1
Ask, do not assume
Ask the person how they prefer to communicate and what support is useful.
Access preparation
Prepare better access before a Deaf person arrives.
Practical guidance for employers, councils, public services, event organisers, venues, education providers, healthcare teams and other organisations. Check communication preferences, BSL interpreter arrangements, staff preparation, room layout, lighting, sightlines and visual access before the meeting, appointment or event.
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Access preparation
10 things to check before a Deaf person arrives.
Deaf people are not one group. Some use British Sign Language, some use speech or lipreading, and others may use captions, speech-to-text or a combination.
2
Face the person
Keep your face visible and avoid speaking while looking away.
3
Use good lighting
Make sure faces and hands are clear. Avoid strong backlighting.
4
Speak naturally
Do not shout or exaggerate your mouth movements.
5
One person at a time
This helps group communication, interpreting and captions.
6
Speak to the Deaf person
When an interpreter is present, keep your attention on the Deaf person.
7
Book support early
Specialist communication professionals can be difficult to secure at short notice.
8
Share preparation
Send agendas, slides, scripts, speaker names and specialist vocabulary in advance.
9
Check the environment
Think about sightlines, lighting, screens, captions and room layout together.
10
Check access throughout
Ask whether communication is working instead of assuming the setup is fine.
Room, table & lighting
Set the room up for visual access.
A good layout makes it easier to follow the Deaf person, interpreter, speaker, slides and captions without constant head movement.
Room layout
U-shape, semicircle or open layouts can help groups see each other. Keep the interpreter, main speaker and screen within a comfortable visual area.
Table setup
Keep sightlines clear. Avoid tall flowers, signs, laptops or bottles blocking faces and hands. Leave enough space for the interpreter to work safely.
Lighting
Use even light on faces and hands. Avoid a bright window behind the interpreter. If slides require a darker room, keep the interpreter lit.
Deaf personchooses the best seat
Interpreterclearly visible
Speakerface visible
Screen / captionseasy to glance at
Protect sightlines: avoid people repeatedly walking between the Deaf person and interpreter.
Do not turn all the lights off: faces and signing still need to be visible.
Plan captions with the screen: reduce unnecessary head movement between text, speaker and interpreter.
Hybrid meeting? keep interpreter video, captions and shared slides visible together.
Working with interpreters
Make the booking easier to deliver.
Speak to the Deaf person - not to the interpreter.
The interpreter facilitates communication. Speak in the first person and keep your attention on the Deaf person.
Prepare the professional
- Book as early as possible.
- Share agendas, slides and terminology.
- Plan breaks for longer sessions.
- Tell the provider about recording or livestreaming.
- Check whether one professional or a team is more suitable.
Need practical staff learning?
Deaf Awareness training
cSeeker can support organisations with practical Deaf Awareness training covering communication, Deaf culture, BSL access, interpreters and real-world scenarios.
Ask about trainingNeed communication support?
Prepare the booking first.
Use the free BookBSL checklist to gather the date, time, format, communication preference and preparation details before requesting availability.
Start BookBSL checklistCommon questions
Access preparation FAQ
Does every Deaf person use BSL?
No. Communication preferences vary. Ask the individual what works best for them.
Where should a BSL interpreter sit or stand?
There is no single fixed position. The Deaf person should be able to see the interpreter clearly while also following the speaker, presentation or activity with minimal visual strain.
Should the lights be dimmed during a presentation?
If the room is dimmed, keep enough light on the interpreter, speaker and relevant faces so signing and visual communication remain clear.
What should I send before an interpreted meeting?
Useful preparation may include the agenda, slides, scripts, speaker names, specialist words, venue information and joining instructions.