Access Readiness: 6 Questions for Event Planners 

Creating an inclusive event is no longer optional—it’s an essential part of professional planning. Whether you’re coordinating a small meeting or a large conference, making sure that Deaf and hard-of-hearing attendees can fully participate should be built into the planning process from day one. Two of the most common and impactful accommodations are ASL interpreting and CART captioning, both of which provide equitable access to communication. 

Deaf Services Unlimited (DSU) is a nationwide provider of both in-person and remote ASL interpreting and CART captioning services. With decades of experience, DSU helps event planners prepare accessible, well-supported events—whether they’re held in-person, virtual, hybrid, or organized on short notice. If you’re new to providing these services, or simply want to strengthen your accessibility practices, these five questions will help determine whether your event is truly “access ready.” 

1. Do you know who your audience is—and what their access needs may be? 

The first step toward accessibility is understanding who will be attending. Ask about access needs during registration and make this question prominent, so attendees feel invited—not discouraged—to request accommodations. 

Consider including options such as: 

In-person ASL Interpreting 

Video Remote ASL Interpreting 

CART captioning 

Even if you don’t know the final makeup of your audience, build the expectation that access may be needed. Accessibility isn’t something to “add on” later—it’s part of responsible planning. DSU can also help you review access requests and decide which services are the best fit for your event format. 

2. Have you budgeted for accessibility from the start? 

Interpreting and captioning should be planned early, not treated as a last-minute emergency request. Costs vary depending on session length, number of rooms, complexity, and how many professionals are needed. 

Because DSU offers both in-person and remote services, planners have flexibility based on their budget and timeline. Remote ASL interpreting and remote CART can often be a great solution for smaller meetings, virtual or hybrid events, or events scheduled on shorter notice. 

Budgeting for access from the beginning ensures you can secure qualified providers and signals a real commitment to inclusivity. 

3. Is your event space set up to support interpreters and captioners? 

Even the best interpreters and captioners can be limited by a poorly prepared environment. Consider the physical setup: 

Lighting: Interpreters must be clearly visible to the audience. 

Placement: Ensure interpreters are positioned where Deaf attendees can see them and the speaker without strain. 

Sightlines: Avoid blocking interpreters with podiums, décor, or camera equipment. 

Seating: Provide designated seating for clear views. 

Break options: Offering a chair or stool helps interpreters rest during longer events. 

If you’re unsure how to implement any of these elements, DSU’s coordination team is here to help. We regularly assist planners with room layout, lighting considerations, seating, and best practices to make your event truly accessible. 

4. Do you have a plan for virtual, hybrid, or short-notice accessibility? 

Different event formats require different access approaches—and DSU supports all of them. 

• Remote ASL Interpreting 
• Remote video interpreting is an ideal choice when: 
• The event has a quick turnaround or short notice 
• The event is fully virtual 
• On-site staffing is challenging 
• You’re coordinating small breakout sessions 
• CART Captioning (Remote and In-Person) 

CART is typically provided remotely, making it incredibly flexible and easy to integrate into virtual or hybrid events. Captioners can appear directly on the meeting platform or through a dedicated link. 

CART can also be provided in person, as long as planners give enough notice to secure an on-site captioning professional. This is especially beneficial for large conferences, high-profile events, or situations where attendees prefer in-room captioning. 

Planning these details ahead of time minimizes technical issues and supports a seamless event experience. 

If you have questions about our ASL interpreting and CART Captioning Services, reach out to our team HERE. 

5. Are you prepared for day-of collaboration and adjustments? 

Once your event begins, collaboration becomes key. Provide your interpreting or captioning team with materials ahead of time—agendas, presentations, acronyms, names, scripts, or any terminology your speakers will use. This allows interpreters and captioners to prepare thoroughly and deliver accurate, high-quality access. 

Expect some natural adjustments during the event. Schedules shift, content changes, or new access needs arise. With DSU, you have the support of a full coordination team who can navigate these changes in real time and keep your event running smoothly. 

6. How are you collecting accessibility feedback? 

Gaining new ideas and fresh perspectives for next year’s event can be simple when asking your attendees about their experience. After the event takes place, are you sending a feedback form to attendees to learn about their experience? If so, consider asking about their accessibility experience.  

You can ask questions like: 

“How were your accommodation needs met at this event?” 
“Did you feel like the ASL interpreters or CART captioners provided quality communication?” 

“Do you have any feedback for the interpreters or CART captioners?” 

“What accommodations would you like to see added next year?” 

Conclusion 

Access readiness is about more than compliance—it’s about creating an environment where every attendee can fully participate. Planning early, preparing your event space, choosing the right service format (in-person vs. remote), and staying connected with your coordination team are all essential steps. 

Deaf Services Unlimited is here to support you every step of the way. From nationwide on-site interpreting to flexible remote ASL and CART services, DSU ensures your event is accessible, inclusive, and professionally supported. 

Q&A  

1. “What accessibility services should event planners consider for Deaf or hard-of-hearing attendees?” 

Event planners should consider ASL interpreting, CART captioning, and thoughtful seating or lighting arrangements to ensure clear communication access. The article outlines how these services work and how DSU can help you choose the right option for your event. 

2. “How can I tell whether I need in-person or remote ASL interpreters for my event?” 

In-person interpreting works well for larger events, conferences, or sessions requiring high visibility, while remote interpreting is ideal for virtual events, hybrid meetings, and short-notice scheduling. DSU provides both options to match your event format. 

3. “What should an event planner do to prepare interpreters or captioners before the event starts?” 

Providing materials like agendas, speaker notes, slide decks, terminology, and names helps interpreters and captioners prepare. The blog emphasizes the importance of advance collaboration with your coordination team to ensure seamless day-of communication access. 

4. “Can CART captioning be used for both virtual and in-person events?” 

Yes. CART captioning can be provided for both virtual and in-person events. Our team will work with you to find the best fit for services for your event. 

5. “What information should I collect from attendees to plan effective accessibility services?” 

 Ask registrants directly about their access needs—such as ASL interpreting, CART captioning, or preferred seating—during the registration process. Collecting this information early helps DSU match the right services to your event and ensures attendees have what they need to fully participate.