 4043. If these standards are not met and the interpreter considers, that the quality of the cabins and the technical equipment and their operation by the interpreters will not lead to a satisfying interpreting performance or will put the health of the interpreters at risk, the interpreters are relieved of the obligation to interpret simultaneously as long as the defects are not removed.

8. If serious personal or health reasons should prevent the Interpreter from fulfilling all or part of the contract, he/she has to inform the organizer immediately and to provide a qualified replacement on the same terms and conditions.

9. If the client cancels the contract or waives the assistance of the interpreter for the agreed date of the event, the interpreter is entitled to the full payment of the contractually agreed fees and all other costs and expenses which may occur as a result of such cancellation. If the client can provide a different interpreting assignment at the same date as originally agreed in the contract, he/she can deduct the remuneration paid for this assignment from the fee for the canceled assignment.

10. If extraneous circumstances (strikes, accidents, natural disasters, volcanic ash, wars etc.) should prevent the event from taking place or the Interpreter from fulfilling all or part of the engagement, the Interpreter will nevertheless remain entitled to 50% of the originally agreed fees.