Event Accessibility
Accommodations for Deaf or Hard of Hearing Persons
Campus event planners work hand in hand with internal and external vendors to provide universal access to campus events. They ensure that presenters are aware of the college’s commitment to access and ask them to prepare and deliver their presentations with accessibility in mind, that accommodations are provided in a timely and seamless manner, and that communications in the lead-up to events best inform attendees that access services will be provided.
USEFUL LINKS
Planning Accessible Events
Event Accessibility Checklist
Directory of Disability Access Symbols
Campus Events Calendar
Campus Map
Communication Access
-
Provide reserved seating in the front of the event for the participant who has requested sign language interpretation.
Sign language interpreters should be situated in the front of the room proximate to the speaker and within the sight line of the Deaf attendee so that both the interpreter and speaker can be viewed simultaneously.
A spotlight should be on the interpreter if the lighting in the room is dimmed.
Provide an advance copy of presentation materials so that the interpreter will be well prepared to sign any specialized vocabulary and names.
-
CART reporters will require some space for equipment set-up.
Reporters using projection equipment should be situated in close proximity to the projection unit.
Provide an advance copy of presentation materials to the CART reporter to prepare him/her for any specialized vocabulary and names used in presentation.
-
If ALDs will be used during the event, the speaker must use the transmitter and the listener must use the receiver.
Test ALDs in advance of the event.
-
Microphone Use in Events: Essential Guidelines for Clear Communication
A variety of factors influence sound quality in meetings and events. When considering whether to use a microphone to provide access to all participants, including the 1 in 8 people experiencing hearing loss in the USA, consider the following factors:
Room Size and Acoustics: Assess the size of the room and its acoustic properties. Larger spaces or those with poor acoustics may require a microphone to ensure clear sound distribution. Rooms with hard surfaces, such as concrete walls or the presence of unupholstered furniture, typically result in poor sound quality. In such cases a microphone is necessary to manage sound clarity.
Audience Size: The number of attendees can impact the effectiveness of sound transmission. Ensure clear communication during gatherings by using a microphone so that all participants can hear effectively.
Assistive Listening Devices: Per the ADA Standards, ALDs are required when audio amplification is provided. Additionally, in Massachusetts, ALDs are mandatory for events with an occupancy greater than 50 people.
Speaker and Participant Requests: An accommodation statement in your event advertisement ensures you will get sufficient advance notice of any needs for audio amplification. To further support inclusivity, honor any requests for a microphone from speakers or participants, as their preferences can influence the overall success of the event.
Background Noise: Evaluate potential sources of background noise such as ventilation systems, air conditioning units, appliances, construction activities, or other external noises. High background noise levels can interfere with clear communication and may require a microphone.
By carefully evaluating these factors, you can determine whether a microphone is necessary to enhance communication and ensure a successful event. If you are in doubt, err on the side of including a microphone and or consult with UDR (University Disability Resources) for further assistance.
Local ASL Interpreters
Whitman College maintains relationships with a pool of local professionals who provide interpretation services for campus events.
-
Erin has worked in the interpreting field for over 15 years and holds National Interpreter Certification (NIC) from the National Registry of Interpreters for the Deaf. Erin has been providing Whitman College with ASL interpreting services for eight years and regularly provides services for Commencement, Baccalaureate, Power & Privilege Symposium, and the Third Space Speakers Series.
-
Shanta has worked in the interpreting field for over 15 years and holds National Interpreter Certification (NIC) from the National Registry of Interpreters for the Deaf. Erin has been providing Whitman College with ASL interpreting services for eight years and regularly provides services for Commencement, Baccalaureate, Power & Privilege Symposium, and the Third Space Speakers Series.
Rates & Policies
-
2 hours of interpretation services (anytime of day or for an evening event), i.e. 2 hr daytime event or 2 hr evening event
1 hr of prep time
Covers the cost of mileage
Interpreter is self-sufficient, and does not require meals or beverages to be provided
-
For one full day of interpreting with a maximum service time of 5 hours.
Includes 3 hours of prep time
Event examples: Power & Privilege Symposium, Undergraduate Conference, single day faculty workshops, single day conferences
Interpreter is self-sufficient and does not require meals or beverages
-
Charges
Overages
Reimbursable Charges
Cancellations
Client No Shows
Coverage
Special Event Contract Agreement
Payment
Acknowledgement
-
In order to ensure a seamless event, ASL interpreters must be provided with the following, prior to the event:
Script
Run of Show
Request ASL Services
Here you can check the availability of local ASL Interpreters for your event, reserve their services directly with each vendor, and process vendor payments via our online payment portal.
Services provided will automatically calculate as you add them to your shopping cart. Services will be confirmed by provider for date/s selected and you will then receive an invoice for 50% deposit. Please read all ASL policies thoroughly.
Remote ASL Services
There are a wide range of ASL services that can be provided remotely via Video Remote Interpreting (VRI), and these can be especially useful for online events.
One such service provider is Pro Bono ASL, a collective made up of both hearing and Deaf American Sign Language interpreters offering professional interpreting services and community support.
Access and Event Marketing & Publicity
Download disability access symbols (below), for use on digital and print event marketing materials.
USEFUL LINKS
Request A Poster
Add Your Event to the Campus Events Calendar
Canva, Eventbrite, and Social Media 101
Disability Access Symbols
-
Sign Language Interpretation
The symbol indicates that Sign Language Interpretation is provided for a lecture, tour, film, performance, conference or other program.
-
Assistive Listening Systems
These systems transmit amplified sound via hearing aids, headsets or other devices.
-
Audio Description
Blind or low vision people may enjoy performing arts, visual arts, television, video, and film that offers live commentary or narration (via headphones and a small transmitter) of visual elements provided by a trained Audio Describer.
An adapter for non-stereo TVs is available through the American Foundation for the Blind, (800) 829-0500
-
Closed Captioning (CC)
Closed Captioning (CC) (commonly known as subtitles) enables people who are deaf or hard of hearing to read a transcript of the audio portion of a video, film, exhibition or other presentation. As the video plays, text captions transcribe (although not always verbatim) speech and other relevant sounds.
-
Opened Captioning (OC)
This symbol indicates that captions, which translate dialogue and other sounds in print, are displayed on the videotape, movie, television program or exhibit audio. Open Captioning is preferred by many, including deaf and hard-of-hearing individuals, and people whose second language is English. It also helps teach children how to read and keep sound levels to a minimum in museums and restaurants.
-
The Information Symbol
Knowing where to find what you need is almost as valuable as finding it. The information symbol indicates the location for specific information or materials concerning access, such as “LARGE PRINT” materials, audio cassette recordings of materials, or sign interpreted tours.