Best Practices for In Person Meetings and Events
Checklist
1. Make Request
Make an interpreter request using this form at least 3 business days in advance or email hrinterpreting@wou.edu (Refer to Requesting an interpreter or captions)
2. Provide Prep Materials
Provide prep materials (meeting link, outline, agenda, powerpoint slides, notes, etc)
During the Meeting/Event
Names:
Have name tags or if in a large group, ask each speaker to identify themselves with their name before speaking.
Designate one person to be responsible for moderating turn-taking:
Request that if participants would like to comment or ask a question, that they raise their hand and wait to be called upon before speaking.
PowerPoint Presentations:
If sharing a powerpoint or written material, allow a few moments for participants (and interpreters) to be able to read material before speaking about it. Do this each time the slide changes.
Use a microphone:
While people often believe they can project and be heard, it is most accessible when everyone speaking uses a microphone.
Sit in a U-shape or circular configuration:
When possible, it is helpful for interpreters to be able to see who is speaking. The best visual communication access is provided when seats are in a roundtable configuration.
Address participants directly:
For example, please say, “How are you doing today?” rather than turning to the interpreter and saying, “Ask how he/she/they are doing today.”
Technical and logistical considerations
Amplification
Typically the size of the room where the meeting or event is held will dictate if microphones need to be used in order for everyone at the meeting to have access to what is being said. Please use amplification if needed. Consult with building managers about the availability of microphones for a given space.
Screens
When using screens to project powerpoint slides or other content make sure that the room is configured in a way where all participants can see the speaker, the screen, and the interpreter.
Lighting
Ensure that the room where the meeting or event is taking place has adequate lighting. Avoid turning off the lights in order to better see a screen. Adjust blinds if needed so that participants are not looking directly into light. If the event is taking place on a stage take the time to make sure the interpreter is well lit and visible.
Hybrid Meetings
Hybrid meetings have unique needs when it comes to accessibility. Care must be taken to ensure that all participants online and in person have access to everything that is taking place at the meeting or event. Please reach out to hrinterpreting@wou.edu for more information on accessible hybrid meetings.
CONTACT
Human Resources | Interpreting
Todd Hall 122345 Monmouth Ave N | Monmouth, OR 97361
Accommodations Requests: hrinterpreting@mail.wou.edu
