5 min read · Updated September 23, 2026
AI Conference Translation Cost: What Goes Into Your Quote?
Plan a conference translation budget: room count, duration, language directions, captions, AI audio, QR access and what to include in your event brief.
TranSphere conference translation is priced by the agreed event setup. The half-day package covers one room for up to four hours, with real-time transcription and translation, stage-screen subtitles, on-site monitoring and a pre-event technical test. Additional hours, parallel sessions and optional outputs change the scope. Request an itemized quote for your event; there is no public fixed price that applies to every conference.
This guide explains what to include in your brief and how to compare proposals. It describes TranSphere's managed service in Thailand and Southeast Asia; other providers may use different pricing models.
What is included, and what is an add-on?
| Requirement | Current package scope |
|---|---|
| One room, up to four hours | Half-day base package |
| Real-time transcription and translation | Base package; confirm language directions in the quote |
| Subtitles projected on the stage screen | Base package; coordinate the screen and audio feed with the venue |
| On-site monitoring and technical support | Base package |
| Pre-event technical test | Included |
| Attendee QR access on personal phones | Add-on |
| AI audio interpretation | Add-on; confirm target-language availability |
| Session records and AI summaries | Add-on |
| Additional hours and parallel sessions | Additional scope |
The written proposal should state the selected outputs and language configuration. Do not assume that access to captions automatically includes translated audio, recordings or every language direction.
The details that affect your quote
Rooms and overlapping sessions. A single room running sequential sessions has a different setup from three breakout rooms running at the same time. Share the agenda with start and finish times for each room, including rehearsals and likely overtime.
Source and target languages. List the languages speakers will use and the languages attendees need. English-to-Thai captions and Thai-to-English audio are distinct requirements. Include any language changes during panels or audience questions.
Captions, audio and audience access. Stage-screen captions, QR access on phones and AI voice serve different attendee needs. People can read captions without earphones; those listening to translated audio should bring personal earphones. State whether you need one output or a combination.
Venue and support. Share the city, venue contact, audio mixer connection, display arrangements and available internet. Confirm who supplies each piece of equipment, who monitors the session, and any travel or additional support charges in the proposal.
Hybrid delivery. If remote attendees will watch a livestream, specify where translation should appear. A link to an attendee viewer and an embedded translation panel on your event website involve different coordination with the production team.
Audience and post-event deliverables. Give the expected in-room and online audience sizes so the team can plan the deployment. Confirm which transcripts, language versions and summaries you want, along with the delivery format and timing. Audience estimates are planning inputs, not a published per-attendee tariff.
Example: briefing a one-room half-day conference
An organizer could request a quote for one room over four hours, English stage audio translated into Thai and Japanese, captions on the main screen, and QR access for attendees. If AI voice is also needed, list it explicitly rather than assuming it comes with caption translation.
The proposal should distinguish the base room/session package from QR access, AI audio and any other extras. This is an illustrative brief, not a fixed-price offer or a guarantee that every configuration is available without testing.
How to compare AI and human interpretation proposals
Compare the same event scope: language directions, rooms, duration, audience access, equipment, staff and deliverables. Ask what happens if the program overruns or an extra room is added. Check the stated currency, taxes, payment terms and cancellation terms in each written proposal.
Price alone does not establish suitability. Test representative speaker recordings with reviewers who understand the target languages. Evaluate caption and audio latency separately, and agree on a response to poor audio or lost connectivity. Our AI versus human interpreters guide explains the evaluation questions.
Send a brief that can be quoted
- Event date, city and venue
- Agenda, room count and simultaneous sessions
- Speaker languages and required target languages
- Expected in-room and online audience sizes
- Stage captions, phone access, AI voice and livestream requirements
- Transcript and summary requirements
- Venue AV contact and rehearsal availability
Request a conference translation quote with these details. You can also review the current packages, use our provider selection checklist, or see how TranSphere delivered multilingual translation at Nikkei Asia Forum APAC.