Before Your Event
Preparation makes the difference between an accessible event and an inclusive one. Here's how to set your interpreters, and your Deaf attendees, up for success.
Lighting and Audio
Just as speakers undergo microphone and audio checks, it's equally important to ensure that ASL interpreters are visible and well-lit. It is helpful to dedicate lighting to the ASL interpreter for large events so the audience can see their interpretation clearly.
When interpreters are placed to the side of the main stage, it is important to ensure they have a dedicated speaker facing toward them so they can hear the presenters clearly and interpret accurately. If the interpreters can't hear the presentation clearly, it is impossible to provide an accurate interpretation.
Reserved Seating
It's helpful to reserve seating for Deaf participants near the front of the room, ensuring they have a clear view of both the ASL interpreter and the speaker at the same time if possible.
Keep in mind that each Deaf attendee may have individual preferences, so reaching out to them before the event to understand their unique needs is crucial.
Advance Preparation
Sharing presentation materials, scripts, technical terminology, or agendas with interpreters before the event significantly improves accuracy, especially for specialized topics like medical conferences, legal proceedings, or technical training.
The more context an interpreter has in advance, the better they can prepare vocabulary, research terminology, and anticipate communication challenges.
Event Planning Checklist
- Designate a well-lit interpreter placement area, separate from the speaker
- Arrange dedicated stage lighting for interpreter visibility
- Place a dedicated speaker facing the interpreter for audio clarity
- Reserve front-row or sightline seating for Deaf attendees
- Contact Deaf attendees in advance to understand individual preferences
- Share presentation materials, scripts, or agendas with interpreters ahead of time
- Brief your AV team on interpreter audio and lighting requirements
- Confirm interpreter arrival time (typically 30+ minutes before the event)
- For multi-day events, confirm team interpreter schedule and rotation plan
- Test interpreter audio feed before the event begins
McAlmont Interpreting Group offers complimentary pre-event consultations to help you prepare. Whether this is your first interpreted event or you are refining an existing program, we are here to help.