Guide to Working with American Sign Language (ASL) Interpreters

Part 1: When to hire an ASL interpreter.

Refer to this checklist when organizing a public meeting or event. First answer the questions below to decide if an ASL interpreter is required. If an ASL interpreter is required, review the How to Manage an ASL Interpreter section.

1. Is the event open to the public?

Yes. Go to question 2.

No. No need to preemptively schedule an ASL interpreter.

• If you know or suspect a person with a disability will attend, confirm their attendance and ask them specifically whether they need an accommodation to fully participate.
• Post notice of the event in an accessible format and include the following or similar language: To request an accommodation, please email [name] at [email] or call [telephone number] at least 5 business days before the event. The point of contact should be someone within your agency who is aware of the event and knows that they are responsible for fielding requests for reasonable accommodation. If an ASL interpreter is requested, the interpreter must be provided.
• Provide at least 2 updates to the requestor during this process: when the request is received, and when the accommodation has been arranged for or denied.

2. Refer to Part 2: Managing an American Sign Language (ASL) interpreter.
3. Is this a large-scale event or an event specifically intended to attract people with disabilities?  

No. Proceed according to “no” in question 1.

Yes. Preemptively schedule an ASL interpreter and ensure the event is otherwise as accessible as possible.

• Post notice of the event in an accessible format and include the following or similar language: To request an accommodation, please email [name] at [email] or call [telephone number] at least 5 business days before the event. The point of contact should be someone within your agency who is aware of the event and knows that they are responsible for fielding requests for reasonable accommodation. Include the following symbol to let Deaf attendees know an ASL interpreter will be present:

• Refer to Part 2: Managing an American Sign Language (ASL) interpreter.

Part 2: Managing an American Sign Language (ASL) interpreter.

If an ASL Interpreter is necessary for the event you are hosting, please consider the following.

1. Hire an appropriate number of interpreters. If the event is more than one hour long, hire at least 2 interpreters to avoid fatigue. Consider any networking time after presentations when scheduling.
2. Hire a qualified interpreter. Starting January 2025, interpreters must be certified by the Maryland State Board of Sign Language Interpreters.
3. Communicate with the ASL interpreter before the event. Make it clear that the event may be recorded or broadcast. Provide the ASL interpreter a copy of the event schedule and content of planned presentations as far in advance as possible.
4. Designate a single staff person to manage the ASL interpreter(s) the day-of the event.
5. Station the ASL interpreter at the event registration at least 15 minutes before the start of the event to identify and communicate with Deaf attendees. Keep a note pad and pen at the registration table as a back-up method of communication in case the ASL interpreter is late or not available.
6. Station the ASL interpreter near the speaker for in-person events. If the speaker is on a platform or displayed on a screen, do the same for the ASL interpreter. If the lights are dimmed during the event, make sure the interpreter can still be seen. Provide an extra chair nearby for the second interpreter during events lasting 1 hour or more.
7. Inform all scheduled presenters that an ASL interpreter will be present. Remind presenters to speak to the attendees directly, not to the interpreter. Remind speakers that they must use the microphone if one is available.
8. Consider also providing real time captioning for virtual events or assistive listening devices for in-person events.

For more detailed consultation, contact the Baltimore City Office of Equity and Civil Rights at disabilities.commission@baltimorecity.gov.