GENERAL TERMS AND CONDITIONS

1.) TYPES OF INTERPRETING

• Simultaneous interpreting: the most efficient type of interpreting for a conference or bigger auditorium without any time lag. Technical equipment is needed, such as one or more booths incl. the respective technology and a technician in situ. There is no 'annoying' of the participants due to noise, i.e. permanent whispering, no time lag and due to headphones an almost unlimited number of listeners is possible. As an alternative for smaller groups of max. 20 persons we also offer tour guide systems, which are mobile systems for simultaneous interpreting. (NB: the persons sitting right next to the interpreter/s will hear the whispering and could be annoyed).
• Consecutive interpreting: applies for a smaller audience, negotiations, etc. The interpreter interprets per paragraph (NB: since the interpreter will need as much time as the speaker a presentation, speech, etc. will take twice as long)

• Whispering: applies for max. two listeners. The interpreter usually sits behind the listener or inbetween the two listeners and whispers. (NB: the persons sitting right next to the listener/s will also hear the whispering and could be annoyed.).

An interpreter is able to interpret for max. 45 minutes, usually a team of two interpreters is needed who take turns after 30 minutes, otherwise there is no guarantee for the quality of the interpreting.

We offer half day (up to 4 hours incl. breaks) and full day prices (up to eight hours incl. breaks).

2.) RECORDING

Any recording/livestreaming or any other form of publishing of the interpreting will be invoiced with half the total amount.

NB: Interpretation serves to facilitatäe communication and does not constitute an authentic record of the proceedings. The floor language is the only authentic version. No liability shall be incurred by the interpreters in the exercise of their function.

3.) TRAVELLING

If the interpreters need to travel to or from the venue one day before or after the event/conference, additional costs of a half day per interpreter per travelling day arise according to Austrian law. If time of travelling from place of residence to the venue of the conference, etc. takes longer than 6 hours a full day will be charged. 

We definitely try to book interpreters close to the venue of the conference/event. However, if this is not possible, assignments outside of Vienna are always invoiced as full days (no half day prices). This also applies for interpreters who need to be flown in from other countries.

Travel expenses are due from residence to venue and back (train ticket first class, mileage, plane tickets, etc.) according to Austrian law.

4.) FURTHER EXPENSES

If the organiser of the conference/event does not take over all expenses of the assignment (meals, accommodation, etc.), all necessary expenses of the interpreters are invoiced after the conference/event.

5.) CANCELLATION CONDITIONS:

The fix booking of the interpreters needs to be in writing (e-mail) and needs to be with SMILE-Translations six weeks before the conference (two weeks before liason assignments and negotiations) latest. The following conditions apply in the case of a cancellation:

• 6 - 5 weeks before the conference: 25% of the total costs
• 4 weeks before the conference: 50% of the total costs
• less than 3 weeks before the conference 75% of the total costs
• less than 1 week before the conference 100% of the total costs

6.) TECHNICAL EQUIPMENT

The general terms and conditions of our partner apply. All costs (accommodation, meals, etc.) of the technician in situ are taken over by the organiser/customer.

7.) (CONFERENCE)MATERIAL/BACKGROUND INFORMATION

We kindly ask you to send speeches, presentations and any background information necessary for the conference 2 weeks before the conference latest. Otherwise we cannot guarantee an appropriate preparation of the interpreters.

Interpreters are not obliged to interpret any speech, presentation, etc. which is read at a velocity which cannot be interpreted.

8.) PAYING CONDITIONS

Payment is due within 14 calendar days after the invoice has been sent. With first time customers with assignments beyond € 3,000.- an advance payment of 100% of the total costs is due three weeks before the conference/event takes place. If the respective amount of money is not payed in time, SMILE – Translations will reserve the right to esteem the assignment as cancelled and thus will not send any interpreters, however, will still invoice the full amount.

One calendar month after the 14 calender days 9.75% p.m. of interest rates exkl. reminder costs.

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