Food Forest Planting Day Checklist

A food forest planting day needs more than plants and shovels. You need a clear bed layout, enough tools for the expected number of participants, and a plan for water, compost, mulch and plant delivery. Use this checklist to work from the planting design to registration, catering and site setup. It also covers details that are easy to leave until the last day, such as route signs, name stickers, temporary watering and a printed attendance list.

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

Confirm date and location
2 people
Create planting plan and site layout
2 people
Estimate the number of participants
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check the weather forecast
Confirm plant delivery
Calculate catering quantities
2 people
Check the shopping list
2 people
Inventory tools
2 people
Borrow missing tools
2 people
Mark out planting beds
3 people
Pre-treat the planting holes
4 people
Prepare compost and mulch
3 people
Do the shopping
2 people
Pick up plants
2 people
Water plants temporarily
2 people
Print attendance list
Prepare name stickers
2 people
Make route signs
2 people
Check the site and reception
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the reception table
2 people
Sort plant material by section
4 people
Divide tools by work team
3 people
Prepare coffee and tea
2 people
Set out lunch and snacks
3 people

Event

Register participants
2 people
Give the welcome and safety briefing
2 people
Assign work teams
2 people
Give planting instructions
2 people
Plant trees and shrubs
12 people
Plant herbs and ground cover
8 people
Water the plants
4 people
Apply mulch around plants
6 people
Refill drinks
2 people
Serve snacks
3 people
Guide the work result
2 people
Serve dinner
5 people
Serve coffee and tea
2 people
Collect waste during the event
2 people
Collect tools
3 people
Cover plants and materials
2 people

Aftercare

Clear tables and chairs
4 people
Take down party tents
4 people
Wash the dishes and kitchenware
3 people
Sort and remove waste
3 people
Clean the grounds
4 people
Remove route signs
2 people
Return borrowed tools
2 people
Care for remaining plants
2 people
Water new plantings
3 people
Repair damaged materials
2 people
Archive attendance list
Send participants' photos

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 50
Beer tablesqty 4
Tableclothsqty 8

Gardening equipment

Fruit treesqty 20
Berry bushesqty 35
Herb plantsqty 60
Ground cover plantsqty 80
Compost bagsqty 20
Wood chip bagsqty 25
Tree stakesqty 20
Tree strapsqty 20
Plant labelsqty 150
Tie wireqty 4
Work glovesqty 55
Scoopsqty 20
Shovelsqty 12
Rakesqty 8
Hoesqty 8
Wheelbarrowsqty 6
Pitchersqty 10
Water hosesqty 2
Bucketsqty 12
Measuring tapesqty 4
Wooden pegsqty 40
Barrier tapeqty 4
Garden shearsqty 6

Safety

First aid kitsqty 2
Safety gogglesqty 10
Reflective vestsqty 8

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Portable lightingqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 70
Reusable cutleryqty 70
Coffee cupsqty 60
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Pansqty 4
Food warmersqty 4
Thermos flasksqty 6
Water jugsqty 6
Ice packsqty 16

Registration

Name badgesqty 60
Markersqty 12
Clipboardsqty 4
Route signsqty 8
Work team cardsqty 12

Decorations

Buntingqty 6
Info postersqty 6

Cleaning

Waste binsqty 8
Washing-up tubsqty 4
Spongesqty 8
Dish brushesqty 4
Hand soap dispensersqty 4
Towel rollsqty 6

Catering

Groceries

Tips

Finish the planting plan and site layout before inviting people, so you can estimate how many volunteers, trees, berry bushes and other plants the day can support. Mark beds with wooden pegs and barrier tape before the group arrives.
Count tools against your expected attendance rather than assuming everyone can work at once. Borrow missing shovels, rakes, hoes, scoops and wheelbarrows early, and have work gloves available in several sizes.
Confirm plant delivery several days before planting day, then arrange pickup and temporary watering if the plants arrive early. Keep fruit trees, berry bushes, herbs and ground cover plants labelled so they can be placed quickly.
Buy compost and wood chip after calculating the planting areas, not by guessing from the number of plants. Prepare planting holes, compost and mulch before volunteers arrive so the group can start planting instead of waiting.
Check the forecast 48 hours before the event and again on the morning itself. Set up party tents, tables, chairs and the reception table early, and place route signs before participants begin arriving.

Frequently asked questions

How far in advance should I plan a food forest planting day?: Start the planting plan and confirm the date and location at least 4 to 6 weeks ahead. Send invitations early enough to estimate attendance, collect dietary requirements and calculate tools, plants and catering quantities.
How many tools do I need for a food forest planting day?: Plan for roughly 1 digging or planting tool per 2 to 3 participants, with extra rakes and wheelbarrows for shared work. Inventory everything at least 1 week beforehand so missing shovels, hoes, scoops and gloves can still be borrowed.
When should plants be delivered for a planting day?: Confirm the delivery 3 to 7 days before the event and verify the plant list when it arrives. If plants come early, arrange a temporary watering plan and keep them protected until planting.
What should I prepare on the morning of planting day?: Allow at least 2 hours before the start for site checks, reception setup, tents, tables, chairs, route signs and bed markers. Print the attendance list and prepare name stickers before participants begin registering.

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.