Forest planting day checklist

A forest planting day needs more than trees and volunteers. You need the planting area, species, delivery, tools, safety equipment and work schedule ready in the right order. This checklist takes you from confirming the site and ordering native trees and shrubs to registering participants, marking planting spots and setting up shelter, catering and signs. Use it to catch the details that are often left until the morning itself, such as temporary watering, tool checks and dietary requirements.

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
Coordinate planting area
2 people
Determine required trees
2 people
Order trees and shrubs
Invite volunteers
2 people
Process registrations
Collect dietary requirements
Create volunteer schedule
2 people
Prepare planting instructions
2 people
Confirm plant material delivery
Make tool reservation
Make a reservation for waste containers
Check the weather forecast
Do the shopping
2 people
Receive plant material
3 people
Water plants temporarily
2 people
Mark planting locations
3 people
Check tools
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration table
2 people
Set up catering
3 people
Connect lighting
2 people
Place safety signs
2 people

Event

Register participants
3 people
Hand out the tools
3 people
Give welcome briefing
2 people
Demonstrate planting instructions
2 people
Plant trees and shrubs
25 people
Guide the plant groups
6 people
Bring water to planting sites
4 people
Handle tools safely
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve sandwiches and soup
3 people
Check planting results
3 people
Collect tools
3 people
Sort waste along the way
2 people

Aftercare

Dismantle tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
5 people
Dispose of waste
3 people
Turn off lights
2 people
Return borrowed equipment
2 people
Re-moisten plants
3 people
Photograph plant locations

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Wooden benchesqty 4
Registration desk

Tools

Shovelsqty 20
Scoopsqty 10
Rakesqty 8
Hoesqty 8
Wheelbarrowsqty 4
Bucketsqty 12
Pitchersqty 10
Garden hosesqty 2
Pruning shearsqty 6

Safety

Work glovesqty 60
Safety vestsqty 20
First aid kit
Sunscreenqty 4

Plant material

Native treesqty 80
Native shrubsqty 120
Tree stakesqty 80
Tree strapsqty 80
Compostqty 20
Tree barkqty 10

Registration

Clipboardsqty 4
Markersqty 12
Name stickersqty 80
Registration formsqty 80

Decorations

Information boardsqty 8
Conesqty 20
Barrier tapeqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 70
Reusable cutleryqty 70
Soup ladlesqty 4

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Food warmersqty 3
Coolersqty 4
Serving plattersqty 8

Lighting

LED construction lightsqty 6
String lightsqty 4
Extension cordsqty 6

Cleaning

Waste binsqty 6
Handwashing stationsqty 2

Catering

Groceries

Tips

Confirm the planting area before ordering trees. Check how many planting locations are available, where access is possible for delivery, and whether hoses or buckets can reach the plants before they are planted.
Order plant material early enough to allow for delivery problems. Count native trees, shrubs, stakes, straps, compost and bark together, then arrange temporary watering space for any plants that arrive before planting day.
Give every volunteer a clear time and job. A practical schedule should cover registration, tool collection, planting instruction, planting teams, water runs and end-of-day tool and waste collection.
Check tools and safety supplies the day before, not during setup. Count shovels, scoops, rakes, hoes, wheelbarrows and gloves, and place the first aid kit, sunscreen, safety vests and cones where volunteers can find them.
Complete the site setup before participants arrive. Put up the registration desk, forms and name stickers, mark planting locations, position information boards and safety signs, and finish tents, tables, chairs and catering before registration opens.

Frequently asked questions

How far in advance should I plan a forest planting day?: Start planning at least 6 to 8 weeks ahead. Confirm the date and location first, then allow time to coordinate the planting area, order trees and shrubs, invite volunteers, reserve tools and arrange plant delivery.
How many trees do I need for a forest planting day?: The number depends on the marked planting area and the spacing required for each species. Count the planting locations after the site is coordinated, then order the matching number of native trees and shrubs plus stakes and straps for every tree that needs support.
What should volunteers bring to a forest planting day?: Tell volunteers what to bring at least 7 days before the event, especially suitable outdoor clothing and sturdy footwear. Provide shared equipment such as shovels, rakes, hoes, wheelbarrows, buckets, work gloves and safety vests on site.
When should I check the weather for a forest planting day?: Check the forecast 48 hours before the event and again on the morning itself. Use the result to confirm tents, lighting, water access, clothing guidance and whether the planting area is safe to work in.

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.