Planning ahead
Booking an interpreter 
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Ask Sign Language users about their preferred communication mode, such as: American Sign Language (ASL), Signed Exact English (SEE), Pidgin Signed English (PSE), or Cued Speech.
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Contact interpreter or agency as soon as the need is made known. Services are in high demand in the area and interpreters typically require a minimum of 48 to 72 hours notice in advance. There may be extra fees for last minute bookings and last minute cancellations.
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If possible, request an interpreter who is knowledgeable and trained in the subject matter of the meeting.
Confirming technical details
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Provide the interpreters with contact information for technical support in case of any issues during virtual meetings or presentations.
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It might be helpful to arrange a time to meet with the interpreters and Sign Language users to test tech setup.
Sharing materials
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Provide materials such as slides, scripts, video links, and handouts to both interpreters and Sign Language users ahead of time to allow them some time to understand materials and become familiar with the terminology, etc.
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If video will be shared during the meeting, ensure that the captions are accurate and that interpreters remain visible while video plays.
Best practices when in the meeting or webinar
Communication
- Speak directly with Sign Language participants, not the interpreter when using the interpreter to communicate.
- Make sure only one person speaks at a time.
- Remind participants to pause briefly between turns to ensure everyone has a chance to contribute and follow along.
- Consider using the “raise-hand” symbol to indicate when someone wants to speak, and take turns speaking.
Screen sharing
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Pause for a few seconds after sharing content to allow sufficient time for both interpreters and Sign Language participants to review the content.
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Check in with Sign Language participants to ensure they have both the screen sharing content and interpreters on the screen simultaneously.
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Allow a brief pause after changing slides to allow interpreters to quickly review before interpreting.
Consider assigning a facilitator for webinars and large meetings
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Facilitators can ensure that participants take turns speaking and avoid crosstalk, allowing for clear communication and interpretation.
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Facilitators should notify technical support or address any technical issues if interpreters encounter difficulties during the webinar, ensuring smooth communication for Sign Language participants.