Event and facility staff should receive guidance and training on how to interact with your attendees. The following information will help improve communication between host staff and individuals who are Deaf or hard of hearing:

• Speak directly to the individual: If you are speaking through an interpreter, address the individual, not the interpreter. Don’t use phrases such as “you can tell him my name is John” or “it’s nice to meet her.” Instead speak like you would to anyone else: “My name is John,” or “it’s nice to meet you.” The interpreter will convey what you say and interpret what the individual says to you as well.
• Maintain eye contact with the individual: When having a one-on-one or small group conversation, eye contact is a big part of sign language. Where a person is looking indicates to whom he is speaking, or might indicate a noise or disruption in the environment. When working with an interpreter, many people are tempted to watch the interpreter instead of maintaining eye contact with the Deaf individual. Not only can this be distracting for the Deaf person, it also implies a greater interest in the interpreter than in the Deaf person (who is the person actually engaged in the conversation).
• Understand that interpreters are bound by confidentiality and neutrality: The ADA regulations require interpreters to be impartial and to maintain the privacy of their assignments. The Registry of Interpreters for the Deaf (RID)’s Code of Professional Conduct  External link also requires interpreters to adhere to ethical standards. Interpreters are expected to refrain from providing advice or personal opinions and to guard confidential information.
• Understand how meaning is conveyed: Sign languages are visual-spatial languages that use a variety of elements, such as eye gaze, movement, space, and facial expression, to convey meaning. Many people mistakenly believe that facial expressions of interpreters or Deaf individuals are exaggerated for visual interest or dramatic flair. However, facial expression in sign language is similar to voice inflection in spoken language. It is used to convey concepts such as size, distance, time, and intensity, as well as grammatical constructs such as questions and conditional clauses. Understanding the aspects of signed communication will help individuals communicate more respectfully and with greater cultural competence.
• Ask for clarification: When communicating with an individual who is Deaf or hard of hearing, whether through an interpreter or other means, ask for clarification if you do not understand something. Most people can tell when someone is pretending to understand, and will find this pretense disrespectful. Ask the person to repeat herself or ask a clarifying question.
• Use writing only for brief encounters: Exchanging written notes can be used for brief encounters when an interpreter is not available, but should not be relied on for any kind of in-depth conversation. For example, it may be appropriate at a registration desk to ask an individual to write down his name so the staff can get his name badge and materials, but an interpreter should be used if the individual has questions or needs to discuss something.
• Train staff: Make sure all staff receive training about communicating with individuals who are Deaf or hard of hearing and working with interpreters.

Hearing Loss Later in Life

As people age, the likelihood they will experience hearing loss increases. Elders who are beginning to lose their hearing may need accommodations for the first time in their lives. Many people are embarrassed and don’t want to ask for help, or may be unaware that help is available. Most people who lose their hearing later in life do not learn sign language. For these individuals, the most useful access tools may be assistive listening systems and devices, speech-to-text technologies or services (such as CART), and captioning for videos. Captioning videos is an effective practice even when it has not been specifically requested.

Additionally, it is best to have everyone speaking in a meeting use a microphone whenever possible. This helps everyone hear what is being said.

Many people with hearing and speech disabilities use sign language as their primary means of communication and use interpreters to communicate with people who don’t sign. Interpreters are professionals who must be qualified. The ADA regulations define a qualified interpreter as one who is “able to interpret effectively, accurately, and impartially, both receptively and expressively, using any necessary specialized vocabulary." In some states, interpreters are also required to hold specific qualifications or certifications, either developed by the state or through the national Registry of Interpreters for the Deaf (RID).

Many professional interpreters are hired through interpreting agencies, but others work independently, or freelance.

In most cases it is not appropriate to use an individual’s family or friends to interpret at a meeting. Unless an individual specifically requests that a friend or family member interpret, and state law allows it, the ADA regulations say that an individual’s companion may only be relied on to interpret in two situations: 1) in an emergency involving an imminent threat to the safety or welfare of an individual or the public where a qualified interpreter is not available, and 2) in a situation not involving a threat where the individual requests that an accompanying adult interpret, and that adult agrees.

When hiring interpreters, ask them to refrain from wearing or using fragrances and scented personal care products, including perfumes and colognes, scented soaps and lotions, body sprays, after­-shave, scented hair care products, scented deodorant, scented laundry detergents, fabric softeners, etc.

Types of Interpreters

There are several types of interpreting, and it is important to ask individuals which type they need. You may need to provide multiple types of interpreters for multiple individuals. Types of interpreting include:

• American Sign Language (ASL): A visual language that uses the shape, placement, and movement of the hands, as well as facial expressions and body movements to convey information. Like any spoken language, ASL has its own unique rules of grammar and syntax, distinct from English and from sign languages in other countries. Like all languages, ASL is a living language that grows and changes over time (opens in a new window)..
• Pidgin Signed English (PSE): A combination of certain elements of both ASL and English. This may include ASL signs used in mostly English word order, fingerspelling (using ASL signs that represent individual letters of the alphabet in order to spell out specific words), and other similar combinations.
• Signing Exact English (SEE):  According to The S.E.E. Center (opens in a new window)., “SEE is a sign system that represents literal English.” While ASL has a syntax and structure distinct from English, SEE uses some ASL signs and adds visual information to convey exact English meaning. For example, ASL uses facial expressions and time signs to convey tense, whereas SEE adds specific movements to show verb tense forms such as “-ed” and “-ing”, “was” and “is.”
• Oral interpreting or oral transliteration: Typically used by Deaf or hard of hearing individuals who do not sign or who rely primarily on speech and speech-reading (also called lip reading) for communication. An oral interpreter presents on the lips and face what is being said, and does so in a way that is easily understood by a person using speech-reading. An oral interpreter may also voice what a Deaf individual mouths. The Registry of Interpreters for the Deaf (RID) explains, “Group meetings may pose difficulty for speech-readers. It is often challenging to locate the next speaker in a conversation or discussion, thereby resulting in missed information. In settings such as the classroom, seminars, or conferences, speech-readers may be unable to see the speaker’s face clearly or may not be physically close enough to successfully speech-read. Speakers may also be located out of the sight lines of speech-readers. Speakers … may be difficult to speech-read due to unclear speech, accents, or facial hair that obscures mouth movements. Each of these scenarios necessitates oral transliterators whose responsibility is to silently replicate what speakers say, in an easy, speech-readable, clear and consistently visible manner."
• Voicing: when an interpreter speaks to a hearing person what a Deaf individual is signing.
• Interpreting for individuals who are deaf-blind: Individuals who are deaf-blind use a variety of communication modes ranging from interpreting at close visual range and/or in a limited sign space, to signs or fingerspelling received through the sense of touch (tactile interpreting).
• Use of a Certified Deaf Interpreter (CDI): In some cases, it may be necessary to use a Certified Deaf Interpreter (CDI) (opens in a new window) as the only interpreter or in conjunction with a hearing interpreter in order to convey the message accurately. “A Certified Deaf Interpreter may be needed when the communication mode of a deaf consumer is so unique that it cannot be adequately accessed by interpreters who are hearing. Some such situations may involve individuals who use idiosyncratic non-standard signs or gestures such as those commonly referred to as 'home signs' which are unique to a family, use a foreign sign language, have minimal or limited communication skills, are deaf-blind or deaf with limited vision, or use signs particular to a given region, ethnic or age group.”
• Video Remote Interpreting (VRI): In rare instances, it may be appropriate for a small meeting to hire an interpreter through Video Remote Interpreting (VRI). With VRI, the interpreter is at an off-site location and is conferenced in using high speed Internet and videoconferencing technology. Most people prefer to have in-person interpreters since it is easier to see facial expressions, and technology cannot always be relied on for smooth transmission of images. Also, local interpreters will be familiar with local signs (e.g. cities, organizations, etc.) and vernacular. VRI can be more costly, but may serve as a viable alternative when a local interpreter is not available. VRI will not meet the needs of individuals who use tactile interpreting.

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.

Finding Sign Language Interpreters

• The Registry of Interpreters for the Deaf (RID): RID is the national certifying body for interpreters and all nationally certified interpreters are required to maintain membership. You can find more information from RID on hiring an interpreter (opens in a new window) and search for individual members or interpreter agencies in their membership directory.
• State agencies: Not all freelance interpreters are members of RID. If there are no RID interpreters available in a particular area, there may be others who hold state level qualifications or are otherwise qualified. You may find these interpreters through a state agency that serves people who are Deaf and hard of hearing. The National Association of State Agencies Serving the Deaf and Hard of Hearing (opens in a new window) has a list of their members.

Note: Technology is constantly changing and many of the tools listed below are gradually being replaced by newer devices. For the most up-­to­-date details on regulations, proposed rules, and resources, visit the website of the Federal Communication Commission's Disability Rights Office (opens in a new window)..

Video phones and relay services: Many people who use sign language to communicate use video phones. These devices connect to a television or computer, allowing phone calls to be made with video transmission over a high speed Internet connection, similar to Skype. These devices allow sign language users to call each other directly, or to call non-signers through a sign language interpreter. The interpreter communicates with the signer through video and with the non-signer through the telephone. The interpreter acts as an operator by connecting the call, and then interprets all communication. Video interpreters are hired by private companies that provide Video Relay Services (VRS). All interpreting minutes are reimbursed through a fund managed by the Federal Communications Commission (FCC). Mobile devices equipped with high speed data and wifi may also be used as portable video phones.

Teletypewriters (TTYs) and Telecommunication Relay Service (TRS): People with hearing and speech disabilities who do not use sign language to communicate, those without access to high speed Internet, and some other signers often use teletypewriters (TTYs), which used to be called Telecommunications Devices for the Deaf (TDDs). The TTY cradles the receiver of a land-line phone and has a screen and/or printer which allows the user to type and read messages. A TTY-user can communicate with those using standard phones through the Telecommunication Relay Service (TRS), which uses a third-party Communications Assistant (CA) to type the spoken message and read the typed message. This service is paid for by a fund managed by the FCC and can be accessed by dialing 711.

Captioned telephones: Both Internet protocol captioned telephone services (IP CTS) and analog CTS caption a conversation so that it can be read, just like captions on television or video. For more information on phones and services, visit the Hearing Loss Association of America (opens in a new window)..

Internet Protocol (IP) relay service: IP Relay service allows people with hearing and speech disabilities to use TRS through a computer or web-enabled device rather than through a TTY or telephone. A major advantage to this is that the user is able to participate in conference calls. IP Relay is paid for by the FCC.

According to the ADA regulations, meeting facilities that provide equipment for participants to make outgoing calls on “more than an incidental convenience basis” must provide the same opportunity for people with hearing and speech disabilities. This generally means that if public pay phones are available, a TTY-equipped phone or a Public Access Videophone (PAV) must also be available. A PAV can be used to make any form of TRS or point-­to­-point video or TTY calls.

The Television Decoder Circuitry Act of 1990 requires that all televisions with screens 13 inches or larger sold after July 1, 1993, have built-­in closed caption decoders. The Telecommunications Act of 1996 (opens in a new window) expanded this law to include digital televisions. Therefore, any television used in a meeting will likely be able to display closed captions if the video or program contains them and the decoding function on the television is turned on.

If video content that is not captioned must be used for a meeting, alternatives include using a sign language interpreter and/or providing speech-­to­-text services such as Communication Access Realtime Translation (CART). In both cases, the video should be shared with the interpreter or CART provider prior to the meeting (see the section below for Speech-­to­-Text Translation Services).

Televisions in hotel lobbies or other common areas should have "captions on" at all times. Remote control devices for televisions in hotel guest rooms should have a "captions on" button that is easy to locate and use, or instructions on how to access the television settings to turn captions on and off.

The American Speech and Hearing Association (ASHA) (opens in a new window) outlines several situations that can create listening challenges for people who are Deaf or hard of hearing, including too much distance between the listener and the sound source, competing noise in the environment, and poor room acoustics.

Assistive listening systems by-pass these acoustical conditions and deliver sound directly to listeners, enabling many people to participate more fully in programs and meetings. Assistive listening systems can be used alone or can be connected to a public address system, television, or other sound source.

There are three main types of assistive listening systems commonly used in public spaces:

Induction-loop systems: A hearing loop system includes a sound source, such as a microphone which may be connected to a public address system, an amplifier, a thin loop of wire that encircles a room or area (sometimes installed underneath carpeting), and a receiver used by an individual.

The system produces an electromagnetic field around the loop to distribute the sound signal. Individual receivers, which are either built into or connected to headphones or earphones (often, miniature earphones called “earbuds”) can pick up the signal.

Individuals who have personal hearing aids or cochlear implants (opens in a new window) equipped with telecoils can pick up the signal directly from the loop; they do not need separate individual receivers. Telecoils, also called t-coils, are tiny wireless receivers built into many hearing aids and cochlear implants (cochlear implants are surgically implanted electronic devices that stimulate the auditory nerve to send signals to the brain).

To pick up the signal from a loop system, a listener must be wearing the receiver (or have a telecoil on a personal hearing aid turned on) and be within or near the loop.

FM systems: FM systems use radio signals to transmit sound. A transmitter is equipped with or connected to a microphone or public address system, and listeners use individual receivers equipped with earphones or headphones.

Individuals with telecoil-equipped hearing aids or cochlear implants can connect a miniature loop to the FM receiver. The miniature loop is placed around the neck (these miniature loops are called “neckloops”). These individuals can then pick up the signal through their hearing aids or implants, and don’t need earphones or headphones.

FM systems may be purchased with multiple channels so that different meeting rooms can use different channels at the same time. These systems can transmit signals up to 300 feet and may be used indoors or outdoors. They can be used for large meetings, small groups or even one-on-one conversations.

Infrared systems: These systems use infrared light to transmit sound. A transmitter converts sound into light waves, which are picked up by individual receivers built into or connected to earphones or headphones. As with FM systems, people whose hearing aids or cochlear implants have a telecoil may pick up the signal from a neckloop. Infrared signals cannot pass through walls, so infrared systems are a good choice where confidentiality is a concern, but they cannot be used in environments with too much competing infrared light (such as outdoors).

Find more information on assistive listening systems from the National Institute on Deafness and Other Communication Disorders (NIDCD)  (opens in a new window) and the Hearing Loss Association of America (opens in a new window).

Finding Assistive Listening Systems

Assistive listening systems can be purchased from many home health and assistive technology companies. For information about lending libraries, rental options, and help determining which equipment to use, contact your state's Assistive Technology Project (opens in a new window), Vocational Rehabilitation Agency (opens in a new window), or a local Center for Independent Living (opens in a new window).

Another way of making spoken information accessible to some people who are Deaf or hard of hearing is through the use of speech-­to­-text services such as Communication Access Realtime Translation (CART), C-­Print, and Typewell. Each of these services uses a specially trained professional to transcribe or transliterate spoken language into text while the message is being spoken.

These services are considered auxiliary aids and services under the ADA and may be used instead of a sign language interpreter for those who do not sign, or may be used in addition to a sign language interpreter in some cases. For example, in a meeting where a formal presentation will be made using highly technical language followed by small group discussions, a Deaf or hard of hearing person may prefer to use a speech-­to­-text service for the presentation so that all technical language is translated exactly. However, they may prefer to use a sign language interpreter for the small group discussion because speech-­to­-text services are difficult to move around the room and do not capture group discussions as well.

In a meeting with multiple individuals who are Deaf or hard of hearing, some may choose to use an interpreter while others prefer speech-­to­-text, and so both would be used simultaneously. As hearing loss increases with age, more and more attendees will benefit from speech-­to­-text translation services. Descriptions of each are summarized below:

• Communication Access Realtime Translation (CART): CART is a word-for-word (verbatim) translation produced by a court reporter using a stenograph machine and software. Every word that is said is transcribed on a screen at speeds of up to 225 words per minute. CART can also be provided remotely. In that case, the room must be equipped with a telephone line and speaker phone for the CART writer to hear the proceedings, and an Internet connection and computer for the user to see the CART text.
• C-Print and Typewell: These programs provide meaning-for-meaning (not verbatim) interpretations of what is spoken, produced by typists specially trained in using text-condensing strategies. They use a regular laptop and software that is designed to minimize key strokes. Fewer words are produced while all general meaning is conveyed.

In all cases, the words can be displayed on a laptop if only one or two individuals are using the service, or they can be projected on a large screen for the whole room to see. These services can also be used to produce a printed transcript of what was typed, which can be given to individuals in place of notes or used as an official record of the meeting. CART is typically considered more accurate than meaning-­for­-meaning services, though may be more expensive.

Set Up and Placement of Speech-to-Text Services

Ask the speech-­to­-text service providers if they need a small table for their laptop and/or equipment. They will need access to electrical outlets for their equipment. If they are displaying text on a large screen or several monitors for multiple people, they will likely be positioned toward the front of the room near the screen where the text will be displayed. If they are displaying the text on a laptop for only one or two individuals, they should be positioned in close proximity to those individuals. Placement decisions should be made in consultation with the service provider and the individuals using the service.

Finding CART Providers

Information about CART, including information about equipment for consumers and providers, and/or provider listings or referrals:

• National Court Reporters Association (NCRA) (opens in a new window).
• Captioning Matters (opens in a new window). Created and maintained by NCRA.
• National Association of the Deaf (opens in a new window).
• Stenosearch (opens in a new window).

The Office for Deaf and Hard of Hearing in each state (opens in a new window) generally makes available lists of American Sign Language (ASL) and other interpreters as well as CART providers.

Cost of Speech-to-Text Services

Rates for speech-­to­-text services vary considerably. Some providers will charge an hourly rate and may have different rates for preparation time, typing time, and time spent editing a transcript. Others may charge an appearance fee and a per-­page fee for a printed transcript, plus an hourly rate for any editing they do before turning over the transcript. The skill and availability of service providers and the area where the meeting will be held can all affect the rates for these services. Providers may also charge additional fees for displaying the transcript to a larger audience.

The best way to use captioned audio/visual materials is to purchase or use videos that already have closed captions. If this is not possible or videos must be produced in-­house, there are several services that will add captions to videos. There are also online programs that can be used to add captions to videos.

If there is absolutely no way to have the video captioned, it is best not to use it. However, if a video without captions must be used, a sign language interpreter or speech-­to­-text service provider may be able to convey the message from the video. In these cases the service provider should be given an opportunity to view the video prior to the meeting.

Resources for Captioning Video

There are many companies that provide captioning services, for example:

• Caption Colorado (opens in a new window) provides nationwide real-time captioning for live video and online meetings.
• Captionmax (opens in a new window) provides captioning for videos, as well as online and real-time captioning.