Equipment Rental for Simultaneous Interpretation

UHF receivers, portable booth and distribution rack — with or without an interpreter.

Equipment available for rent

How much equipment your event needs

Rental with or without an interpreter — how it works

The rental can be contracted with or without a lingo interpreter. For events where the client already has their own human interpreter, lingo provides only the equipment and the technical operator — receivers, transmitter, booth and full technical support, without the interpretation itself.

10 participants already justify the UHF system. For events with fewer than 10 people, RSI via Zoom is usually more efficient in cost and logistics — lingo advises on which format makes more sense before closing the quote.

Delivery, audio integration and return

For events in Greater São Paulo, equipment freight is included in the quote. For other cities, freight (round trip) is itemized separately. With 72h notice for events in São Paulo, or 5–7 days for other cities because of freight logistics.

The venue's audio team needs to provide a clean signal to the interpreters and avoid return that causes echo or feedback — lingo's technical operator coordinates directly with the local AV to ensure this integration before the event begins.

At the end of the event, lingo organizes the identification, collection and checking of all receivers distributed. Responsibility for loss or damage is set out in the rental terms, communicated at the time of the quote.

How the rental works, from quote to return

The rental process is simple, but it depends on accurate information at the start. The starting point is the quote: the client provides the date, the venue, the number of participants, the languages and whether a lingo interpreter or their own will be used. With that, we define the number of receivers, the booth, the transmitter and the technical operator, and the system generates the proposal in 60 seconds.

Once the rental is confirmed, lingo schedules the delivery, agrees with the venue on the access time and installation point and, if needed, aligns the audio flow with the venue's AV team. On the day of the event, the technical operator arrives early to set up, connect and test the system; at in-person events with an interpreter, installation usually takes place 60 to 90 minutes before opening.

During the event, the operator stays on site, monitors the signal and resolves unexpected issues. At the end, lingo collects and checks the receivers and dismantles the booth and the rack. The quote amount is the final amount on the invoice, with no hidden items.

How to size the receivers with room to spare

The practical rule is to rent receivers for every participant who will need interpretation, plus spares. The table above shows the recommendation by event size, with room for swaps, failures and last-minute guests. At events with open registration or fluctuating attendance, it is worth sizing with a larger margin.

It is worth remembering that not all participants need a receiver. At an event where 70% of the audience speaks the original language, only the remaining 30% need the equipment. The quote is calculated on the receivers actually needed, and lingo guides the organizer in estimating when there is no closed list.

At events with more than one target language, each language takes a channel. The receiver has a selector to choose the channel, and the distribution rack sends the signals of all channels simultaneously. The more languages, the greater the number of booths and interpreters, but the receiver fleet is the same.

Portable booth: what to consider on site

The portable booth measures 1.2 m × 1.2 m × 1.8 m and holds one or two interpreters. Because it is acoustically isolated, it can be set up in the event room itself, but the ideal is to position it with a direct view of the stage and the projection screen, preferably at the back or on the side, without blocking walkways or emergency exits.

When choosing the booth location, it is worth planning for the power outlet, the distance to the sound desk and access for the technical operator. At events with more than two languages, space is needed for more than one booth side by side. When the venue already has fixed booths, lingo assesses whether they meet the isolation and visibility requirements before deciding.

For small meetings, the desktop booth is a lighter, quicker-to-set-up alternative, suited to meeting rooms and boards of directors.

Rental without an interpreter: what the client needs to know

When the client already has their own human interpreter, lingo provides only the equipment and the technical operator. In that case, the contracting party is responsible for making sure the interpreter arrives early for the sound check and knows the flow of the event. lingo's operator connects the interpreter's microphone to the transmitter, checks the signal quality and follows the event from start to finish.

It is a common setup at companies that keep trusted interpreters, at event agencies and at production companies that organize congresses. lingo works neutrally: it delivers the equipment and technical support without interfering in the choice of interpreter.

For events where the client wants only the equipment, we recommend sending in advance the number of interpreters, the language pairs and the event format, so that we can size the number of booths and channels.

Contingency and system reliability

An event with interpretation depends on the signal reaching all receivers without failures. That is why every rental includes spare receivers and a redundant transmitter, so that an isolated equipment failure does not interrupt the session. The spare capacity is sized in the recommendation table and is part of the quote.

The technical operator also checks the batteries before the event, monitors the signal during the session and, at long events, swaps out units that show a weak signal. If there is power instability or interference from the venue's other wireless systems, the operator adjusts the frequency and coordinates with the AV team.

Rental in other cities and at large events

For events outside Greater São Paulo, lingo ships the equipment with the technical operator, and round-trip freight is itemized in the quote. Because of the logistics, the lead time is longer: 5 to 7 days. For congresses and trade fairs, we recommend reserving the equipment together with the event date, not after the venue has been contracted.

At large events, with hundreds or thousands of receivers, the challenge is not only the number of devices but distribution and collection. We suggest planning pick-up and return counters with clear signage, a control list and a dedicated team for handing out at the entrance and collecting at the exit.

Equipment rental or remote interpretation: how to decide

The choice between renting equipment for an in-person event and hiring remote interpretation depends on where the participants are. If most are in the same room, the UHF system with individual receivers is the most natural solution: each person hears on their own headphones, without depending on internet. If participants are in different places, remote interpretation via Zoom, Teams or Webex removes the need for physical equipment and freight.

At hybrid events, the two solutions coexist: receivers for those in the room and a language channel on the platform for those online. In that case, equipment rental covers only the in-person part, and the same interpreter serves both audiences.

For meetings with fewer than 10 people, remote interpretation is usually more efficient in cost and logistics. lingo advises on which format makes more sense before closing the quote.

Checklist before confirming the rental

• Date, access time to the venue and duration of the event.
• Number of participants who will need interpretation and target languages.
• Whether a lingo interpreter or their own will be used, and how many.
• Address, floor and access conditions for delivery and setup.
• Position of the stage, the screen and the sound desk, to define the booth location.
• Contact of the venue's AV team, to align the audio flow.
• Plan for distributing and returning the receivers.

With this information, the quote is accurate and setup goes without surprises on the day of the event.

Frequently asked questions

Related services

Lingo Qi Interpretações LTDA · CNPJ 53.834.741/0001-34 · São Paulo, SP