Organizing a volunteer event on public lands requires thoughtful planning to ensure that it is accessible and inclusive for everyone, including people with disabilities. Here are five essential steps to take before your event to create a welcoming environment.

Conduct a Site Visit for Accessibility 

Before finalizing your event location, it's crucial to conduct a site visit to identify any potential obstacles or barriers that might hinder accessibility:

• Check for accessible restrooms, hard surfaces to walk/roll on, and clear pathways.
• Assess the parking area for accessible spaces and ensure the route from parking to the event space is smooth and well-marked.
• Consider the layout of the venue to ensure there is ample space for mobility devices like wheelchairs or walkers. 
• Ensure that signage is clear and easy to read, and consider having volunteers available to assist with navigation for those with visual impairments.

Ensure A-Z Accessibility 

From the moment participants arrive at the volunteer site, every aspect of the event should be accessible. This includes entryways, parking, pathways, and seating arrangements. Signage should be clear, with instructions and directions easy to follow. Ensure there are accessible entry points without steps and the event space is arranged so everyone can comfortably participate. 

Use large fonts on flyers and volunteer descriptions to make them legible for individuals with visual impairments. Additionally, having a website with accessibility tools that work with screen readers can ensure all necessary information is available.

Outline Volunteer Roles with Inclusion in Mind 

When planning your volunteer needs, outline roles that accommodate people with disabilities. Clearly describe each volunteer position so that potential volunteers can identify roles suited to their abilities.

For instance, registration roles can be assigned to individuals who prefer tasks that are stationary and require minimal physical movement. Consider partnering visually impaired volunteers with others who can guide them; for example, a visually impaired person could hold a trash bag while another volunteer identifies and collects the trash. Inclusivity in volunteer roles not only benefits the event, but also enriches the volunteer experience for everyone involved.

Provide Accommodation Options Early 

When advertising your event, include a section where participants can request specific accommodations, such as ASL (American Sign Language) interpretation, mobility assistance, or accessible restrooms. This information should be easy to find on your registration forms and promotional materials.

A simple checkbox asking, "Please check this box if you need any accommodations," along with a contact for additional requests, ensures that everyone feels supported and welcomed at your event.

Focus on Digital Accessibility and On-Site Coordination 

In the digital age, promoting your event on social media and through other online platforms is essential. Ensure that your digital content follows accessibility guidelines—use alt text for images, provide captions for videos, and choose fonts and colors that are easy to read.

You should also consider designating an accessibility coordinator on the day of the event. This person will be responsible for addressing any accessibility concerns that arise, ensuring that everyone has a positive and inclusive experience.

By integrating these practices, you can create a more inclusive environment that considers the needs of all participants, ensuring everyone has the opportunity to contribute and enjoy the event.

For more information on how to make your volunteer events on public lands more inclusive, including engaging underrepresented communities in the outdoors, check out NEEF's Nature for All webinar series and step-by-step guide.

Eric Gray is the founder and executive director of Catalyst Sports, a non-profit organization that provides adventure sports opportunities for people with physical disabilities. Eric is a graduate from the University of Georgia with a degree in Recreation Therapy. Following graduation, he moved to Park City, Utah, and worked for three years at the National Ability Center, where he taught people with disabilities how to ski, snowboard, canoe, climb, horseback ride, cross-country ski, cycle, and water ski. Eric received his clinical experience working for the VA hospital in Augusta, Georgia; the Shepherd Center; and Children’s Healthcare of Atlanta. Over the years, Eric has earned certifications as a Water Safety Instructor, Wilderness First Responder, Emergency Medical Technician, Certified Therapeutic Recreation Specialist, Professional Ski Instructor of America (adaptive), and an American Mountain Guide Association instructor.