Accessibility of a conference is not limited to making it a place where everyone can enter. Deaf participants must have access to presentations, discussions, networking, and audience participation. If British Sign Language is being used, using a qualified BSL interpreter can help to avoid communication barriers and make events more accessible.
But planning is the key to effective interpreting. The program, the need for interpreters, the set up of the venue, the needs of the audience and the timing of the scheduled event must all be taken into account well in advance of the event.
Start Planning as Early as Possible
Availability of interpreters can fluctuate, especially for large conferences and when dates and events have high demand. Contact the providers of interpreting services as soon as the date, venue, and general program of the event are determined.
Early planning allows for more time to find professionals who are appropriate and to communicate needs. The event date, location, anticipated number of attendees, session timing, topic, and session type all can affect a provider’s decision on interpreting needs.
Choose the Right BSL Interpreter
Interpreting skills and knowledge are not the same for all events. If you are attending a conference that is on a medical, legal, technical, academic, or very specific topic, there may be terms you need to prepare and have prior experience with.
Inquire about qualifications, experience, and subject area of the BSL interpreter. Interpretation can also be provided by teams of interpreters, for longer or more challenging events, to ensure concentration and accuracy while allowing for team rotations in providing services.
Provide Event Materials in Advance
There is great value in preparation in enhancing the quality of the interpreting. Send presentation slides, agendas, speaker notes, videos, technical terminology, scripts, and other materials relevant to the presentation well in advance.
This allows them to get to know the names, acronyms, specialist language and the format of the event. Even if speakers know that they will be improvising, an outline or briefing can be helpful to give the interpreter some background and assist them to follow the conversation.
Plan the Venue and Stage Setup
The location of an interpreter can impact ease of understanding for the attendees. The interpreter must be easily visible to the deaf persons involved in the event and be strategically placed in relation to the speakers, presentation screens, and other visual information.
Do not have the interpreter in a dimly lit room or where the participants have to constantly turn between the interpreter and the presentation. The objective is to make communication easy and visually easy to understand.
Consider the Entire Event Program
Take into account registration, opening statements, panel discussions, workshops, audience questions, networking opportunities, breaks with formal proceedings, and closing presentations.
Before commencing the planning process, when deaf participants are involved, organisers should be mindful of the needs of the deaf participants and develop an accessibility plan that is more than just interpreting, to be more useful and effective.
Confirm Logistics Before the Event
There are a few final things to check that will help avoid problems that can be avoided. Arrange arrival times, contact information, parking or transportation, and access to the venue, breaks, session times, and who to report to when arriving as an interpreter.
Ensure that the organisers will know how to communicate with the interpreting team during the event if the programme is changed. It’s also beneficial to create reasonable breaks in longer sessions.