This section describes key things to think about when organising a presentation, conference, or a public event to groups of people.

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• Plan the use of sign language interpreters well in advance, and make sure when you make a booking that you have all the event information available.
• Make sure arrangements for sign language interpreters are treated as a core responsibility in organising the event.
• Design the event with the participation of sign language interpreters in mind.

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Before the presentation or conference or public event

Sign language interpreters

• You should make a booking as soon as possible, and at least a month in advance. Several sign language interpreters will be required for conferences/events (especially if they last more than one day and/or if there will be several deaf participants or presenters). For example, if you have concurrent workshop streams, multiple deaf participants may want to attend different streams. A booking agency, a freelance sign language interpreter and/or deaf participants can advise you on how many interpreters may be needed. Ask for interpreters suitably skilled for conference level work.
• You should make sure one person is responsible for co-ordinating the interpreters' scheduling and preparation needs. This might be one of the working interpreters or one of the conference organisers. Discuss this role with the booking agency or the main point of contact for the interpreters. 
• The event organiser should ideally coordinate the gathering of preparation materials, and sending these materials to the interpreter. 
• Ideally interpreters should receive preparation materials at least two or three days in advance of the event. Interpreters will keep this information fully confidential and will either hand the materials back to you after the meeting or will dispose of them safely.
• If audio or video samples will be used, these will need to be seen in advance by the sign language interpreters. Video material without subtitles is especially difficult to interpret because often there are multiple speakers, some sounds are heard off-screen and room lights are usually dimmed while viewing.

Presenters

• You should inform presenters in advance that sign language interpreters will be present. Make sure you ask them for their speech notes or presentations in time for you to share them with the interpreters.
• Allow the sign language interpreters to meet with presenters in advance to explain the interpreter's role and to allow presenters to ask any questions and address concerns they may have.
• If there is a deaf presenter or if there is an opportunity for audience members to ask questions, provide the sign language interpreters with a separate microphone.

Physical environment

• Ask the sign language interpreters for advice to arrange lighting and their position. Depending on the circumstances and the number of deaf participants, the sign language interpreter(s) may be standing on stage near the presenter, or be seated off-stage facing the audience.
• If the sign language interpreters will be standing on stage, ensure that they are not placed behind the lectern or loudspeakers as they will not be able to hear the presenter. 
• Reserve seating for deaf participants where they will be able to see the presenter, the sign language interpreter, and the screen clearly.

During the presentation or conference or public event

Presenters can assist sign language interpreters, and thereby improve access for deaf people to their presentation, by:

• Speaking at a normal pace, not too fast or too slow. It is helpful to pause occasionally after sentences.
• Speaking naturally and not reading directly from speech notes. The grammar of written language is different from that of spoken/signed language and there are often fewer natural pauses and hesitations. If quoting from written material, allow extra time and pause between sentences. 
• Allowing time for the audience to read presentation slide or watch video clips before speaking. Deaf people need to divide their attention between the sign language interpreter and other sources of visual information. 
• Using clear references to objects or pictures, and name them explicitly instead of pointing generally. For example, say "the second bullet point" rather than "this point over here".