Make the deaf accessible activities:

Over the years, on Ops Nest, we had the honor of working with deaf hosts and audience members, and during that time we really started learning a lot of what people think they belong to the event space. Accessibility is not a box to be ticked; it is about the gold standard vision of creating an inclusive environment where people think they belong to the room.

We want to share what we have learned so far, including (in real Ops Nest Style), when things don’t go as planned and not exactly as planned and the steps we’ve taken now to make sure everyone has a seamless experience.

Plan Explanation: More than just booking

The first step in accessibility is to understand why an interpreter is needed. Do you just make your event more accessible, or do you have a host or listener member who needs an explanation? Knowing this will help guide your plan.

It is also important to book the right type of interpreter. Depending on the activity’s needs, you may need:

• Sign Language Interpreter
• Deaf and dumb interpreter
• Lipspeaker
• Sign Language Translator
• Deaf relay/internal interpreter
• Manual/Electronic Sendors
• Voice to text reporter

Booking the right interpreter not only means providing the demand, but also providing an initial introduction to the topic of the conversation at the time of booking. This ensures that you provide the most appropriate interpreter for the event, a person who comfortably translates the topics that will be covered. Ideally, bookings should be made at least four weeks in advance to ensure availability and allow for proper preparation.

The hard way we learned:
At one event we booked an interpreter for the group discussion but failed to take into account that one of our deaf conference panelists needed an explanation throughout the day, not just the meeting she spoke about. As a result, she left the room at the end of the meeting because she was unable to interact with other event content. Now, we always ask the attendees or presenters if they need full-day support to ensure no one is left out of important discussions.

The importance of rehearsals and technical inspections

Well-executed events do not happen by chance and require preparation. This is especially true when working with interpreters and accessibility services. We try to always:

• Conduct conversation rehearsals and technical checks to ensure everything goes well.
• Follow up on a detailed overview, which includes technical settings, room layout (for face-to-face events) and the depth of the conference topic and the draft questions to be asked. We also gather context about their views from each presenter if possible.
• Contact Deaf hosts to learn about the specific requirements they may have and view accessibility registration information to ensure we understand the needs of attendees.

The hard way we learned:

During the virtual event, the Deaf speaker was one of three guests. He could have focused on the virtual platform with his interpreter, but the default setting only emphasizes the speaking interpreter live, not in the recording. Exclude one of our main hosts visually from the download. We only tested the live settings in advance. Now we always do a complete technical rehearsal to avoid similar situations and ensure that presenters and interpreters remain visible throughout the process.

Effectively manage explanations

Explanation is a demanding job, and there are limits to how long someone can effectively explain. That’s why we always make sure we have a switch system and book at least two interpreters per session.

If the event is recorded, the interpreter’s record rights must be clarified in advance and any post-issuance of the content must be ensured.

The hard way we learned:
In an early online event, the interpreter did not see a summary indicating that the event will be recorded and available for viewing after the game. One of the interpreters had an image of them available on the recording and had quit the meeting before we went live, which was not happy. Now, we always publish a template introduction to ensure that the parameters of the booking are clear to avoid any ambiguity.

Impact of bad accessibility programs

If accessibility is not managed well:

• Speakers are not represented effectively, thus reducing the impact of their message.
• Participants will feel unwelcome and excluded.
• The reputation of event organizers will be affected, making future partnerships and audiences more trusted.
• The hosts are on the edge, focusing on what they say.

Our main tips

For face-to-face events:

• Interpreters should be placed in front and researched on the moderator to ensure that speakers can still see the group members and/or interviewers.
• For listeners, the interpreter should be placed without conflict with the presenter on the screen or stage.
• AV inspection should ensure that the microphone, screen and other devices meet accessibility requirements.

For online activities:

• Some platforms highlight spoken speakers only, which can make interpreters invisible. If you have a deaf host, make sure your software records and highlights the host and interpreter.
• The moderator should maintain a structured conversation to prevent participants from talking to each other, which may make explanation difficult.

For all events

• Choose your partner wisely. We are fortunate to be able to work with the fabulous team of Sorenson Communications to meet all of our BSL interpretation needs and use the Yoonity platform for our online activities – together they helped us solve all the challenges we face in this article!

The final thought

Accessible events are better events. They make sure that all participants, both on stage and in the audience, are valued, are included, and are fully involved. By taking the right steps, booking interpreters early, performing rehearsals and managing event dynamics effectively, we can create events that truly welcome everyone.

As we said at the beginning, we learn from our mistakes and are happy to share that learning, after all, sharing knowledge with our network is at the heart of what we do. If you are planning an event and need support, we are always happy to share our knowledge and experience. After all, accessibility is not just about compliance, it is about the space people feel like they belong to the space you create.