What you need for a Flower Bulb Planting Day

A planting day needs more than bulbs and spades. You will need enough hand tools for volunteers to work without waiting, clear labels for each bed, and a simple setup for registration, drinks and breaks. Plan for wet ground, changing weather and limited daylight: tents, gloves, knee pads, lighting and power supplies are easy to overlook. Use the list below to check what must be bought, borrowed or packed before participants arrive.

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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
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee creamer - 2 packs
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Lemons - 12 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Rice cakes - 6 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilos
- Cold cuts - 1 kilo
- Hummus wraps - 60 pieces
- Whole wheat bread - 12 loaves
- Butter - 3 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Vegetarian soup - 12 liter
- Soup sticks - 6 packs
- Yogurt - 6 liter
- Muesli - 3 packs
- Cookies - 8 packs
- Paper napkins - 8 packs
- Trash bags - 4 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- Sponges - 2 packs
- Cleaning wipes - 3 packs
- Hand sanitizer - 4 bottles

Tips

Count flower bulbs by planting spots, then add a small reserve for damaged bulbs or gaps. Order them early enough to allow for delivery and sorting before the planting day.
Aim for one plant trowel or bulb planter per active planter, plus shared hoes, rakes and wheelbarrows. If volunteers work in pairs, provide at least one bucket and one pair of gloves per pair.
Prepare one plant label and one waterproof marker for each bed or bulb group, with extras for replacements. Keep the printed planting plan at the registration desk and at the planting area.
Provide a sheltered drinks point with coolers, reusable cups, plates and cutlery, plus enough thermos flasks for hot coffee and tea. Chill drinks before setup rather than after participants arrive.
Check access to power and lighting at least one day ahead. Pack extension cords, power strips and battery lamps, and keep cords away from wet paths and planting beds.

Frequently asked questions

How many flower bulbs do I need per person?: Base the quantity on the number of marked planting spots rather than attendance alone. For a practical reserve, order about 5–10% more bulbs than the planting plan requires, so damaged bulbs or missed spots can be replaced.
How many gardening tools are needed for a planting day?: Provide one hand tool, such as a plant trowel or bulb planter, for each person expected to plant at the same time. Add shared hoes, rakes, buckets and wheelbarrows according to the number and size of planting beds.
What should I bring if the weather may change?: Plan shelter with party tents, and protect registration materials and the planting plan from rain. Check the forecast 24 hours before the event, then confirm that gloves, knee pads, waterproof markers and lighting are packed.
When should I order flower bulbs for planting day?: Order early enough for delivery, sorting and checking the planting plan before the event; a buffer of at least one week is sensible. Keep a 5–10% spare quantity available for damaged bulbs or last-minute changes.

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