Charge for accomodation when attending a conference
Thread poster: Maria Belarra

Maria Belarra  Identity Verified
Spain
Local time: 22:03
French to Spanish
+ ...
Jan 14, 2004

Dear all,

I have been asked to attend a conference in Germany (I live in Spain) to work as an interpreter. The client asks me to give a final budget, that is, my rates plus transport and accommodation. How much is it reasonable to ask for accomodation, transport, meals etc. on a daily basis?

Thanks in advance for your help.

Maria


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nordiste  Identity Verified
France
Local time: 22:03
English to French
+ ...
just an idea : why don't you have a look on tourism websites ? Jan 14, 2004

Hi,

I don't live in Germany so I can't help with prices and tariff , but when I have to charge in advance for transport / accomodation I usually have a look on some tourism website (like the ones from the Chambre of commerce or other institution) ; you can also check railway or airplane companies.
Have a nice journey !


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Jason Roberts  Identity Verified
Local time: 15:03
Dutch to English
+ ...
Find out the conference rate Jan 14, 2004

When I do this sort of work I look at what the conference rate is at the hotel the conference is at (if at a hotel) or the special rate(s) the conference has negotiated with area hotels and use that in my per diem calculations.

Maria Belarra wrote:

Dear all,

I have been asked to attend a conference in Germany (I live in Spain) to work as an interpreter. The client asks me to give a final budget, that is, my rates plus transport and accommodation. How much is it reasonable to ask for accomodation, transport, meals etc. on a daily basis?

Thanks in advance for your help.

Maria


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Maria Belarra  Identity Verified
Spain
Local time: 22:03
French to Spanish
+ ...
TOPIC STARTER
Nothing has been booked Jan 14, 2004

First, thank you all for your ideas. I am afraid the conference is not taking place in an hotel and surely no special rates have been negociated. It is just a small commercial meeting, I (we) are accompanying one of the parties, and we are expected to fully manage for ourselves.

I will check the pages you mention, but can you be a little more precise?

Thanks again for your time


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Trudy Peters  Identity Verified
United States
Local time: 16:03
German to English
+ ...
Some ideas Jan 14, 2004

Maria,

I would have the client reimburse me for the actual transportation expenses, incl. cabfare, etc. and then charge a certain per diem rate to cover accommodation, meals, etc.

FWIW

Trudy


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Narasimhan Raghavan  Identity Verified
Local time: 01:33
English to Tamil
+ ...
Accommodation is client's responsibility Jan 15, 2004

You have to quote your hourly translation rate and just say the logistics are to be taken care of by the client. It is not advisable to quote for things, for which you do not know the costs. Logistics include transport, boarding and lodging. You can stipulate the class of travel, hotel etc.
One more thing, for outstation jobs always charge for the actual hours worked subject to a minimum number of hours (say 10 hours). In that way if the client keeps you idle for any reason, he cannot give this excuse for paying you less. After all, you have gone out of your headquarters for his purpose and you are deprived of chances to earn money by taking up other clients' jobs.
All the best.
Regards,
N.Raghavan


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Jane Lamb-Ruiz  Identity Verified
French to English
+ ...
break it down Jan 15, 2004

The client should book your hotel [with breakfast included] and send you a plane ticket. You shouldn't have to mess around with that. They should also pay for your transportation to the airport ie cab.

The client should give you a per diem for food and taxis, if you need to take one. [you have to determine that]. You should be able to figure out meals and approximate taxis, if required.

You have to tell the client your daily rate for 8 hours + rate for more than that. Be careful. You end up having wine in bar and working and then they don't pay you though you are still interpreting. Is this liaison interepreting + consecutive? I would charge at least 50 euros an hour.

Get the client to WRITE down the agreement on letterhead company paper and FAX it to you. The per diem can be paid at the end, but they should give you at least a downpayment.

Good luck!

Cheers
Jane


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Henry Hinds  Identity Verified
United States
Local time: 14:03
English to Spanish
+ ...
Put it on the Client Jan 15, 2004

I agree thoroughly with Narasimhan and Jane. Have the client handle the hotel and transportation for you. A per diem is not too hard to estimate for other expenses. And of course, charge for your time there whether they work you or not.

As a rule you should stay in the same hotel where everyone else involved is staying, and eat the same food if meals are provided at some point.


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Williamson  Identity Verified
United Kingdom
Local time: 21:03
Flemish to English
+ ...
Fully manage yourself Jan 15, 2004

Fully manage yourself could imply that after deduction of travel costs, lodgings, food and payment via PayPal premier account because the client pays you with his/her credit-card you end up with a balance of 50 euros for that day instead of 400, the usual price. Travel costs,per diems and exchange costs definitely included

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Maria Belarra  Identity Verified
Spain
Local time: 22:03
French to Spanish
+ ...
TOPIC STARTER
Charges are on the client Jan 15, 2004



[Edited at 2004-01-15 20:24]


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Maria Belarra  Identity Verified
Spain
Local time: 22:03
French to Spanish
+ ...
TOPIC STARTER
Charges are on the client Jan 15, 2004

Williamson wrote:

Travel costs,per diems and exchange costs definitely included


Sorry, I think I didn't explain myself properly here. Yes, the client intends to pay for accommodation, plane tickets etc. What I mean is that they are not planning to take charge of booking a plane, a hotel room etc., so it's on us.

We have to give a final budget (rates + accommodation + transport) and I was unsure about how much to ask. We wouldn't like to ask too much- probably the client could not afford it and would cut the number of interpreters. That would mean, I suppose, that half of the team would stay home while the other half works double.

Thanks anyway.


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Fernando Toledo  Identity Verified
Germany
Local time: 22:03
German to Spanish
Rates Jan 15, 2004

Just add to your daily rates the planes tickest and search a Hotel in the city where you have to go, for example in a Novotel (there is in all big cities, about 70 -110 Euros)if you prefer a cheaper one, take a look in ETAP Germany (about 35 €), but there are all far away fron "downtown" so you will need a Taxi too.

Maria Belarra wrote:

Williamson wrote:

Travel costs,per diems and exchange costs definitely included


Sorry, I think I didn't explain myself properly here. Yes, the client intends to pay for accommodation, plane tickets etc. We have to give a final budget (rates + accommodation + transport) and I was unsure about how much to ask. We wouldn't like to ask too much- probably the client

Thanks anyway.


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Parrot  Identity Verified
Spain
Local time: 22:03
Member (2002)
Spanish to English
+ ...
Choose a hotel close to the site Jan 15, 2004

If you can't do that over the internet, ask the client for the best options.

As the colleagues say, add that to plane fare in order to get an approximate quote.

However, invoice your services separately and turn over receipt for reimbursement. (This, to get the tax angle clear.)


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Maria Belarra  Identity Verified
Spain
Local time: 22:03
French to Spanish
+ ...
TOPIC STARTER
Thanks Jan 18, 2004

Well, thanks everyone for your comments. They have been most helpful.

Maria


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