Facade garden planting day checklist

A facade garden planting day needs more preparation than a few plants and shovels. Start by checking which planting beds are available, measuring them, and arranging any street works permit before ordering soil and plants. Then organise volunteers, zones, tools, tables, safety equipment and refreshments in a clear sequence. This checklist helps you prepare the site, welcome participants and keep planting work moving without last-minute gaps.

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The plan, step by step

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

Preparations

Apply for street works permit
Inventory facade garden locations
2 people
Record planting beds and dimensions
2 people
Order plants and soil
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve tables and chairs
Check tools
2 people
Divide work zones
2 people
Check the shopping list
Do the shopping
2 people
Collect plants and soil
2 people
Chill drinks
Set out the coffee and tea set
Set up tables and chairs
3 people
Set up party tents
3 people
Divide the planting material by zone
4 people
Set out tools by zone
3 people
Set up barriers and safety signs
2 people
Set up the registration table
2 people

Event

Receive participants
3 people
Give safety instructions
2 people
Excavate front gardens
12 people
Mix soil and compost
8 people
Divide and plant the plants
18 people
Finish Front Gardens with Mulch
8 people
Water front gardens
6 people
Serve coffee and tea
2 people
Serve sandwiches and snacks
3 people
Refill drinks
2 people
Put tools back safely
2 people
Hand out plant tips to participants
2 people
Collect waste separately
2 people

Aftercare

Take down tables and chairs
3 people
Take down party tents
3 people
Clean dishes and materials
3 people
Clean the street and work areas
4 people
Take waste to the collection point
2 people
Return borrowed tools
2 people
Care for remaining plants
2 people
Check the planting beds
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 40
Registration desk
Waste binsqty 4

Tools

Shovelsqty 12
Hoesqty 8
Hand shovelsqty 15
Rakesqty 8
Wheelbarrowsqty 4
Pitchersqty 8
Bucketsqty 10
Pruning shearsqty 6
Work glovesqty 45
Plant pegsqty 20

Safety

Safety vestsqty 8
Crowd control barriersqty 6
First aid kitsqty 2
Safety gogglesqty 10

Catering

Coolersqty 3
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Groceries

Tableware

Reusable cupsqty 80
Reusable platesqty 60
Reusable cutleryqty 60
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 3

Decorations

Route arrowsqty 10
Info boardsqty 4

Equipment

Extension cordsqty 3

Lighting

LED lampsqty 6

Cleaning

Hand broomsqty 4
Eye-catchersqty 2
Washing-up basinsqty 6

Tips

Measure every planting bed before ordering plants or soil, and record the dimensions by location. This prevents shortages and avoids bringing plants that do not fit the available space.
Arrange the street works permit before confirming the workday. Barriers and safety signs should be ready before anyone starts excavating near the pavement or road.
Divide the site into work zones and place the planting material, tools and safety equipment in each zone before participants arrive. This saves repeated trips to a central pile of supplies.
Plan the registration table and safety briefing for the first 10 minutes. Use this time to confirm attendance, explain work zones and identify anyone who has not brought suitable clothing or gloves.
Collect dietary requirements with registrations and chill drinks in advance. Set out coffee, tea and water before the first volunteers arrive so the serving area does not compete with the planting setup.

Frequently asked questions

How far in advance should I plan a facade garden planting day?: Start at least 4 to 6 weeks ahead. Use the first 1 to 2 weeks for permits, site measurements and plant orders, then allow time for registrations, shopping and final safety checks.
How much time does a facade garden planting day take?: Allow about 3 to 4 hours for the practical work, plus 30 minutes beforehand for setup and 30 minutes afterward for clearing tools and waste. Larger or more numerous planting beds may require a second work session.
How do I organise volunteers for facade garden planting?: Divide participants into work zones before the day begins and assign a clear task to each group. A short 10-minute safety briefing is enough to explain excavation, soil mixing, tool handling and where to return equipment.
When should I order plants and soil for a planting day?: Order them after recording the planting bed dimensions and confirming the date, preferably 1 to 2 weeks in advance. Arrange collection or delivery close to the event so plants and soil are not left waiting for several days.

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