Birth forest planting checklist

A birth forest planting day needs more than trees and shovels. You’ll need permission to use the land, a planting plan with quantities, confirmed deliveries, guest registrations and a workable setup for planting and refreshments. Start with the site and planting design, then arrange materials and access before inviting people. In the final week, check the weather, confirm the participant list and prepare marked planting beds, holes, food and drinks.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the planting location
2 people
Arrange access permission for the grounds
Determine planting plan and quantities
2 people
Order trees and shrubs
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Send directions
Arrange parking spaces
Confirm plant material delivery
Design tree labels
2 people
Prepare name labels
2 people
Check the weather forecast
Create final participant list
Provide dietary requirements
Do the shopping
2 people
Collect plant materials
2 people
Store trees temporarily
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Chill drinks
2 people
Mark out planting beds
3 people
Prepare planting holes
4 people
Set up workbenches
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Put up the welcome sign
Lay out tree labels
2 people
Distribute tools
2 people
Prepare safety briefing
2 people
Set up the registration table
2 people

Event

Receive participants
3 people
Hand out name tags
2 people
Serve coffee and tea
2 people
Deliver the welcome speech
Give planting instructions
2 people
Hand out trees
4 people
Guide planting work
6 people
Bring water to the trees
3 people
Attach tree tags
3 people
Guide the photo moment
2 people
Collect tools
3 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Serve dinner
4 people
Turn on lighting
2 people
Collect waste along the way
2 people
See off the last visitors
2 people

Aftercare

Clear tables and chairs
4 people
Take down party tents
4 people
Clean tools
3 people
Wash dishes
3 people
Leave the venue clean
4 people
Dispose of waste
2 people
Return materials
2 people
Return rental items
2 people
Check the venue site
2 people
Send thank-you message to participants

What to bring

Grouped the way you'd shop for it, with quantities.

Plant material

Young treesqty 40
Tree stakesqty 40
Tree strapsqty 40
Compostqty 10
Tree barkqty 8
Wooden tree tagsqty 45

Tools

Shovelsqty 12
Scoopsqty 8
Rakesqty 6
Wheelbarrowsqty 4
Pitchersqty 8
Pruning shearsqty 4
Work glovesqty 50
Measuring tapesqty 3
Wooden pegsqty 30
Barrier tapeqty 4

Safety

Safety gogglesqty 12
First aid kitsqty 2
Reflective vestsqty 8

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 50
Workbenchesqty 4
Waste binsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 100
Reusable cutleryqty 100
Coffee cupsqty 50
Serving spoonsqty 8
Pitchersqty 8

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving traysqty 6

Equipment

Outdoor lightingqty 6
Extension cordsqty 4
Power stripsqty 4

Decorations

Welcome signsqty 2
Name labelsqty 60
Tableclothsqty 8
Buntingqty 6

Catering

Groceries

Tips

Secure access to the grounds before sending invitations. Give yourself at least two weeks to confirm permission, parking arrangements and where workbenches, tables and tents can stand.
Order trees and shrubs only after you have measured the planting area and decided the quantities. Keep a written delivery count, including stakes, straps, compost and bark, so missing materials are noticed before planting day.
Close registrations several days before the event and create one final participant list. Use it to provide dietary requirements, prepare name labels and estimate snacks, coffee, tea and chilled drinks.
Confirm the plant-material delivery before the event and arrange temporary storage if it arrives early. Young trees should not be left unprotected or forgotten while other preparations are taking place.
Check the forecast the day before, then mark planting beds and prepare holes before guests arrive. Set out gloves, shovels, measuring tapes, safety goggles and first aid kits where people can find them without asking.

Frequently asked questions

How far in advance should I organise a birth forest planting day?: Start at least 4 to 6 weeks ahead. The first weeks are needed for permission, the planting plan, ordering trees and shrubs, invitations and registration; leave the final week for delivery checks and site preparation.
How many trees do I need for a birth forest planting?: There is no fixed number: calculate it from the planting area and the spacing required for each tree or shrub. Finalise the planting plan before ordering, then add the matching number of stakes, straps, labels and planting materials.
When should I prepare the planting holes?: Prepare and mark the holes before participants arrive, ideally the day before or early on the morning of planting. This keeps the group moving and lets you correct spacing before the trees are placed.
What should I do if the trees arrive before planting day?: Confirm the delivery as soon as it arrives and arrange temporary storage until planting. Keep the young trees protected and organise collection of the full order, including stakes, straps, compost and bark, before the event starts.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.