A Guide to Planning Accessible Meetings

Considerations When Hiring an Interpreter

Consider the following factors when hiring interpreters for a meeting:

• Length and type of meeting: If the meeting will last two hours or more, you will need to have at least two interpreters so they can take breaks to avoid fatigue.

  • Even if the meeting is less than two hours, two or more interpreters may be needed if the content is highly technical or complex, or if there will be small group discussions and individuals using interpreters will be participating in different groups. 

  • Interpreting on a stage to a large group of people requires larger, more expressive signing. Request interpreters with platform-interpreting experience for this type of meeting.

• Cost: The hourly rate for an interpreter can vary tremendously depending on location, the interpreter’s certification and skill levels, and the type of meeting being interpreted.

  • The range could be anywhere between $25 and over $100 per hour for each interpreter. Costs may be higher if interpreters are hired through an agency.

  • It is standard practice for interpreters to charge a two-hour minimum for a shorter assignment and to charge last-minute cancelation fees ranging from two hours to the full contracted amount, depending on when the cancelation is made.

• Positioning/placement: The placement of an interpreter at a meeting is extremely important.

  • Typically, interpreters should be placed at the front of the room near the speaker in a well-lit area. If the speaker is on a platform, the interpreter should generally be on the platform as well. There must be light on the interpreter at all times, even if lights are dimmed for a performance or video. Sign language is very precise and relies heavily on facial expression for meaning, so adequate lighting is necessary.

  • In an extremely large event where cameras are used to put the speaker on a large screen, the interpreter should be on screen as well to ensure that everyone using the interpreter is able to see adequately.

  • If the audience is divided into small groups for discussion, interpreters should be placed within each group that includes a Deaf person. If an interpreter is working with a deaf-blind individual or someone with low vision, the interpreter may sit directly in front of that individual to perform close-range interpreting or tactile interpreting.

  • If the interpreter will be voicing for a Deaf presenter, the interpreter will typically sit in the first or second row of the audience, where they can clearly see the signer for whom they are voicing. In this case, the interpreter should use a microphone, and adequate lighting on the Deaf presenter should be provided.

  • Ask Deaf attendees where they would like interpreters placed to best meet their needs.

• Question and answer: If audience members will be allowed to ask questions to the full group, at least one interpreter should be placed where they can see the audience members so the interpreter can voice any signed questions. If there are multiple Deaf individuals in the audience, it will be important to either have audience members come to the front to ask their questions so that the other Deaf individuals can see their signing, or to have an interpreter “copy-sign” in the front of the room. This should not be the same interpreter who is voicing the question for the hearing people in the room.

• Pre-meeting preparation: Interpreters need to prepare for an assignment by familiarizing themselves with the topic, the meeting style, and any specialized vocabulary that may be used in the meeting. Provide interpreters with the following:

  • Presentation materials or handouts;

  • A list of commonly used acronyms or other vernacular and their meanings; and

  • Correctly spelled names.

• Interpreting during networking times: It is often assumed that interpreters will not be needed during meeting breaks, lunch times, or social events. However, these are often extremely valuable times for networking and information sharing. Provide interpreters during these times so individuals who are Deaf can participate.

  • If there is an exhibit hall, interpreters may be stationed there or at the registration desk, or you may add an "interpreter desk" for very large conferences and advertise the availability of interpreters stationed there.