Cost Effective Tips for Planning Multilingual Events

Are you responsible for organizing multilingual events?

If so, you’re probably all too familiar with the frustration of trying to fit language services into your budget.

Planning a multilingual event can be daunting, especially when trying to stay within a tight budget. It’s no secret that language services can be expensive.

But what many event planners don’t realize is that there are ways to save on costs without sacrificing the quality of service.

Regarding multilingual events, big or small, language services can be a make-or-break deal for making your event a success.

Studies have shown that multilingual events with professional language services have a higher satisfaction rating from participants than those who offer non-professional interpreters or those who don’t offer linguistic assistance at all.^{1 2}

Translation and interpretation can be costly but are often worth the investment to ensure all guests feel welcome and comfortable.

Still, if you’re working with a tight budget, there are ways to get quality language services without breaking the bank.

Related: Is Your Brain Wired for Interpretation?

Here are a few tips for getting the most bang for your buck when it comes to language services for your next multilingual event:

Shop Around

Don’t just go with the first language services provider you come across. Get quotes from a few different companies to compare prices. 

You may not need an interpreter if you’re just looking for a simple translation. Or, if you’re only looking for interpretation services, you may not need to hire a translator. Consider your needs carefully to ensure you’re not paying for services you don’t need.

Know What you Need

Before shopping around, know what language services you need for your event. The more specific you can be, the better. This will help you get more accurate quotes from your language service provider.

For example, you may be hosting a conference in a city like Rome with several speakers from all over Europe. You may need interpreters to interpret in Italian, English, Dutch, French, and German, and could save money by having a single presentation language to limit the number of interpreters required to provide the service.

Get Multiple Quotes

When hiring language services, it’s essential to get multiple quotes. Not all providers are created equal, and pricing can vary significantly. By getting multiple quotes, you can be sure you’re getting the best value for your money.

Don’t be afraid to negotiate with language services providers! Even if you don’t have a lot of bargaining power, you may be able to get a lower price by simply asking. You may be able to get a lower rate if you’re a nonprofit organization or if you’re booking services for a large event, or if you’re a repeat client.

Also, don’t forget to check your Language Service Provider’s (LSP) quality standards. You don’t want to compromise on quality for the price of linguistic services.

Ask about Package Deals

Language service providers offer package deals, including interpreting, translation, and transcription services. You can save money with these packages because they include multiple services at one price.

Also, when comparing quotes, be sure to compare apples to apples. Make sure you compare the same services and pricing for the same timeframe. Otherwise, you won’t be able to compare providers accurately.

Be careful when considering hiring freelance interpreters. Freelance interpreters may seem more affordable than those employed by agencies as they’re willing to negotiate their rates. But you might be compromising on the quality of interpretation by selecting this option!

A word of caution for you, while you may not need to supervise the work environment of your freelance interpreter, you will need to manage their work more closely to ensure the quality of service.

Also, if you’re hosting a large multilingual event, you’d need other services such as translation and interpreting equipment rental. A freelance interpreter might not be able to provide you with a full solution.

Furthermore, because freelance interpreters shift among firms and projects more frequently, it can be more challenging to establish trust and long-term connections with them.

Use your Bilingual Staff Carefully

If you have bilingual staff members, leverage their linguistic skills sparingly and carefully. Specifically, your bilingual staff can engage your participants during the registration process or greet them at the event. However, as interpreters, they might not know the technicalities associated with language interpretation.

Your bilingual staff can help you facilitate and communicate with your participants and to further your brand image as part of an overall strategic communication plan. Not only will this save you money, but it will also allow your staff to feel more involved in the event.

Choose a Cost-Effective Location

When choosing a venue for your multilingual event, consider the cost of travel and accommodation for your guests, as they might be coming from various locations.

A central location that’s easily accessible for all guests can help reduce costs and ensure more attendees make it to the event. It’s also important to consider the cultural background of your guests and the language they are most comfortable with.

For example, if your event is in French, Italian, and German, you might want to choose a venue with amenities that are typically available in Europe.

Choose an Established Service Provider

While new Language Services Providers enter the market regularly, it’s usually best to go with an established one with experience providing language services to multilingual events. They’ll have more experience and thus be better able to recommend cost-saving options. You may also get better quality of work and achieve higher satisfaction ratings among your participants.

Finding a quality language service provider is essential, but first, you must know what you need. If you are using your language service for research purposes, your provider must have access to the resources necessary for conducting research in your chosen country.

If possible, look into LSPs who have worked on similar projects. Even looking into the past can give you a good indication of how the LSP might work on your project.

If it’s impossible to find someone who has worked on similar projects, then look into LSPs who have worked on similar events in other industries.

Related: How to Plan and Execute Successful Multilingual Events

Summary

By following these tips, you can save money on language services without sacrificing on quality. So don’t let a tight budget stop you from planning the perfect multilingual event!

About Cesco Linguistic Services

Cesco Linguistic Services has assisted clients in organizing multilingual conferences, MLM events, multilingual meetings, and corporate events. Our approach removes complicated installations and processes. We’re here to get interpreting and translation services off your plate.

References

1. Kurz, I. (2002, October 2). Conference interpreting: Quality in the ears of the user – meta. Érudit. Retrieved December 6, 2022, from https://doi.org/10.7202/003364ar
2.  Kopczyński, A. (1994, July 1). Some pragmatic problems: Quality in conference interpreting. John Benjamins Publishing Catalog. Retrieved December 6, 2022, from https://doi.org/10.1075/btl.3.09kop