Creating welcoming, inclusive events is a core part of the Master Gardener program’s mission to serve all Oregonians. Whether we’re hosting a plant sale, workshop, conference or community gathering, accessibility ensures that everyone—regardless of ability, age, language or background—can fully participate. Thoughtful planning helps remove barriers that might otherwise prevent someone from attending or engaging. It also reflects our values as an educational program grounded in equity, community connection and public service.
To support this work, the statewide office has developed an in-person event accessibility checklist to guide planning from start to finish. The checklist covers key considerations such as accessible parking and pathways, clear signage, seating and rest areas, inclusive communication and volunteer expectations. It also prompts planners to think about details that make a big difference—like providing shade at outdoor events, offering materials in multiple formats, ensuring microphones are available and labeling food for dietary needs. These are not just logistical choices—they are ways we signal that everyone is welcome and considered. This resource is designed for anyone involved in planning or supporting Master Gardener events, including faculty, staff, associations and volunteers, and can be used across a wide range of activities—from plant sales and demonstration gardens to educational workshops, tabling events, conferences and volunteer trainings.
Accessibility also includes creating safe conditions for volunteers and participants, especially during extreme weather. As we plan events—particularly outdoor activities—it’s important to consider heat and air quality risks. Excessive heat can quickly become a serious health concern. OSU’s Heat Illness Prevention Plan identifies a hazard when the heat index reaches 80°F or higher, at which point organizers must ensure access to shade and cool drinking water. When temperatures exceed 90°F, additional precautions—such as monitoring for signs of heat illness, using a buddy system, and ensuring communication with supervisors—are essential. At very high temperatures (100–104°F), volunteers should rest in a cooler environment for 30 minutes out of every hour.
Wildfire smoke is another important factor. OSU follows Oregon OSHA guidance when air quality reaches an AQI of 101 or higher for fine particulate matter (PM2.5), and events may need to be modified, relocated, or canceled to protect health.
By planning ahead and prioritizing safety alongside accessibility, we create events that are not only inclusive and welcoming, but also supportive of everyone’s well-being.