Procuring simultaneous interpretation without clear technical specifications often leads to widely varying bids or unexpected change-orders on site. Use this standardized RFP structure when soliciting proposals from interpreting agencies and Language Service Providers (LSPs).
Standard RFP Sections
1. Event Overview & Schedule
- Event Name: [Summit Title]
- Dates & Hours: [Start Date - End Date], [Daily Working Hours, e.g. 08:30 - 17:30]
- Venue Location & Room Names: [Venue Name, Plenary Hall A, Breakout B]
- Expected Delegate Headcount: [Total Count, e.g. 350 delegates]
2. Language Matrix & Booth Quotas
- Floor Working Language: [e.g. English]
- Target Languages Required: [e.g. Spanish, French, Arabic]
- Total Booths Required: [e.g. 3 Booths]
- Interpreter Team Quota: Standard minimum 2 interpreters per booth for single-day; 3 interpreters per booth for multi-day events.
3. Hardware & AV Staging Requirements
- Booth Type: Mobile ISO 4043 soundproof booths (if venue lacks compliant ISO 2603 built-in booths).
- Delegate Receivers: Headcount + 15% safety buffer (multi-channel UHF or Infrared with stereo headsets).
- Audio Console Limiter: Conformance to ISO 20109 acoustic limiter safety thresholds.
- On-Site AV Technician: Full-time dedicated sound engineer for morning sound checks and live channel patching.
4. Deliverables & Commercial Terms
- Itemized quote separating interpreter professional day rates, booth rentals, receiver units, and technician fees.
- Confirmation of 48-hour / 7-day cancellation terms.
- Confirmation of recording rights (if sessions are recorded or live-streamed).
How to calculate your baseline budget before sending
Before issuing your RFP, run your event parameters through Cabine's free cost calculator to establish an accurate benchmark for interpreter seat-days, booth rentals, and hardware buffers.
Benchmark your RFP budget in 60 seconds
Calculate exact booth and staffing line items with Cabine's interactive calculator.
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