Event Access Guidance: Sign Language Interpreting

Event Interpreter Coordination Checklist

Task Area	Key Actions	Responsible Person
Before the Event	• Confirm interpreter names, arrival times, and parking/access details. • Share event agenda, scripts, and speaker list. • Verify interpreter placement has clear sightlines, lighting, and proximity to stage/camera. • Provide emergency and day-of contacts (event lead, tech support, disability services).	Event Coordinator / DS Office
Arrival & Check-In	• Greet interpreters upon arrival and review run-of-show. • Introduce interpreters to stage manager, sound/AV staff, and accessibility lead. • Ensure interpreters have seating, water, and a place to store belongings.	Accessibility Liaison
Technical Setup	• Test lighting, microphone feeds, and camera visibility (for livestreams). • Confirm backup plan if lighting or sound fails. • Ensure captioning vendors and interpreters coordinate timing if both are used.	AV / Tech Team
During the Event	• Assign staff to monitor sightlines and visibility. • Communicate any speaker or schedule changes promptly. • Check in at intermission or transition points to ensure continued access.	DS Office / Stage Manager
After the Event	• Verify hours worked and note any changes for billing accuracy. • Collect feedback from interpreters on access or coordination issues. • Debrief with staff to note lessons learned for future events.	Event Coordinator / DS Office

Tips for Smooth Coordination

Have interpreter contact numbers and parking instructions printed or texted in advance.
Keep a small emergency kit: flashlight, bottled water, pen, and an extra copy of the event program.
Ensure interpreters remain visible during the ceremony.