It is usually necessary to book interpreters several weeks in advance. When this is not possible, you need to be prepared to be flexible about dates and times of the meeting or event.
When booking an interpreter for an assignment it is advisable to have the following details to hand:
- Your name (as the person booking the interpreter)
- Your address (including post code) and telephone number
- The date of the assignment
- The assignment start time
- The assignment finish time
- The nature of the assignment (conference, job interview, workshop...)
- Any material available that may assist the interpreter(s) to prepare for the appointment (minutes of last meeting, distributed papers, a programme for the event, details of videos or slides to be shown ...)
- Fees and travel expenses - accommodation if applicable
- Address and telephone number of assignment if different from above
- Directions and availability of parking
- Name of contact person for the interpreter on site
- Name of Deaf user if different from above
- Any special requirements by the deaf/hearing people involved
- The number of Deaf and hearing people involved in the meeting
The booking should be confirmed in writing whenever possible, outlining the details discussed and with details of where and to whom invoices should be sent.
The interpreter’s agreement should be confirmed before audio or video recording an event. It is important to explain when booking an interpreter if any equipment is to be used or whether there are any particular conditions with which the interpreter will need to cope – such as poor lighting, oddly shaped rooms.