Garden visit checklist: what to arrange and when

A garden visit needs more than a date and a tidy flowerbed. You need a clear programme, confirmed registrations, a plan for rain, and enough seating, refreshments and serving equipment for the number of visitors. This checklist puts the work in a practical order, from booking the garden and inviting people to setting up the reception desk. Use the participant list to guide food, name badges, tables, drinks and staff rather than estimating at the last minute.

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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

Reserve garden venue
Set the date and program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Check the weather forecast
Confirm bad-weather scenario
2 people
Check the shopping list
2 people
Do the shopping
2 people
Prepare snacks
3 people
Make name badges
2 people
Check route and parking
Collect materials
2 people
Check garden and toilets
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set the tables
3 people
Set up buffet and coffee corner
3 people
Chill drinks
2 people
Arrange snacks on platters
3 people
Prepare coffee and tea
2 people
Lay out name badges

Event

Staff the reception desk
2 people
Welcome visitors
3 people
Serve coffee and tea
3 people
Give a garden tour
2 people
Guide Seating
2 people
Refill drinks
2 people
Refill snacks
2 people
Set up the dinner buffet
4 people
Serve dinner buffet
4 people
Serve coffee and dessert
3 people
Wave goodbye to visitors
3 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the garden and grounds
3 people
Clean coolers and equipment
2 people
Process leftover food
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Party tentsqty 2
Buffet tablesqty 2
Folding chairs for supervisorsqty 4

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 60
Dessert platesqty 50
Cutlery setsqty 50
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 10
Serving tongsqty 6
Coolersqty 4
Ice packsqty 12

Decorations

Tableclothsqty 8
Name badgesqty 50
Table decorationsqty 8
Paper garlandsqty 6

Lighting

LED light stringsqty 6
Battery lanternsqty 8

Equipment

Portable microphone
Portable speaker
Extension cordsqty 3
Power stripsqty 3

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Hand broomsqty 2
Litter pickersqty 2

Catering

Groceries

Tips

Check the forecast twice: once 48 hours before the visit and again on the morning itself. Confirm who makes the final call on tents, indoor space or a changed programme.
Count cups, glasses, plates, cutlery and serving utensils against the final participant list, then add a small buffer before shopping. Missing serving spoons or coffee cups will slow down the buffet immediately.
Plan the arrival route before invitations go out. Give visitors clear parking and walking instructions, and have the reception desk, name badges and participant list ready before the first arrival.
Allow setup time for more than tables and chairs. Party tents, buffet tables, coffee equipment, chilled drinks, tablecloths and power connections all need checking before the garden opens.
Collect dietary requirements with registrations and pass the final list to whoever prepares the snacks. Label or separate suitable food before arranging platters so questions do not hold up the reception.

Frequently asked questions

How far in advance should I organise a garden visit?: Reserve the garden venue and set the date at least 8 to 12 weeks ahead. Send invitations early enough to close registrations, collect dietary requirements and order or buy the right quantities of food and equipment.
When should I check the weather for a garden visit?: Check the forecast 48 hours before the event and again on the morning of the visit. Make the bad-weather decision early enough to adjust tents, tables, route information and the programme before visitors set off.
How much food and drink do I need for a garden visit?: Base quantities on the final participant list, including supervisors and helpers. For drinks, plan roughly 2 to 3 servings per person during the first hour, then adjust for the visit length and weather; buy ice and chillers at the same time.
How long before the start should I set up a garden visit?: Allow at least 2 to 3 hours for setup, and longer if party tents, coffee machines or extension leads are involved. Finish the buffet, coffee corner, name badges and reception desk before the stated arrival time.

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.