Useful tips for organising a M-Label event

Communication

SOME BASIC PRINCIPLES

Use correct language

• Do not refer to persons with a disability or chronic illness as disabled, disabled or handicapped persons.
  
  
• Don't talk about deaf and dumb, but talk about the deaf and hard of hearing.
  
  
• Sign language interpreters and sign language interpreters are also incorrect: we are talking about Flemish sign language interpreters, American sign language interpreters, ...

• Create sufficient contrast between text and background. Black and white, for example, is clearly legible, the green-blue combination is not.
  
  
• In doubt? Convert your text and background or image to grayscale. Is everything still legible? Then your contrast is right.
  
  
• Do not place a busy photo or image behind your text. That is difficult to read.
  
  
• Work with sans serif letters. They are more readable for people with reading disabilities. Accessible fonts include Arial and Calibri.
  
  
• Avoid underlining and italics.
  
  
• Instead of writing them out in full, use Arabic numerals. That reads better.
  
  
• Choose a sufficiently large font.
  
  
• Do not enter full words in all caps. They do not have a clear word image and are therefore more difficult to read.

• Invite your guests and let them register via your (accessible) website.

Note that the registration form is also accessible to people with disabilities - try the user-friendly Survey Monkey.

Inquire about specific needs and wishes of your participants when registering.

• For example, phrase it like this: “Do you have specific needs or wishes that we have to take into account? We would like to hear it." Provide an input field.
  
• At lunch or dinner, check for possible dietary preferences or food allergies.
  
• Be sure to include an e-mail address in addition to a telephone number. This way, the deaf and hard of hearing can also easily contact them.

PRESENTATIONS

• Light the room well so that deaf participants can see their interpreter clearly.
  Remind people who have a question for a deaf or hard of hearing person to address the person themselves. Not to the interpreter.

Deliver these tips to the speakers:

• Speak in a normal voice and at a moderate pace, unless the interpreter asks you to do it more slowly.
  
• Follow the recommendations for readability when creating your slides. Make sure the letters are large enough: with a minimum point size of 30.
  
• Present a presentation as if you would not show it: describe all visual information such as images and tables. And explain all information and text. Are you showing a video? Then summarize before or after what can be seen or was seen. In this way people with a visual impairment also get a picture of it.
  
  
• Have your videos subtitled.
  
  
• Hand your audience a microphone when they want to ask a question. This way everyone hears the contributions from the audience.

Additional amenities
INTERPRETERS SIGN LANGUAGE

• A deaf person often brings an interpreter himself, but not always.
• Are you asked to provide an interpreter?
• Pulse for the preferences of the participant in question.
• Determine which interpreter (s) you need.
• Each country has its own variant of sign language, sometimes even several. In Flanders this is the Flemish sign language. In addition, the International Sign Language is the most common - most sign language users understand it.
• Are sessions given in different languages? Then you need several interpreters. For example, does the speaker give his presentation in English, and are the deaf participants Flemish? Then the interpreter must be able to translate from English to Flemish sign language and vice versa.
• Does a meeting last longer than 1.5 hours? Then you need 2 interpreters anyway. One interprets, while the other pauses. This keeps the quality of the translations up to standard.
  
  
• Find your sign language interpreter in the database of the CAB (Flemish Communication Assistance Bureau for the Deaf vzw). Click on "Find an interpreter" and search by province (not by city), language or name.
  
• Are one or more of your (international) speakers deaf? Always discuss with the speaker and his interpreter how the presentation will proceed: by voice (and in which language), in International Sign or in your own sign language? In the latter case, you need an interpreter who knows that sign language and can translate it into spoken language.

Ensure good reception of the interpreters:

• Reserve a suitable place for the sign language interpreter: next to the speaker or presenter. In this way, the deaf person can see both the interpreter and the presenter at a glance.
  
• Enlighten the speakers and interpreter sufficiently.
  
• Provide the interpreters with information in advance so that they can prepare themselves: the agenda, presentations, background information,...
  
• Also make logistical agreements with the interpreters, for example about where they can sit.
  
• Is it a large conference with many deaf participants? Then film the interpreter and project the images on a screen.
  
• As an organizer, bear the costs of an interpreter. That is common. Interpreters (like other assistants) also do not pay any participation or registration costs.