Presentation sign language

1. Clarify needs and scope in advance

During registration or when communicating directly with a participant, ask what access support they prefer; do not make assumptions. If sign language interpreting is requested, confirm with the participant which language they prefer, whether the event will be in person or online, and which parts of the presentation need this support. Discuss the Q&A format as well. Give the participant a way to confirm the plan.

Contact the interpreter as early as possible to discuss the scope, schedule, and information needed for preparation. Interpreters may work in pairs, taking turns to help prevent fatigue; do not assume this arrangement is needed for every event—confirm with the provider. AccessComputing’s guide to communicating with interpreters recommends discussing technical terms and presentation pace with the interpreter in advance.

2. Prepare materials and terminology

Share the current presentation file and speaking outline with the interpreter in advance, if possible. Include information that may help with preparation:

• Speaker names, topic headings, abbreviations, and technical terms.
• Videos to be shown, quotations, and important labels in charts.
• Speaker changes, audience activities, and the flow of the Q&A session.
• Brief explanations of new or less familiar terms.

Sharing materials may help the interpreter review the content in advance; it does not guarantee how every term will be conveyed. If the presentation changes, send the updated file and explain important changes. The interpreter may ask for clarification or repetition. Speaking quickly, using many technical terms, or reading text aloud can make it harder to keep pace with the interpreting; discuss these points during preparation.

3. Rehearse sightlines

Plan a layout that lets the participant follow the speaker, interpreter, and presentation visuals. For an in-person event, check that the interpreter will not be obscured by a lectern, decorations, or the speaker’s movements. For an online event, test from the participant’s view whether the interpreter is visible on screen, to the extent allowed by the platform and setup being used. Also assess lighting, the background, and camera framing during the rehearsal. These are practical points to check, not rules that will produce the same result in every setting.

Check that the speaker and visuals are also within the participant’s field of view. Preparing the presentation file accessibly is helpful, but the file is not a substitute for interpreting services. Captions are a separate access support: MSU Denver’s accessible presentation tips note that captions are not equivalent to sign language interpreting.

4. Organize the speaking and Q&A flow

Discuss speaking pace with the interpreter; when possible, pause briefly between topics. Signal speaker changes and manage situations that may make it harder to follow, such as people speaking at the same time or asking questions over one another. Using a microphone may be appropriate; having the host repeat questions from the audience can also help make them audible. Rather than assuming that specific equipment is required at every event, check the venue, participant preferences, and available resources.

Announce the ways people can ask questions in advance: will they be able to ask verbally, submit questions in writing, or use online chat? Confirm suitable options with the participant and event team. The interpreter should not add to or change the content they convey; the host should also account for whom questions are directed to and allow enough time for interpreting in the event flow.

5. Sample plan: 20-minute product presentation

Hypothetical example: A team will give a 20-minute, in-person presentation introducing a new library service. Before the event, a participant says they prefer a Turkish Sign Language interpreter. The organizer confirms the preference with the participant and checks with the interpreting provider whether this arrangement can be provided; they do not assume that another language or setup would be suitable.

The presentation has four parts: an introduction to the speaker and topic; a slide showing the service’s three steps; a diagram describing the user journey; and a sample scenario followed by Q&A. The organizer shares the current slides, speaker names, terms such as “loan period,” and the Q&A flow with the interpreter in advance. During a rehearsal before the event, they check the interpreter’s visibility, where the speaker will stand, and how questions will be taken. Finally, the participant is asked whether the arrangement meets their preference; the plan is updated if needed.

6. Recheck the setup if problems arise

• If the interpreter is not visible: Check the seating position, obstructions on stage, lighting, and the available camera framing for an online event. Confirm the change with the participant.
• If technical terms make it difficult to keep pace: Explain the term, pause briefly if needed, and share updated terminology with the interpreter. Do not try to make up time by speaking faster.
• If questions are hard to follow: Return to a format where one person speaks at a time. Use a microphone or repeat the question if appropriate; take the participant’s preferred communication method into account.
• If the interpreter is not visible on screen during an online event: Rehearse from the participant’s view before the event. Check the display and layout options on the platform being used; do not assume a particular feature is available without verifying it.
• If the plan changes at the last minute: Notify the participant and interpreter; ask whether the change can be accommodated with the available service and preparation.

7. Final checklist

• Have the participant’s preferred sign language and communication setup been asked about and confirmed?
• Have the service scope, timing, and preparation requirements been discussed with the interpreter?
• Were the current presentation, speaker names, technical terms, and relevant media shared in advance?
• Is the interpreter visible on stage or in the online view, and can the speaker and visuals be followed?
• Is there a workable plan for Q&A and last-minute changes?
• Was there a rehearsal, and was the setup checked with the participant?

Frequently asked questions

Do captions replace a sign language interpreter?

No. Captions present spoken content in writing; they are not the same service as sign language interpreting. Ask the participant separately which support they prefer.

Is it enough to send the interpreter only the presentation file?

The file is helpful; the speaking outline, technical terms, names, and Q&A format may also help with preparation. Discuss what is needed with the interpreter; do not assume that one type of preparation will be sufficient for every event.

Related practical guides

You can explore the relevant step in this work in more detail with the guide to using confident body language in presentations. You can explore the relevant step in this work in more detail with the guide to preparing a presentation about phone addiction.