Event Set-Up & Logistics

• Sign language interpreters are typically useful in situations where there will be an attendee who is fluent in American Sign Language (ASL). Typically this is a person who was either born Deaf or became Deaf early in life, and thus learned ASL as their primary language in school (although there are exceptions). Often these people are “big D Deaf” which means that they identify with Deaf Culture and use ASL is their primary language. ASL is different enough from standard English that it is typically easier for Deaf people to understand and interact in situations with a sign language interpreter rather than relying on captions. Captions can still be helpful if there is any video content, as it allows the attendee to focus on the video itself, rather than diverting their attention between the video and the interpreter.
• Captioning is useful in a few different situations. As mentioned above, it can be helpful in the event that there is video content and can provide access to people with a variety of disabilities. These include people who are hard of hearing or “little d deaf” (those who have limited hearing but do not identify with Deaf culture and are not fluent in ASL), those with audio processing difficulties, or even people who just learn better by reading than hearing. Autocaptioning is a useful tool absent any specific needs of attendees, but it is not fully accurate. If an attendee needs captioning to be able to fully participate, then those captions should be as close to 100% accurate as possible. This is where a live captionist would be appropriate.

There are situations in which both an interpreter and a captionist would be appropriate and others where one or the other would be a better choice. The Center for Student Access can help determine these situations.

The requested accommodations section on an RSVP is a good way to determine whether a sign language interpreter, captionist, or both are necessary for those attending the event. People with disabilities themselves are the best source of information regarding what works best and what will allow them to fully participate in an event. Event organizers who want to provide these services because they anticipate a need or simply want to be more inclusive are certainly welcome to do so.

LCC has staff interpreters. If staff interpreters are not available for an assignment, we will schedule interpreters through an external vendor.

Please note that captionists are scheduled through an external vendor.

ASL interpreters are required for internal events for accessibility including graduations, some hybrid events, and events with a known need for an ASL interpreter.

As of February 2023, cost starts at $48/hour with a two-hour minimum for each interpreter. Sign language interpreters work in a team of two. As an example, a two-hour event would be at least $192.

A few notes on the Interpreter Process:

• Interpreters must have at least 24 hours notice of cancellation or there will still be a charge.
• For events using registration, it is required to ask about accommodations on the RSVP form that marketing creates for the event.
• Conference Services reviews accommodation requests with the internal event planner and determines what accommodations should be requested.
• If there is a request or a known need for sign language interpreters, Conference Services will submit the request to The Center for Student Access.
  • The request must be made within two weeks of the event date, however more than two weeks notice would be greatly appreciated.

Here is the required information that will be needed to submit the request:

• Name of the event
• Contact person
• Start time
• End time
• Location (in person, hybrid, virtual only)
• If there is a known need or if the request is for general accessibility
• If the event will be livestreamed and/or recorded
• The FOAPAL that will be charged
• Prep materials are required within 1 week of the event

If there is no known need, Conference Services requests WebEx autocaptioning for in person events with livestreaming and hybrid events with video conferencing in case someone with a need for an interpreter participates in the event without noting the need for an accommodation.

Captioning provides typed on-screen subtitles live for events. It is required for hybrid or virtual internal events with a known need of captioning.

As of February 2023, cost starts at $79/hour. Vendors often want to schedule 30 minutes prior to the event to ensure everything is working properly.

A few notes about the captioning process:

• Captionists must have at least 48 hours notice of cancellation or there will still be a charge.
• For larger events (like graduations) interested in captioning, reach out to your Conference Services Coordinator to discuss options.
• Similar to the interpreter process, the internal event planner is required to ask about accommodations on the RSVP form that marketing creates for their event, if needed.
• Conference Services reviews the accommodations requests with the internal event planner and determines what accommodations should be requested. The request must be made within two weeks of the event date, however more than two weeks notice would be greatly appreciated.
• If there is a request or a known need for captioning, Conference Services will submit the request to The Center for Student Access.

The request in required to include:

• Name of the event
• Contact person for technical issues during the event
• Start time
• End time
• Audio connection (call-in number, web platform link, etc.)
• Streaming link
• If there is a known need or if the request is for general accessibility
• If the event will be livestream and/or recorded
• The FOAPAL that will be charged
• Prep materials are required within 1 week of the event