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.
This is great but there are still issues re easily available restrooms. I just signed up for the Earth Day event at Duniway Elementary on April 19th. I’ve been told there isn’t going to be a porta potty on site and the school restroom will not be available. It’s a 3 hour gig, I’m an elderly woman with bladder issues and also taking meds that cause me to have to pee frequently. I’ve been told there’s a private home bathroom available 1/2 mile away so I’d have to leave the event, drive to this home and back and probably have to do this 2-3 times. This seems a bit unfair to others manning the table as it could take a chunk of time. I’m willing to do this but are others going to be comfortable going inside a stranger’s home to use the bathroom? Especially an elderly woman? Or someone with mobility issues may not be able to deal with this private home’s access (stairs?). I’ve also encountered no public or port potty availability at the Kenton farmers market. Usually we use the public library down the street but when it was closed there wasn’t any other place to go unless you wanted to go in to a restaurant, which I’m uncomfortable with if I’m not dining there, or hike over and through the blocks away rather sketchy park, if the restroom is even open there. And there are folks with GI issues/Crohn’s/IBS who have sudden urgent needs for a bathroom. I don’t know how they can manage with the nearest available bathroom blocks away or 1/2 mile away. Thanks