A global CEO stepped on stage. The room fell silent. He began speaking in Mandarin. Delegates from across Europe leaned in, waiting to hear the translation. But the interpreter’s voice never came through clearly.
Crackles. Gaps. Confusion. The event, months in the making, fell apart in minutes.
All because the organisers didn’t write a clear RFP.
That’s the cost of cutting corners with interpretation services. In a city like London, known for hosting high-profile summits, trade expos, and international conferences, communication cannot fail. To get the interpretation right, you need a solid Request for Proposal (RFP) that is clear, concise, and without surprises.
Here’s how to write it.
Start With The Foundations – Key Event Details
Forget fluff. Start with the facts:
- Event name.
- Date(s) & timings.
- Venue name & address.
- Expected number of attendees.
- Session types (plenary, breakout, hybrid).
Mention the audience: Are they policymakers? Medical professionals? Investors? Context helps suppliers match the right interpreters and equipment to your event.
If you’re hosting in London, include details such as venue access restrictions, rigging time, or whether there’s an in-house AV team. This matters more than you’d think. For example, booths can’t be wheeled up a staircase or squeezed into a press room at the last minute.
Language & interpretation Mode – Get precise
- Your RFP should list:
- Languages needed.
- Direction (e.g., English → French & French → English).
- Type of interpretation
- Simultaneous: The Interpreter speaks in real time.
- Consecutive: The interpreter waits, then translates.
| 💡 Tip: Many London events with 100+ attendees use simultaneous interpretation, especially in high-speed sessions. But breakout groups might need to spell it out. |
Interpreter Qualifications – Don’t Guess, Ask
- Your event is unique; your interpreters should be too.
- In your RFP, request:
- Number of interpreters per language.
- Minimum years of experience.
- Subject matter expertise (e.g., medical, legal, policy).
- Certifications (e.g., AIIC, NRPSI).
- Rehearsal availability.
| 👉 Bonus move: Ask for past event examples or CVs. Interpretation isn’t just about knowing two languages; it’s about adapting tone, reading body language, and keeping pace with speakers. That only comes with experience. |
The Tech – List Out The Equipment You Need
This is where most RFPs fall short. “Need headsets” is not enough. Here’s what a complete RFP should request for a simultaneous interpretation setup:
- Soundproof booths (ISO-4043 compliant, double occupancy).
- Bosch interpreter consoles.
- Infrared transmitters & radiators (for clean, interference-free audio).
- Delegate headsets and receivers (with spares: 10-15%).
- Microphones (lapel, gooseneck, wireless, depending on speaker setup.
- PA system if the interpreter’s audio needs to be relayed in the room.
- Hybrid/streaming support (if audio must go to virtual attendees).
| ❓ Did you know? EMS Communications has over 15,000 Bosch interpretation devices, all tested and stored in Central London. That’s the latest inventory in the UK. |
Support Crew
Even perfect gear needs people behind it.
Your RFP should specify:
- On-site technician support (for setup, rehearsal, and live coverage).
- 24/7 remote support.
- Backup equipment policy.
- Project manager assigned.
This is not a luxury; this is essential. At a live event, even a dead battery can derail your day. A proper crew prevents that.
Logistics – Give Access & Setup Info
A great supplier can only perform if they know the lay of the land.
Add these to your RFP:
- Set up & teardown hours.
- Loading dock access/lift dimensions.
- Storage options for equipment overnight.
- Venue contacts for coordination.
Booths are bulky. Radiators need a clean line of sight. Headsets must be distributed before doors open. Make the setup seamless by giving clear logistics.
Avoid This Vague RFP Language
To show how important detail is, here’s a quick side-by-side:
| Vague RFP | Clear RFP | Why It Matters |
| “Need interpreters” | “2 simultaneous French ↔ English interpreters with medical background”. | You avoid mismatched skill sets. |
| “Some headsets” | “250 Bosch digital receivers + 20 spares”. | You plan for attendee growth & gear failure. |
| “A booth” | “1 x ISO-compliant tabletop booth for two interpreters, located at the rear of the main hall”. | Ensures compliance, comfort & proper setup. |
Evaluation Criteria – How Will You Choose?
Let suppliers know what matters to you.
Sample evaluation weighting:
- Equipment quality (30%).
- Relevant Experience (25%).
- Pricing structure (20%).
- Support & staffing (15%).
- Case studies or references (10%).
This helps you compare proposals fairly and shows suppliers how to tailor their responses.
Timeline Template For RFP Process
| Task | Date |
| Experience of Interest (EOI) Deadline | August 1 |
| Supplier Q&A Window | August 2-5 |
| Final RFP Sent | August 6 |
| Proposal submission deadline | August 15 |
| Shortlist + interviews | August 18-21 |
| Award Confirmation | August 25 |
Why This RFP Matters (More Than You Think)
A good RFP is like a blueprint. Without it, suppliers guess. And when they guess, your event suffers. Mics fail. Headsets go missing. Interpreters don’t match your audience.
But a detailed RFP?
It sets the standard. It filters out the underprepared. It helps top-tier suppliers like EMS Communications show their best work. And it leads to better events with better communication, better outcomes, and zero embarrassing failures.
Why Choose EMS Communications For Interpretation Services In London
At EMS Communications, we’ve supported thousands of multilingual events across the UK since 1997. We’re not just a supplier; we’re your tech team, your equipment partner, and your behind-the-scenes calm.
- 25+ years of experience.
- Largest UK stock of Bosch.
- Simultaneous interpretation systems.
- Soundproof booths, interpreter consoles, mics, & headsets.
- Dedicated project managers + 24/7 support.
- Technicians who set up, test, monitor, and rescue if needed.
- Hybrid-ready solutions for streaming & remote interpreting.
Your Next Step
If you’re planning an international event in London and want the kind of interpretation setup that just works, let EMS Communications handle it. Get in touch today to discuss your RFP get expert input, or request a custom quote.
Let’s make sure your message is heard in every language. Loud. Clear and without a glitch.