Best Practices for In Person Meetings and Events

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)

Have name tags or if in a large group, ask each speaker to identify themselves with their name before speaking.

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.

While people often believe they can project and be heard, it is most accessible when everyone speaking uses a microphone.

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.

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.

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.

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.