Access Amplified: Planning Deaf-Friendly Conferences 

Conference season is here, are you confident in your accessibility? 

Conferences are inherently desirable and impactful because of their design to gather based on valuable information, networking, and new ideas. The underlying key factor is access. 

Ensure your conference content is equally valuable and impactful to all attendees with CART captioning services and/or Video Remote Interpreting (VRI). Consider the following tips and guidelines when preparing an accessible conference.  

Tips:  

• Ensure your Deaf and hard-of-hearing attendees have an unobstructed view of the interpreter. Any movement, obstacles, or traffic in this line of sight will lead to missed information.  

• Note that interpreters must be reserved and paid for during the entire duration of the conference, including breaks. This is because they are dedicated to your event for the full block of time and are unable to take on other assignments during those breaks.  

• Consider entrance/allowance requirements in advance to ensure interpreters have relevant access day of.  

• If breakout events or sessions are allowed, remember each Deaf and hard-of-hearing individual will need interpretation if they are separated in these sessions. Consider group scheduling or requesting extra interpreting if this is the case. 

Questions to Consider: 

• Is the lighting suitable for the Deaf Individual to see the interpreter?  

• If there are Q+A portions, is the interpreter equipped with a microphone to voice questions for Deaf/hard-of-hearing attendees?  

• Is the interpreter positioned near a clear audio source for optimal translation? 

Access Planning Timeline: 

3 months in advance  

Make a schedule of events during the event including a breakdown of times. 

2 months in advance  

Provide DSU with a full list of presenters and their contact information. 

1 month in advance  

Provide DSU with the contact information for Deaf and hard-of-hearing event attendees, for schedules and communication modality preferences. 

2-4 weeks in advance  

Request all remaining services needed for event attendees. 

1-2 weeks in advance 

Submit any final presentation materials and day-of contact information and instructions. 

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Q&A

1. What are essential considerations for planning a Deaf-friendly conference?
   Key considerations include providing sign language interpreters, ensuring unobstructed views for Deaf attendees, offering captioning services, and preparing accessible materials in advance.
2. How can conference organizers ensure effective communication for Deaf and hard-of-hearing attendees?
   Organizers can ensure effective communication by arranging for qualified interpreters, utilizing real-time captioning, and ensuring that all presentations are accessible, including during breakout sessions.
3. How do I request interpreters or captioning for a conference?
   Contact qualified interpreting agencies well in advance with your event details, including the schedule, presentation topics, and attendee communication preferences, to secure interpreters and captioners.
4. Why is it important to reserve interpreters for the entire duration of the conference?
   Interpreters should be reserved for the entire conference duration, including breaks, to ensure consistent communication access. They are dedicated to the event and cannot take on other assignments during breaks.
5. What are some common pitfalls to avoid when planning for Deaf and hard-of-hearing attendees?
   Common pitfalls include inadequate lighting for interpreters, lack of microphones during Q&A sessions, and failure to provide interpreters for breakout sessions. It’s crucial to plan for these aspects in advance to ensure full accessibility.