Flower Bulb Planting Day checklist

Use this checklist to organise a Flower Bulb Planting Day from the first invitation to the final clean-up. It follows the practical order of the day: register participants, prepare planting beds, sort bulbs, set out tools and give clear instructions before anyone starts digging. You will also find reminders for weather checks, dietary requirements, refreshments and equipment that is easy to overlook. Allow extra time for setting up tents, tables and the registration desk before participants arrive.

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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

Send invitations
Process registrations
Collect dietary requirements
Assign volunteers
Confirm venue and key
Order flower bulbs
Mark out planting beds
2 people
Print planting plan
Check the weather forecast
Do the shopping
2 people
Gather tools
2 people
Sort bulbs
2 people
Pack up materials
2 people
Print participant list

Event

Set up tables
3 people
Build party tents
4 people
Set Up Registration Desk
2 people
Lay out tools
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Receive participants
3 people
Give safety instructions
2 people
Hand out the tools
3 people
Explain the plant beds
4 people
Hand out flower bulbs
3 people
Plant flower bulbs
20 people
Check planting depth
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Water the planted areas
4 people
Serve dinner
4 people
Turn on lighting
2 people
Collect tools
3 people
Collect waste
3 people

Aftercare

Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
4 people
Clean tools
3 people
Return materials
2 people
Dispose of waste
2 people
Store leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Tableclothsqty 6

Gardening equipment

Flower bulbsqty 1200
Plant trowelsqty 25
Plant stakesqty 10
Bulb plantersqty 10
Hoesqty 8
Rakesqty 8
Tracksqty 6
Watering canqty 8
Garden hosesqty 2
Wheelbarrowsqty 3
Bucketsqty 10
Work glovesqty 60
Knee padsqty 20
Measuring tapesqty 4
Rope rollsqty 4
Plant labelsqty 100
Waterproof markersqty 10
Compost bagsqty 10

Equipment

Battery lampsqty 6
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4

Tableware

Reusable cupsqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 8
Serving spoonsqty 6

Safety

First aid kit
Safety vestsqty 6

Decorations

Information boardsqty 4
Direction arrowsqty 8

Cleaning

Waste binsqty 6
Handwash sinksqty 2
Cleaning bucketsqty 3

Catering

Groceries

Tips

Confirm the planting layout before the event and mark each bed with rope, stakes or labels. Print a planting plan so volunteers can explain where each bulb belongs without stopping the whole group.
Sort the bulbs before participants arrive, ideally into clearly labelled containers or buckets. This prevents a queue at the registration desk and makes it easier to distribute the right bulbs for each planting bed.
Set up the registration desk at least 30 minutes before arrival time, with the participant list, pens and any dietary information ready. Keep tools and bulbs separate so registration stays uncluttered.
Give a short safety briefing before handing out tools. Cover gloves, knee pads, safe use of trowels and bulb planters, and where hoses, wheelbarrows and buckets may be used.
Check the forecast the day before and again on the morning itself. Keep party tents, waterproof storage and battery lamps ready, and allow time to chill drinks and prepare coffee or tea before the first participants arrive.

Frequently asked questions

How far in advance should I order flower bulbs for a planting day?: Order the bulbs at least 3 to 4 weeks before the event. This leaves time to confirm quantities, check the delivery and sort bulbs according to the planting plan.
How early should volunteers arrive for a Flower Bulb Planting Day?: Ask the setup team to arrive 60 to 90 minutes before participants. They need time to confirm the venue key, mark the beds, build tents, arrange tables and lay out the tools.
What should I do if the weather forecast is bad?: Check the forecast 24 hours before the event and again on the morning. Keep a clear postponement decision time, such as 8 a.m., so participants and volunteers receive the same update before travelling.
How many tools do I need for each participant?: Plan one main planting tool per active participant, plus several spare trowels or bulb planters for breakages and late arrivals. Add shared rakes, hoes, watering cans and wheelbarrows for each planting area rather than leaving everyone to queue.

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