Etiquette checklist for participants
Notes
Vision
Adjust the lighting.
• Avoid placing the camera to face windows, or close
curtains/blinds
• Put lights on to compensate for closed curtains/blinds
• Remember that shadows on faces may make them
difficult to be lip-read
Use your name to interject – for example, “Sam here in
Glasgow, I can’t see you very well, can the light in the room
be made brighter?”
Are all people at your end visible on screen? Fill the screen
with people not furniture
Make sure that Language Service Professionals (LSPs)
such as sign language interpreters can see and be seen
Ensure each site has a sign visible to all participants to
identify location
Keep camera adjustments to a minimum, this is where presets are very useful
Sound
Is the volume setting at your end at the right level?
Have you checked to see if the other sites can hear you?
Make sure that Language Service Professionals (LSPs)
such as sign language interpreters can hear and be heard
Have you reduced unnecessary noise?
• Closed doors and windows
• Fans turned off
• Mobile phones and beepers muted
• Microphone not obstructed
• If a Loop system is installed/required is it switched on?
Think before speaking at the start and close of a session as
audio may be connected even though there is no video
Use your name to interject – for example, “Pam here in
Edinburgh, I can’t hear you very well, can the microphone
be moved/checked/volume be increased?”
Mute your microphone when not talking
Don’t talk over others; signal your desire to speak
Don’t shout. Speak in your normal voice
Address the room when you speak to allow the microphone
to pick you up
Don’t create unnecessary noise by tapping fingers, rustling
paper, jangling jewellery
Extraneous noises will be picked up by hearing aid users –
even if using a loop system
If you ask a question, remember to pause to allow others to
un-mute their microphones before replying
Periodically check that everyone can access information
and is still able to follow and participate in discussions
Behaviour
Arrive on time [this may mean 10-15 minutes before the
scheduled start]
Ensure you are sitting at the best possible place for your
needs. This may mean asking others to move which will
allow you to participate fully
During introductions – state that you are using assistive
technology/LSP and how this may affect proceedings
(accessing table notes, time delay etc)
Give a friendly wave and ‘Hello’ when appearing on screen
for the first time
Speakers should introduce themselves at all times when
speaking (“Ron from Edinburgh”, “Ruth from Inverness” etc).
This will benefit visually impaired users and LSPs as well as
others who are taking part in the VC event
Acknowledge others – let them know you are there
Indicate when you wish to speak e.g. raise your hand and
wait for the Chair or session leader to say it is your turn
Keep contributions short and to the point
An interpreter will interpret everything that is said or signed
– avoid saying ‘don’t sign this’ and refer to the deaf person
and not the interpreter – don’t say ‘tell her/tell him’
If in a meeting, stick to the item on the agenda
Show attentiveness with facial expressions and body
language
Do not multitask. It conveys lack of interest and may cause
a visual distraction
Don’t engage in distracting side conversations
Respect other people’s views. Don’t groan or pull faces
when someone else is speaking, as these will be visible to
all sites
Assume others can see or hear you even if you can’t see or
hear them
The time delay may be lengthened due to the interpreting
process – allow some extra time when awaiting responses
The deaf person may be watching the
interpreter/notetaker’s laptop rather than the video screen –
therefore eye-contact may be less or non-existent
Please note that an LSP may not be seen on the remote
screen as they may be sitting in a position that allows the
user to see both the LSP and the VC screen.