Leadership Manual

Requesting Interpreting Services

When contacting an interpreting agency, they will need the following assignment information:

  • Date of Event

  • Beginning Time

  • Ending Time

  • Address of Event

  • Parking Provided? Where?

  • Site Contact Person & Phone Number

  • Person(s) Requiring Interpreting Service

  • Sign Language Preference of Person Requiring Interpreting Service

  • Description of Event


  • Does the agency bill in whole hours? What is their cancellation policy?

    • Make sure there are enough chairs for the interpreters. Chairs without arms are preferable.

    • If the program venue is large, consider reserving seating in front for the Deaf participants.

  • Will the interpreter have to work during meal times?

    • If yes, will food be provided for the interpreters or do they need to bring their own food? Be sure it is clear that the interpreter will have to arrange with their team how to manage eating and working during meal times.

    • If no, do not include meal times in time request. For example if the assignment is 8:00 a.m. to 5:00 p.m., request 8:00 am to 12:00 p.m. and 1:00 p.m. to 5:00 p.m. This eliminates confusion about whether lunch is paid.

  • If you have multiple Deaf participants at a conference:

    • Generally, a team of two interpreters is needed for each Deaf participant when the time exceeds an hour and a half.

  • If funding is a problem, you could ask the Deaf participants to look at the conference schedule ahead of time and decide which workshops they plan on attending. ** This allows you to see if there is any overlap on participant preferences in which you could cancel one team during the time the participants are in the same ** room. This does not allow the Deaf participant flexibility to change which workshop they plan on attending.

  • Will the interpreter be on stage?

    • If the interpreter needs to be on stage, make sure the people in charge of lighting know the interpreter will need to be lit up.

  • Will there be a Deaf presenter?

    • Ask the Deaf presenter if they have a preference on interpreters. Also, make sure the interpreters have seating and a microphone.