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Scheduling Interpreters for Conferences - Guidelines for conference planners
SignOn offers expertise in planning to ensure accessibility and inclusion of Deaf, Deaf-Blind and hard of hearing conference participants. Depending on the length and complexity of your conference and the number of participants needing accommodation, all or some of the following information may be needed:
Immediately upon scheduling a conference:
Contact SignOn to request interpreters. Be prepared with information about the conference schedule, location, and topic.

Include the cost of interpreters and other required accommodations in the overall conference budget. These costs should be considered when setting registration fees.

Things to consider:
  • Number of interpreters required (this will be influenced by the size of the conference, as well as the number and roles of each of the deaf participants).
  • Critical information to be gathered through the registration process.
Three months before the conference
Arrangements need to be confirmed, with SignOn receiving presenter information and 50% payment of fees. SignOn's fee will include an hourly charge per interpreter and a coordination fee.

Provide SignOn with the schedule of events, including start times and end times for each day, and configuration of breakout sessions, plenary sessions, and any other activities (including social activities).
One month before the conference:
SignOn's interpreter coordinator may need to schedule a walk-through of the conference site in order to determine the need for:
  • Supplementary lighting
  • Backdrops
  • Real Time Captioning services
  • Assistive Listening Devices
The speaker will need to have submitted to SignOn any abstracts, PowerPoint presentations, or notes for the interpreters to use in preparation.
 
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