BP17: Frequently asked questions

I need some practical information on arrival, etc.

Please download our pdf guide to your mobile – you will find it useful.

How much does the conference cost?

Conference tickets start at 139€ + VAT, allowing you to attend the short talks on Friday, 5 May.  This type of ticket covers catering all day, including dinner.  This price is valid until the current batch of 60 one-day passes is sold out (55 tickets left as of 29 January);  or at the latest until 24 March.

There’s a 33% discount for students.

Tickets are normally available until 28 April, so please register by that day.  All items will carry a 15% surcharge after that, and registration closes completely at midnight on 1 May.

For a more detailed description of the options available, as well as for prices of fringe events such as masterclasses, dinners, day trips, and walking tours, check out the information under the Schedule tab.

For all conference packages explore the website, especially our webshop.

Do I have to pay VAT?

If you buy your ticket as a company or a sole proprietorship, you don’t have to pay VAT.  During the shopping process please select ‘I pay as… business’.   When you’re based in the European Union (outside Hungary), please provide a valid VAT number. This will be checked against the EU’s VIES database.

Make sure you enter your VAT number with the two letters denoting your country, without a space between the letters and the numbers (i.e. in this format:  AB12345678).

If you live outside the EU and you buy your tickets as a business, the VAT number is not checked.

A 27% VAT is charged in all other cases: (i) you’re based in the EU and pay as an individual (without a VAT number); (ii) you’re based outside the EU and pay as an individual; (iii) you’re based in Hungary as a business (in which case you can claim back the VAT); (iv) you’re based in Hungary as an individual or you’re “alanyi áfamentes” (in which case you can’t claim back the VAT amount).

Do I get an INVOICE for my payment?

Yes.  Invoices for payments by credit card and PayPal will be generated automatically from the system.  If you choose to pay by wire transfer, the invoice will be issued after confirming your funds on our bank account.  In both cases, invoices will be issued and sent by e-mail as .pdf files.

All fringe events are listed on the invoice as conference items. (e.g. a dinner could be listed as ‘BP17 Translation Conference – Module D4’.)  This will make your accountant happy, as you’ll be able to write these off as conference expenses.

How do I register for BP17?

Open the Shop page and select your items. These are grouped in a logical order: conference passes first, followed by dinners, masterclasses, etc.

After completing each step of the shopping process, you’ll get an automated response with additional information. As soon as your payment arrives, you’re registered for BP17.

You may find our shopping guide helpful.

Can you help me with the shopping process?

There’s a handy Shopping guide that explains the entire process in full detail.

I’d like to take the ATA exam. How do I register?

Please apply and pay for the exam directly at ATA.

Which airlines offer the best flight routes to Budapest?

Budapest is connected to over a 100 destinations worldwide, although most of these are within Europe.  Hungary no longer has a national carrier, but it well served by a number of low-cost airlines, most notably Wizzair and Ryanair, as well a wide range of other carriers.

Wikipedia has a full list of cities with direct flight routes to Budapest, including the airlines that serve these routes.

Wizzair offers a 20% discount on all routes on a regular basis, usually once a month.  Whenever we know about such an offer, we post it on the conference’s Facebook event page.

How do I book a room in the conference hotel?

Download the conference hotel’s booking form from the Budapest > Accommodation tab.

I need a Schengen visa.  Can you help me with an invitation letter?

Hungary’s immigration policy is constantly changing, and not necessarily for the better.

I, as conference organizer, can easily issue an ‘unofficial’ invitation letter.  This is a simple A/4 size pdf sent to you an e-mail attachment, stating that you registered for the conference, you attend the event for professional purposes, etc., complete with a scanned stamp and my signature.  For this I need your essential details (full name, birth date, registered address, passport number, passport expiry date). Also, get a confirmed booking from the conference hotel. To do this, fill in the booking form (Budapest > Accommodation tab), and send it to the hotel. They will send you a confirmation.  You’ll need to provide your card details, but your card won’t be charged until your arrival. (If you don’t get the visa for any reason, you can always cancel this booking.)

Next, with these documents (‘unofficial’ invitation letter + hotel’s confirmation) apply for a visa at the nearest Hungarian embassy or consulate.  For many countries this should be enough to get a visa. (Disclaimer:  as a conference organizer I have no control over the visa policy of any embassy or consulate.)

If they require an ‘official’ invitation letter, it makes things a bit more complicated (and more costly). For such an official invitation letter, I, as conference organizer, need to fill in a form of the Hungarian Immigration Authority, and get their approval in person.  This involves a fee, plus my time of visiting the office in person (at the opposite end of town).  To get their approval / countersign, they run some background checks on the person intending to enter Hungary.  Once I have the countersigned official invitation letter, I need to send it by registered mail to the applicant’s postal address. Together with this document, and the hotel’s confirmation (see above), you need to apply for a visa at the local embassy / consulate. The catch is that even this official invitation letter does not guarantee a visa.

What I can do as a conference organizer is that in case you are not granted visa for any reason, you’ll get a full refund of your conference purchase (ticket to the conference and any additional fringe events). Please note that the administration fee to get the official invitation letter cannot be refunded.

How do I reach conference attendees with my message?

You’re welcome to advertise in the conference magazine.  All BP17 attendees will get a printed copy, plus an e-book version will be available to 700+ more translators.  Ads start from 150€ (quarter page).

If you place at least a half-page ad, your ad will also be shown on 10 TV screens in the coffee break areas on Friday at the cinema.

Simply select the desired option in the webshop, then we can take it from there.

If you wish to be an exhibitor or sponsor, contact us.

Can I publish an article in the conference magazine?

Absolutely. This year the conference booklet will also include articles on, well, the business and practice of freelance translation. All BP17 attendees will get a printed copy, plus an e-book version will be available to 700+ more translators.

Read more about the conference magazine here (publishing, advertising, signing up for the e-book).

I’m more of an interpreter, can I still join?  

Of course.  Many of our previous and returning attendees do more interpreting than translation. Takeaways from our business sessions can easily be applied to interpreters as well.  Most importantly, the unique BP conference atmosphere is shared by all language professionals.

At BP17 some of the sessions will specifically cater to interpreters’ needs.

Can I invite other translators?  

Sure you can! While a large number of BP attendees know each other from previous events, all of them started out not knowing anybody else.  BP conferences lay a strong emphasis on building lasting relationships, both professional and personal.

You’re more than welcome to invite your colleagues.   A good way of doing is using the Share button on our Facebook event, or you can simply tell them about the event.   In fact, BP conferences have a very good word of mouth; attendees of previous events often recommend us to their colleagues.

There’s even a financial motivation to register in pairs.  If at least two people register on a single invoice, each of you will get a 15€ discount off the price of a two-day pass. There’s no such discount for one-day passes.

I don’t know anybody among the attendees. How will I fit in?

The BP conference crowd is very open and ready to welcome any colleagues.  Translators and interpreters have always been regarded as weirdos by outsiders – but at BP we’re all insiders, all speaking the same language. Registered attendees will have little profiles on this website, together with their photos, short bios, and a few links to their professional pages – you can start networking even before the conference starts.

Conference breaks are the best times to forge new relationships.  Feel free to talk to anyone – that’s the very reason we come together.

Who organizes BP17?

The man behind BP Translation Conferences is freelance translator Csaba Bán.  He is assisted by an IT guru, a typesetter, an accountant.  You can read more about the BP story here.

I still have a question that I think others may also have. Can you help me?

Sure.  Drop us a line and shoot.

When will the programme be available?

A preliminary programme, with about 80% of the sessions, will be announced in the first half of December, first gradually on our FB event page, then here on the website.

The remaining 20% of the sessions will be announced gradually, by late January.

We received a great number of outstanding proposals, so the programme is likely to be even better than in previous years.


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What makes BP18 unique?

You may have heard some great reviews about past BP conferences. But why is all the hype?

First, BP18 has a unique conference format.   On the first day we have a series of short, TED-like talks, each followed by a short Q&A session. We use a mobile app that members of the audience can use to ask questions during the talk – then our witty master of ceremonies poses the most popular questions to the presenters.    Day two follows a more traditional pattern of longer sessions in three parallel tracks – allowing for a wide variety of professional content to be presented during the two days of the conference.   Our long coffee and lunch breaks also contribute to more meaningful conversations.

Second, BP conferences are known for their unique, easy-going atmosphere that actively encourages and facilitates new encounters, many of which turn out to be fruitful professional cooperations or even long-term friendships.   We also lay heavy emphasis on fringe events – more specifically on our three networking dinners where conference attendees can go beyond the small talk.

Third, each annual event take places in a lively historical setting. Vienna has so much to offer, with its grand palaces, world-class musuems, classy cafés, concert halls, flea markets… the list is endless.

Repeated attendees of BP conferences are the best advocates, persuading more and more colleagues each year to attend.

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Using public transport in Vienna

Vienna has a highly developed and efficient public transportation network, with convenient ticket options.

We’ll provide details information about this well in advance, about 2 months before the conference.

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How do I travel to Vienna?

Vienna is right in the heart of Europe, with direct flights from all corners of the continent, as well as several cities overseas.

Good news is that BP18 has an official airline, Austrian, offering a 15% discount to BP18 attendees – more details here.

If you arrive from Austria or a neighbouring region, you’ll probably use ground transport – more details here.


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Where can I stay in Vienna?

Hotel Mariott offers rooms at a discounted rate for BP18 attendees, but even these are around 200€ per night.

There are much cheaper hotels and apartments available, especially around the Westbahnhof / Mariahilf area that are conveniently connected by a direct metro line to BP18 venues.

Read more about hotel options here (within the BP18 website).


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Will there be a day trip out of Vienna?

Most probably yes, although we’re still sourcing the tour operator company.

The idea is to take a day trip out of Vienna on Saturday, 21 April to the Wachau region.  This stretch of the Danube is upriver from the Austrian capital, dotted with historical towns and castles… and vinyards.

The day trip may include cycling along the river, a boat ride on the Danube, and probably a visit to the UNESCO-listed Melk monastery.

The day trip is likely to take place between 9 am and 6 pm, with lunch included.    Stay tuned for details.

(last updated: 9 November, 2017)
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Will there be any walking tours in Vienna?

Most probably yes, although we’re still sourcing the tour operator company.

Most probably there will be a sightseeing tour in the morning and another one in the afternoon of Wednesday, 18 April.  We may also have one or two walking tours on Saturday, 21 April.

(last updated:  9 November 2017)
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How about networking dinners?

We’ll have three (3!) networking dinners, as usual.  These are not covered by the conference ticket, but are highly popular among conference attendees.

On Wednesday, 18 April we’ll have a welcome dinner, or, rather, a reception, taking place at Café Prückel, a short walk from the conference venues.  Most people will get their badges here, and we’ll also start our networking game here.

On Thursday, 19 April we’ll have our main conference dinner at Rathauskeller (City Hall cellar), a few tram stops from the conference venue.

On Friday, 20 April we’ll have our farewell dinner at ‘The Room‘, a hip venue near Hundertwasserhaus.


Tickets to these dinners will be available as soon as registration to the actual conference starts.

Vegetarian options are provided by default, and on the registration form you can also specify any special diets (vegan, lactose-free, gluten-free).

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Will I get an invoice for my payment?

Yes.  The invoicing process is fully automated.

If you pay by bank transfer or via TransferWise, you’ll first receive a Pro forma invoice, stating the account number and other banking details you’ll need to initiate the transfer.   Once the amount is safely received on our bank account, you’ll receive your ‘deposit invoice’ that you can already send to your accountant.   Shortly after the conference you’ll receive your final invoice with a zero payable balance.  (The reason for this is that payment precedes the actual service, and the final invoice can only be issued after the service is fully provided.)

If you pay immediately (i.e. by bank card / PayPal), you’ll receive the ‘deposit invoice’ straight away, then the final invoice after the conference as described above.

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I’m new to BP conferences, how will I find people to talk to?

BP translation conferences have a reputation of facilitating meeting new people. In fact, several attendees claimed that they made more professional contacts and made more friends than at several previous conferences combined.

We’ll have a unique, proprietary networking game that forces people to get out of their comfort zones and talk to new people they would not normally contact at a crowded conference.

Join us at BP18, this is an excellent opportunity to meet new people from around the world… and actually stay friends with them.

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Can you issue an invitation letter for a Schengen visa?

First things first: read about the Austrian visa application process.

Here you will find that when attending a conference, you’ll need four items to submit as part of your visa application, and only one of them is the invitation letter.

If you need an invitation letter, please follow this procedure:

  1. Register for the conference (i.e. you need to pay for the conference ticket)
  2. Complete this form for the invitation letter.
  3. Apply for the visa at the local Austrian embassy.

Please apply for the visa in time (1 to 3 months before the conference).   Visas are granted by the embassies and consulates of Austria, and we do not assume responsibility for their decisions.   In case your visa is rejected, you’ll get a full refund of the amount you paid for registering for BP18 (minus a small handling fee).

(last updated: 11 November 2017)
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Who can attend BP18?

Anyone can attend BP18; there’s no eligibility criteria as such.   Most of the attendees are usually freelance translators with 5-20 years of experience, and we also have a fair share of freelance interpreters.  There’s also increasing number of representatives of LSP’s, translation agencies, CAT tool makers, national translators’ associations, etc.

About 90% of the attendees come from various European countries, with an increasing number of people flying in from other continents.

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Is there a discount for students and faculty?

Yes, most probably there will be a 33% discount for students and faculty members of translation/interpreting/terminology or related studies.

Once registration starts, please send a scanned copy of your ID card, as well as a document that proves that you’re enrolled as a student in the current academic year, or that you’re a teacher/professor of translation studies or at a related field.

Please note that the student discount is available only for people who were born after April 19, 1988.  Also, the total number of tickets available as part of this offer is 20.

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How can I register for BP18?

You can register for the conference by purchasing your conference ticket.   Tickets will be available some time in December, or, at the latest, in early January.   You can sign up to be notified by e-mail if you don’t want to miss it.

Once registration starts, you can register for BP18 by purchasing your conference ticket and any additional items in our web store.

The registration and invoicing process is automated.  You’ll need to provide your billing details, then select your preferred method of payment, then check out to pay.

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I’m interested in the ATA exam

The exam will take place on Wednesday, 18 April, between 9:00 and 12:00.

It will be a computerized exam, so bring your own laptop.

The exam sitting venue will be announced soon.

IMPORTANT:  Read about the exam over at ATA’s website.  Make sure you apply for the exam directly with ATA.

The exam is not yet officially announced, but you can count on it.

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How much does the conference cost?

There are many factor to keep in mind when calculating the price of conference ticket. The single largest expense item is the rental price of the venues and equipment, while the most significant variable item is the cost of catering.

If all goes well, early bird prices will be announced early December.

Tickets will be released in blocks. For example the first batch of 70 tickets will cost X €, the second batch of 70 tickets will cost X+30 €, and so on.

If you wish to be notified when tickets will be available, sign up here.

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Do I need to pay VAT?

It depends.

If you are based in the European Union and have an EU-level VAT number, you don’t need to pay VAT.  In this case please specify on the billing details page that you wish to pay as a company, then provide your VAT number without a space (e.g. ‘DE123456789’).  As part of the registration process the validity of this VAT number will be checked against the VIES database.

It has happened in the past that this connection to this database is temporarily unavailable – in this case please try it again a minute later.

If you are based in the European Union but do not have a VAT number or if you only have a national VAT number, you’ll need to pay VAT. And that’s a 27% Hungarian VAT (the highest in the EU – sorry, it’s not my fault).   The company that organizes BP18 is registered in Budapest, Hungary. Unlike in previous years, this time we didn’t registered for a local VAT number, so essentially the service (the conference itself) is provided by a company that’s registered in a different EU member state.

To avoid paying this VAT, the best you can do is team up with a colleague who has an eligible EU VAT number, then find an arrangement with them.

If you’re based in Hungary, you’ll have to pay 27% VAT, then claim back the VAT amount at the end of the quarter.

If you’re based outside the European Union, there’s no way to check if your business is eligible for VAT exemption or not.  If you select you pay as a company and you enter a business-looking billing name, you should be fine.   At past events, for example, several attendees from Ukraine entered their names, together with the abbreviation that stands for ‘individual entrepreneur’.


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