Conference interpreting quotation template
Conference interpreting quotation template: simultaneous interpreters in teams per day, preparation, booth and technician, audience receivers and travel.
Templates by industry
- Simultaneous interpreters, team of two, per day
- Preparation with the speakers' materials
- Interpreting booth and technician, per day
- Receivers for the audience, per unit per day
- Travel and accommodation for the interpreters
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Simultaneous interpreters, team of two, per day", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Travel and accommodation for the interpreters", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Confirm actual operating hours and supplied quantities with the event contact and record approved extras. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
Simultaneous interpreting at a conference is quoted very differently from a translation. Interpreters work in teams of two per language pair so they can take turns, they need the speakers' slides and papers in advance, and the event needs equipment: a booth, a technician and a receiver for every listener. This template prices interpreters per day and per team, keeps preparation as its own line, lists the equipment separately, and adds travel when the interpreters come from elsewhere.
Fields to prepare
- Deliverables and line items
- Simultaneous interpreters, team of two, per day, Preparation with the speakers' materials, Interpreting booth and technician, per day, Receivers for the audience, per unit per day, Travel and accommodation for the interpreters: specify the planned quantity and delivery scope for each item.
- Simultaneous interpreters, team of two, per day
- Name the language pair and the working hours of a day; sessions running past them are billed as overtime if agreed.
- Preparation with the speakers' materials
- Say by when materials are needed and that late material limits how well specialist terms can be prepared.
- Interpreting booth and technician, per day
- Give the booth type and the technician's hours, including set-up the evening before if needed.
- Receivers for the audience, per unit per day
- Count receivers from the expected audience with a small reserve, and say who collects them at the end.
- Travel and accommodation for the interpreters
- Bill travel and hotel at cost or as an agreed flat amount, and name the travel days.
- Event details and time
- Record the date, venue, attendance, and setup, rehearsal, operating and removal times.
- Staffing and supplies
- Specify staff counts and hours, supplied items and the responsibilities of external vendors.
- Scope to agree
- Quote interpreters in teams with the language pair named, price booths and receivers separately from interpreting, and ask for the speakers' materials before the day.
Before sending
- Does “Simultaneous interpreters, team of two, per day” say what is included and what quantity the price assumes?
- Would the customer read “Preparation with the speakers' materials” the way you do, including what it leaves out?
- Can you still honour the price of “Interpreting booth and technician, per day” on the last day the quotation is valid?
Show 5 more
- Does “Receivers for the audience, per unit per day” say what is included and what quantity the price assumes?
- Would the customer read “Travel and accommodation for the interpreters” the way you do, including what it leaves out?
- Agree when attendance and schedules are finalized and how later changes are charged.
- Check whether overtime, transport, setup and removal are included.
- Check quote validity, the customer approval method and payment milestones.
Worked example with sample figures
The figures below are invented to show how the template adds up: 5 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Simultaneous interpreters, team of two, per day | 2 × $1,500.00 | $3,000.00 |
| Preparation with the speakers' materials | 1 × $400.00 | $400.00 |
| Interpreting booth and technician, per day | 2 × $900.00 | $1,800.00 |
| Receivers for the audience, per unit per day | 240 × $4.00 | $960.00 |
| Travel and accommodation for the interpreters | 1 × $800.00 | $800.00 |
| Subtotal | $6,960.00 | |
| Sales tax (8%) | $556.80 | |
| Total | $7,516.80 | |
Quoted net amount $6,960.00, sales tax $556.80, quoted total $7,516.80.
What the document must show
The details a quotation has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write a quotation: format, example and checklist
Frequently asked questions
Why two interpreters for one language pair?
Simultaneous interpreting is tiring and quality drops after a stretch of time, so interpreters work in pairs and take turns. Quoting one person for a full day is a common cause of complaints later.
The organiser wants to record the interpretation. Is that included?
Not automatically. Recording and publishing an interpreter's voice is a use the interpreters agree to separately, often for a fee. Ask first, and add it as a line if they consent.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $556.80 on a net amount of $6,960.00, for a total of $7,516.80. The editor recalculates all three when you change a quantity, a price or the country.
How is the document numbered?
QuoteBill gives each new document a unique number of its own. A member can switch to numbers in sequence in settings, such as QUO-2026-0001: one sequence for each kind of document, starting again every calendar year. A number you type yourself is kept as it is.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Conference interpreting quotation template: How to write a quotation: format, example and checklist and Estimate vs quote: what binds you, with a remodeling example. The VAT and GST calculator adds tax to your quoted prices.