Organising Online Accessible Events

Organising online accessible events for British Sign Language (BSL) users.

Before the event:

Thinking about the audience that this event targets, you should consider the following factors when organising an online event:  

WHO is the intended audience that your event targets? 

  • Students 
  • Prospective students 
  • Staff 
  • General public 

WHY has this event been organised? (Including but not limited to) 

  • Induction week 
  • Social event 
  • Careers event 
  • Lecture series 
  • School meetings 

WHAT support requirements have been requested and/or should be organised? 

  • Communication support 
  • BSL/English interpreters 
  • Note takers / live captioning function 
  • Do not assume all BSL users need the same support: ask individuals what they need 
  • Opportunity for individual to get in touch e.g. through contact SCOTLAND-BSL or uploading a BSL video 
  • Preparation is important for online accessible events 
  • Provide supports services with as much information as possible  
  • Agenda of event, Programme of event, content, presentations 
  • Share this information with the BSL users and BSL/English interpreters at the earliest possible opportunity 

WHEN 

  • Booking communication support must be done well in advance, as soon as a date(s) is agreed for the event  
  • If the event is more than 30 minutes, then minimum two interpreters must be booked 
  • If there are multiple or parallel events, will BSL/English interpreters be available at all sessions or only on selected days/times?  
  • If the latter, be clear when BSL/English interpreters will be present 

WHERE 

  • Ensure that the online platform is accessible for all involved 
  • Be clear with the BSL user(s) and BSL/English interpreters which platform is being used  
  • If it is an internal event, ensure that the interpreters have the link to the event and are able to access it  
  • Discuss with BSL user(s) and BSL/English interpreters if alternative platform needs to be used (e.g. Collaborate is not deaf friendly because BSL users cannot pin the interpreter’s video, whereas Zoom enables BSL users to easily configure their views on screen) 
  • The University of Edinburgh supports Zoom as an online platform so this would be the preferred platform for online events / meetings. If Collaborate is used, then it is possible to run Collaborate and Zoom in parallel, with Zoom being used between BSL user and interpreter on a separate screen 
  • Ensure that this has been arranged and details are shared with both the BSL/English interpreters and BSL user(s) in advance of the event, so they can prepare 
  • Prior to the event, offer tech checks for BSL users, BSL/English interpreters and event organisers to test the selected platform and its set-up  

HOW  

  • Approaching communication support  
  • Book freelance BSL/English interpreters directly through regulatory bodies (e.g. SRLPDC and/or NRCPD)  
  • Book using an agency (e.g. JustSign, Deaf Action)  
  • Please note that this is guidance only and fees may vary  
  • Translation of information 
  • Is this a one-off event or recurring event? As the content of translation may depend on these factors 
  • Ask a Deaf translator to translate information into BSL so that information is accessible prior to the event  
  • Organise for translation of event details to be done ASAP 
  • Budget available for the event  
  • Does this cover communication support and translation (where applicable)?  
  • Advertisement 
  • Information  
  • Accessible 
  • Where (i.e. social media platform?) 
  • Who will promote events  
  • Brief other colleagues about working with BSL users and BSL/English interpreters  
  • If you are planning on recording the session, you must seek permission in advance from all participants including BSL/English interpreters 

During the event:

  • Acknowledge the presence of BSL/English interpreters and establish ground rules (e.g. one speaker at a time, pin BSL/English interpreter if needed) 
  • Videos and microphones preferably switched off, except for: 
  • Organiser / presenter 
  • BSL/English interpreters 
  • BSL users (optional) 
  • Lighting should be sufficient and not make presenter too dark 
  • Explain how many breaks will be provided in the event 
  • Be clear how long these breaks are 
  • If event is half a day or a full day, then it is ideal to have regular breaks (eye breaks) 
  • A full day can be tiring for all involved, so if you are able to break the event down over consecutive days then please do consider this option  
  • Check that sound is quality clear for BSL/English interpreters and note takers / live captioners  
  • Interaction:  
  • If using break out rooms, ensure that BSL users and BSL/English interpreters are placed into the same room 
  • Chat function: sometimes BSL users do not use this function, so if something needs to be responded to in the chat function, please make the individual aware  
  • If possible, save the text from the chat function to be shared after the event (it could be used as a FAQ or debrief of event, which benefits all participants)  
  • If BSL user is responding, ensure their video is pinned / spotlighted (some platforms follow the voice of who is speaking, which means the BSL/English interpreter will be voicing over for the BSL user and their video will pop up instead of the BSL user 
  • If sharing screens, such as PowerPoint slides, please pause for 10 seconds or so after each slide so that BSL users have time to read and sight the content, as they cannot do this and watch the BSL interpreters at the same time 

After the event:

  • If the event has been recorded, ensure that permission has been granted from all participants, including BSL/English interpreters.  
  • BSL/English interpreters should always be visible in the recording, along with the captions.  
  • Will materials be shared afterwards, if so – how will this be shared? Will these be accessible?  
  • Gathering feedback – will different formats be available?  
  • Plan a debrief afterwards with the BSL users and BSL/English interpreters to assess how accessibility went during the event and if anything should be altered for next time. 
  • Organise for prompt payment of interpreter invoices, as they are often freelancers and University payment processes are slow. Interpreters are highly valued by BSL users, and issues with payment delays create unnecessary friction that harms good working relationships.  

Online Platforms: 

Zoom is favoured by BSL users as the video quality is smoother and it is easier to view- individuals. The host needs to ensure that the deaf person(s) and BSL/English interpreters are given the option to multi-pin. The host can also appoint someone to provide live captioning. Additional functions include: 

  • Break out rooms – good for small group discussions  
  • Make sure the BSL/English interpreter is in the same room as the BSL user(s) where applicable  
  • Be aware that when returning to main session, the multi-pin function may disappear, so make sure this is reinstated where necessary 
  • Hands-up function  
  • Waiting room  
  • Screen sharing  

MS Teams can pin more than one person, which works well if multiple BSL users and BSL/English interpreters present during event. However, many BSL users do not find MS Teams accessible, e.g. the screens are too small, there is no user control to arrange screens on personal devices, and so on. Additional functions include:  

  • Live auto caption available but not 100% accurate  
  • Hands-up 
  • Screen sharing  

Collaborate is good for break out rooms, but there is no option to pin anyone (at time of writing). If using this platform, then BSL users and BSL/English interpreters must be connected through a different platform e.g. Zoom or WhatsApp. 

 

AUTHOR: Alison Hendry, British Sign Language Development Officer 

DATE: May 2021

UPDATED: Dr Gabrielle Hodge, Chair of BSL Implementation Group, December 2025 

If you require this in an alternative format please contact disability.service@ed.ac.uk

 

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