If you have never worked with a sign language interpreter before, you might not know where to start. You may wonder how to find one, how to make sure they are qualified, and how to get them ready for your event.
Whether you are planning a small meeting or a large public event, having the right ASL interpreter in place ensures that Deaf and hard of hearing participants have equal access to communication. That benefits your organization too, because it helps you meet accessibility requirements, build trust, and create a more inclusive environment.
Step 1: Secure a Contract With an Interpreting Agency
The very first step is to have a contract in place with a qualified ASL interpreting agency. This agreement outlines your pricing structure, billing process, key points of contact, and any other important details before you ever submit a request.
Think of this step as setting up your “ready-to-go” plan. When the need for an interpreter comes up, sometimes with little notice, you already have an established relationship with an agency that knows your organization, understands your needs, and can act quickly.
Even if you are not sure when you will need an interpreter, it is always smart to have an agency ready to support you. Without this step, you risk scrambling to find someone at the last minute, which can lead to higher costs, delays, or an interpreter who is not the best fit for your situation.
A good contract also sets expectations for both sides. You will know what information the agency needs from you, and they will know how to deliver the right interpreter at the right time.
Step 2: Submit Your Request
At DCG, the easiest way to do this is by filling out the request form at dovetailcommunicationgroup.com/request. Using the form helps us get all the important details in one place, which speeds up the process and reduces the chance of missing something important.
When you make a request, include:
- Date(s) and time(s) of the assignment
- Location (in-person or virtual)
- Context or setting (describe what is going on)
- Names of Deaf or hard of hearing individuals (if available)
- Special terms, vocabulary, or materials the interpreter should review ahead of time
Why include names? Because if your agency knows that a certain interpreter has worked successfully with the individual before, they can try to schedule the same person again. Familiarity often leads to smoother communication.
Step 3: The Agency Sources the Right Interpreter
After we receive your request, we begin sourcing an interpreter who fits the needs of your assignment. This is where an agency’s expertise really matters.
We look at:
- Qualifications and certifications: For example, whether the interpreter holds a state or national certification
- Experience in your setting: Interpreting in a courtroom is very different from interpreting in a classroom or medical office
- Availability and location: Whether the interpreter is local or available to work virtually
- Skill and style match: Making sure their interpreting style works well for the Deaf or hard of hearing participant
The benefit of working with an agency is that we handle the vetting process for you. You do not have to figure out if someone is skilled enough, has the right background knowledge, or understands the cultural dynamics involved. We take care of that so you can focus on your event or meeting.
Step 4: The Interpreter Prepares
Once the interpreter accepts your assignment, they begin preparing. Preparation is key to making sure the interpreting is accurate, efficient, and clear.
An interpreter may:
- Learn names, acronyms, and industry terms related to your event
- Review any agendas, presentations, or scripts you provide in advance
- Research consumer names to see if they can find relevant background information that might help them choose the most effective interpreting style
- Research the event topic to understand the context and technical details
- Check the location or virtual platform to ensure they can connect without issues
The more materials and context you provide, the better the interpreter can prepare. For example, if your meeting will cover technical data, giving the interpreter access to the slides ahead of time helps them learn the terminology so there are fewer pauses or misunderstandings.
Step 5: The Interpreter Works the Assignment
On the day of the assignment, the interpreter arrives early for in-person events or logs in early for virtual meetings. This allows time to set up, check the space or platform, and be ready to start at the scheduled time.
During the event:
- The interpreter will position themselves where both the Deaf or hard of hearing person and the hearing participants can see them clearly.
- You should speak directly to the Deaf or hard of hearing person, not the interpreter.
- The interpreter will handle the flow of communication, ensuring that everyone’s words and messages are conveyed accurately.
If the event is long or high-demand, you may have a team of two interpreters. This allows them to take turns, maintain focus, and keep the quality of interpreting consistent.
After the event, the interpreter closes out the job in our system. They confirm their attendance, report the actual start and end times, and note if the assignment went over the scheduled time.
Step 6: Billing and Payment
The interpreter’s closeout report is what we use to bill your organization. Invoices are sent according to the billing schedule outlined in your contract. Because everything is tracked in the agency’s system, you have a clear record of the services provided.
Timely payment keeps your account in good standing, which is especially important if you need interpreters on short notice in the future.
The Process in a Nutshell
All you need to do is:
- Have a contract with a qualified ASL interpreting agency.
- Send in your requests with as much detail as possible.
- Provide materials and support for interpreters before and during the job.
- Pay for the service according to your agency’s billing terms.
When you partner with the right agency, booking an interpreter is a simple, repeatable process that ensures quality communication and a smooth experience for everyone involved.
Why This Matters
Providing qualified ASL interpreters is not just about meeting legal requirements under the ADA. It’s about creating an environment where Deaf and hard of hearing individuals have the same access to information and opportunities as anyone else.
By understanding the process and working with an experienced agency, you can remove uncertainty, reduce stress, and build a reputation for accessibility and inclusion.
If you’re ready to start, secure your contract with DCG today.
