Terms of Service Interpreting (Simultaneous, Consecutive, Whispered, Remote)

1. Interpreting in general

1.1. This Agreement pertains solely to interpreting services provided by the Interpreter, excluding translation work (except for any sight translation occurring during the interpreting session, which shall be encompassed within this Agreement), or any other services, unless explicitly agreed upon in writing by both Parties.

1.2. Translation work undertaken by the Interpreter shall be subject to a separate contract between the Parties, unless otherwise specified.

2. Simultaneous, Whispered, and Consecutive Interpreting

2.1. Whispered interpreting shall be limited to a maximum of 30 consecutive minutes, where feasible. Should the interpreting session require more than 30 minutes of whispered interpreting, it is the responsibility of the Client to notify the Interpreter at least 48 hours prior to the session, allowing the Interpreter to recommend engaging an additional interpreter at the Client’s expense.

2.2. For interpreting tasks involving simultaneous interpreting, the Client must ensure the presence of at least two interpreters (including the Interpreter) per language, along with providing adequate equipment for all interpreters involved.

2.3. A team of interpreters consists of at least two interpreters for each language and booth. In exceptional circumstances, with due consideration for quality and health standards, a single interpreter may work independently for a maximum of one (1) hour per day for simultaneous interpretation or whispered interpretating, or three (3) hours per day for consecutive interpretating. Two interpreters may work a maximum of eight (8) hours per day.

2.4. Interpreting services shall be provided strictly between the agreed-upon languages.

2.5. Films or videos screened during the event will not be interpreted unless the audio is accessible to the Interpreter’s console in the booth and the interpreters have received the videos and/or transcription in advance of the conference.

2.6. Video calls during the event will not be interpreted unless the audio is accessible to the Interpreter’s console in the booth.

3. Travel Arrangements

3.1. Traveling away from the base is defined as a distance of 25 km from Syntagma Square in Athens. In such cases, arrangements for accommodating the interpreters at the conference venue or arranging travel to and from the venue on the same day must be made with the organizers, and the associated costs shall be borne by the client.

3.2. When the interpreter travels by air for professional duties, one must utilize scheduled flights. The client shall cover the full cost of travel, including the interpreter’s transportation to the airport.

3.3. In the event of flight delays or cancellations by the carrier without prior notice, such occurrences shall be considered “force majeure” and shall not affect the agreed terms with the client, including fee arrangements. In such cases, the interpreters and/or client must explore the fastest alternative means of reaching the destination. All associated costs, including hotel stays, additional meals, and issuance of additional airline tickets, shall be covered by the Client and not by the interpreters, even if the interpreters are unable to reach their destination in a timely manner.

4. Remote Interpreting (RSI)

4.1. Remote interpreting is permissible provided that the necessary technical requirements are met to ensure proper execution.

4.2. Due to the heightened cognitive demands of simultaneous interpreting in a remote setting, the maximum duration of the working day for remote interpreting shall not exceed four (4) hours, including breaks.

5. Third Party Rights

5.1. The Interpreter accepts an Interpreting Task from the Client under the understanding that the performance of the task will not infringe upon any Third Party Rights. Consequently, the Client warrants to the Interpreter that:

1. The Client possesses full authority to enter into this Agreement and to authorize the interpretation of the Source Material and utilization of any Recordings of the Interpreting; and
2. The Source Material does not violate the copyright or any other Third Party Rights of any individual or entity.

5.2. The Client shall indemnify the Interpreter against any loss, injury, or damage (including legal costs, expenses, and compensation paid by the Interpreter to settle any claim) resulting from any breach or alleged breach of the aforementioned warranties or as a result of any claim that the Interpreting contains objectionable, defamatory, blasphemous, or obscene content or constitutes an infringement of copyright or any other Third Party Rights.

6. Quotations

6.1. Unless otherwise specified, the fee for the Interpreting Task, whether a fixed fee or an hourly rate, shall be determined by the Interpreter based on various factors, including the Client’s description of the task, its purpose, duration, venue, required arrival time, scheduled time and date, instructions provided by the Client (including recording requirements and use of equipment).

6.2. No fixed quotation shall be provided by the Interpreter until clear and comprehensive instructions have been received in writing from the Client.

6.3. Should an Interpreting Task involve unforeseen challenges that were not reasonably anticipated at the time of agreement, both Parties shall renegotiate the fee in good faith upon making the circumstances known to each other promptly after becoming apparent.

6.4. A binding quotation, provided after the Interpreter has received complete instructions, shall remain valid for a period of fourteen (14) days from the date of issuance, after which it may be subject to revision.

7. Delivery

7.1. The Interpreting Task shall be conducted at the agreed times, dates, and specific venues outlined in the Quote or as otherwise mutually agreed upon by the Parties.

7.2. The Interpreter shall be entitled to reasonable breaks during the Interpreting Task, as agreed upon in advance between the Parties, as specified in clauses 2.1, 2.3, and 4.2.

8. Payment

8.1. Payment in full to the Interpreter shall be made no later than thirty (30) days from the date of the invoice, unless otherwise agreed, using the specified method of payment.

8.2. The Client shall compensate the Interpreter at the Overtime Rate, as detailed in the Quote, if the Interpreting Task exceeds the originally specified duration.

8.3. For ongoing Interpreting Tasks, the Interpreter may request an initial payment (hereinafter referred to as the “booking fee”) and periodic partial payments, subject to mutually agreed terms.

8.4. Settlement of any invoice, part-invoice, or other payment shall be made by the agreed-upon due date between the Parties.

8.5. In cases where the Interpreting Task is ongoing and conducted in instalments, and upon notification of an overdue interim payment, the Interpreter reserves the right to suspend work until the outstanding payment is made or alternative terms are agreed upon. 

8.6. The Interpreter accepts payments in cash, by POS payment, IRIS payment, or bank transfer in Euro (EUR) or US dollars (USD). Payments via PayPal may be accepted if agreed upon in writing by both the Client and the Translator prior to commencing any work.

9. Recording

9.1. Interpreting shall not be recorded unless expressly stipulated in the Contract.

9.2. Unless otherwise specified in a written contract, and to the extent permitted by law, Intellectual Property Rights in any Recordings or part thereof shall remain the property of the Client.

9.3. It is the responsibility of the Client to notify the Interpreter in advance if a Recording will be made of the Interpreting.

9.4. Any amendment or alteration to an Interpreting or Recording without the written permission of the Interpreter absolves the Interpreter of liability for such modifications and their consequences.

10. Confidentiality

10.1. Interpreting Tasks shall not be deemed confidential unless expressly stated in writing by the Client.

11. Complaints and Disputes

11.1. If the Client identifies that the Interpreting does not meet the standards specified in the Quote and Written Instructions, the Client may, with the Interpreter’s consent, reduce the fee payable for work done by an amount equal to the reasonable cost required to rectify the deficiencies, and/or cancel any further instalments of work being undertaken by the Interpreter. This entitlement is contingent upon the Interpreter being given an opportunity to rectify the work to the required standard.

11.2. The aforementioned entitlement shall not apply unless the Interpreter has been notified in writing of all alleged defects.

11.3. Any complaints related to an Interpreting Task must be promptly communicated to the Interpreter by the Client (or vice versa) within 30 days of the delivery date of the Interpreting.

11.4. If disputes cannot be resolved amicably between the Parties or if either Party declines arbitration, the Parties shall be subject to the exclusive jurisdiction of the Courts of Greece. Regardless, this Agreement shall be interpreted in accordance with Greek law.

12. Responsibility and Liability

12.1. The Interpreter shall conduct the Interpreting Task with reasonable skill and care, adhering to the provisions and principles of the Code of Practice for Conference Interpreters.

12.2. Given adequate time and resources, the Interpreter shall make commercially reasonable efforts to execute the work to the best of their ability, knowledge, and belief, consulting relevant authorities as reasonably available at the time.

13. Cancellation and Frustration

13.1. In the event that an Interpreting Task is commissioned and subsequently cancelled, reduced in scope, or frustrated by an act or omission on the part of the Client or any Third Party, the Client shall provide the Interpreter with as much notice as possible.

13.2. The booking fee is non-refundable unless the cancellation occurs at least 48 hours prior to the assignment.

13.3. The full fee is payable if the task is cancelled on the day of the assignment. This is because the interpreter has incurred costs for preparation, travel, time away from their desk, and has potentially turned down other client work to make themselves available.

13.4. Neither the Interpreter nor the Client shall be held liable to each other or any Third Party for consequences resulting from circumstances wholly beyond their control (force majeure).

13.5. The Interpreter shall promptly notify the Client of any circumstances likely to impede their ability to fulfill the requirements of the Client’s Interpreting Task. The Interpreter will assist the Client as far as reasonably practical in identifying an alternative solution.