A Guide to Hiring Interpretation Services for Conferences in Johannesburg

Conferences, workshops, government meetings and corporate gatherings in Johannesburg regularly bring together participants from a variety of countries, cultures and language backgrounds. Interpretation services play a critical role in ensuring accessibility, clarity and meaningful participation for all attendees. Your global audience expects you to hold meetings in languages they can easily understand. Unfortunately, this important service is often overlooked or not well understood during meeting preparation.

This Guide to hiring Interpretation services for conferences in Johannesburg explores key definitions and considerations to have in mind when it comes to planning a multilingual conference in Johannesburg and working with Interpretation services.

Interpretation vs. Translation Services

In South Africa, many people consider interpretation and translation to be the same activity. Consequently, many event organisers invest in either service without fully understanding the different types of interpretation and interpreting services available. This is why it is important to understand the difference between the two and to familiarise yourself with the basics of the interpreting industry in Johannesburg.

What is Interpretation?

Interpretation involves converting spoken or signed languages in real time to prioritise immediate communication and cultural nuances through quick thinking. If your Johannesburg conference is attended by global stakeholders such as clients, investors and business partners, interpretation services are mandatory.

What is Translation?

Translation involves converting a written document from one language into another in a readable format. Translators do not work simultaneously. Instead, they first receive the documents, analyse them, and then begin the translation process. Unlike interpreters, translators are given a set timeframe in which to complete the translation. This means they can research and prepare before delivering the final translation.

The key distinction between translation and interpretation is the medium (text versus speech) and the timing (delayed versus immediate), which requires different skills: translators are meticulous writers, whereas interpreters are quick and adaptable speakers and listeners.

Core Types of Interpretation Used in Conferences in Johannesburg

Understanding interpretation services in Johannesburg begins with understanding interpretation formats.

Simultaneous Interpretation

The most common format for conferences and large events. Interpreters translate speech in real time while the speaker is talking, with minimal delay.

Requires:

• Soundproof interpreter booths
• Microphones and consoles for interpreters
• Wireless transmission systems
• Attendee receivers and headsets

Simultaneous interpretation prioritises flow and efficiency.

Consecutive Interpretation

The speaker pauses after a segment, allowing the interpreter to translate before proceeding.

Typically used in:

• Press briefings
• Small meetings
• High-level negotiations

Equipment needs are minimal, but session duration increases.

Whispered Interpretation (Chuchotage)

Interpreters whisper translations directly to one or two listeners.

Used only for:

• Very small groups
• Informal settings

Not scalable and rarely used in large events.

Cost Structure and Budget Planning

Interpretation costs typically include:

• Interpreter fees
• Equipment rental or licensing
• Technical setup and support
• Platform costs (hybrid events: using platforms like Zoom or Teams)

While interpretation represents a significant line item, it delivers high value by:

• Expanding audience reach
• Increasing content comprehension
• Enhancing brand credibility
• Supporting global participation

Best practices for a request for quotation (RFQ) for interpretation services in Johannesburg.

A Request for Proposal (RFQ) for interpretation services in Johannesburg is a formal document used by conference organisers to solicit proposals from providers of interpretation services and conference equipment rentals. Crafting a clear and concise RFQ is essential for securing the right service provider that aligns with your needs and objectives. Clearly define the goals and objectives that you wish to achieve through the conference logistics and provide all the necessary information for quotations. This information should include a conference overview, the date and time of the event, Platform/Venue, the number of delegates and the working languages.

1. Conference Overview: A description of your event, including topics, schedule, and audience demographics.
2. Date and time: Provide exact dates, working hours, and duration, including pre-conference briefings and breakout sessions.
3. Platform/Venue Setup: Specify if the event is on-site (requiring booths, microphones, headsets) or virtual (Remote Simultaneous Interpretation – RSI) using platforms like Zoom or Teams.
4. Number of delegates: The number of people attending your conference.
5. Working languages: The specific language in which the speakers at the conference and the audience will speak including regional variations (e.g., Brazilian Portuguese, African French)

Best Practices for Event Organizers

Collaboration between event organizers and the interpretation service providers is key to providing good services. Leveraging resources such as qualified interpreters, language experts, and technology ensures your event runs smoothly and communication is accurate.

• Be flexible. Simultaneous interpretation is for large formats; consecutive is for smaller sessions.
• Book early. Niche languages and technical topics require time to secure qualified interpreters.
• Share event details. Provide conference agenda, presentation, bios, and key terminology.
• Schedule breaks. Interpretation is mentally demanding; rotations help maintain quality.

Why choose Frenchside for interpretation services in Johannesburg

As one of the conference industry’s leading providers, Frenchside offers a full range of professional interpretation services to meet your business needs. We work in and around Johannesburg, Pretoria, Durban and Cape Town. We have over 10 years’ experience in conference interpreting. This extensive experience enables us to provide highly efficient interpreters for major international conferences, business meetings, seminars, and trade missions throughout the country. Our RSI interpreters are available 24/7. Contact us today for a free quote.

www.frenchside.co.za

Email: info@frenchside.co.za

Tel : + 27 012 348 3134

Cell: 081 347 6060