Gardening workshop checklist: what to arrange and when

A gardening workshop needs more than seeds and a few tables. You have to manage registrations, dietary requirements, volunteer shifts, tools, work materials and a weather backup before participants arrive. Use this checklist to work from the first booking through the safety briefing. It also helps you catch details that are easy to leave until the last minute, such as filling seed trays, preparing sample plants and setting out materials for each table.

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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 venue and workspace
Send invitations
Process registrations
Collect dietary requirements
Send participant confirmations
Schedule volunteers
Do the shopping
2 people
Check garden tools
2 people
Fill seed trays
2 people
Distribute work materials per table
2 people
Prepare sample plants
Make name badges
Print participant list
Check the weather forecast
Prepare indoor space
2 people
Set up tables and chairs
3 people
Cover work tables
2 people
Lay out tools
2 people
Chill drinks
Set up the coffee and tea station
Set up the reception table
Set out safety instructions

Event

Receive participants
2 people
Hand out name badges
Give the safety briefing
Demonstrate planting task
Guide children while planting
4 people
Restock work tables as needed
2 people
Serve drinks and snacks
2 people
Refill drinks
Explain plant care
Hand out planted pots
2 people
Answer final questions
2 people

Aftercare

Gather tools
2 people
Clear tables and chairs
3 people
Wash dishes and utensils
2 people
Clean work area
2 people
Collect and take away waste
Pack up leftover items
2 people
Return borrowed materials

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 30
Reception desk
Waste binsqty 3

Garden tools

Hand spadesqty 12
Hand rakesqty 12
Watering canqty 4
Plant sprayersqty 6
Work glovesqty 30
Wheelbarrow
Measuring cupsqty 6
Scoops for potting soilqty 12

Plant material

Seed traysqty 30
Plant potsqty 30
Plant saucersqty 30
Seed traysqty 6
Sample plantsqty 6
Reusable plant labelsqty 40

Protection

Table coversqty 6
Worktable runnersqty 6
Children's apronsqty 30
Rain ponchosqty 30

Tableware

Reusable cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Napkin holderqty 2

Kitchen

Thermos flasksqty 3
Water jugsqty 3
Scissorsqty 6
Measuring spoonsqty 6

Equipment

Kettleqty 2
Extension cordsqty 2
Power stripsqty 2

Communication

Name badge holder
Instruction signqty 2

Catering

Groceries

Tips

Book the venue and workspace first, then send invitations with a clear registration deadline. Allow at least one week to process registrations, collect dietary requirements and send participant confirmations.
Check every hand spade, hand rake, watering can, plant sprayer and pair of work gloves several days before the workshop. Count tools by table rather than assuming one shared pile will be enough.
Prepare seed trays, pots, saucers and sample plants at least one day ahead. Fill trays and add reusable plant labels before participants arrive so the practical session can start without a queue for materials.
Set up tables with covers, runners and chairs before laying out tools and work materials. Keep waste bins, safety instructions and any children's aprons or rain ponchos visible and easy to reach.
Check the weather forecast the day before and again on the morning of the workshop. If outdoor work may be disrupted, prepare the indoor space, moveable tables and a clear arrival area before volunteers begin receiving participants.

Frequently asked questions

How far in advance should I plan a gardening workshop?: Start booking the venue and organising volunteers at least 3 to 4 weeks ahead. Send invitations early enough to leave 7 days for registrations, dietary requirements and participant confirmations.
How many gardening tools do I need per participant?: Plan one hand tool for each participant where possible, especially for hand spades, rakes and scoops. For shared items such as wheelbarrows and watering cans, assign one per table and prepare the layout before the workshop starts.
What should I prepare the day before a gardening workshop?: Fill the seed trays, prepare sample plants, label pots, check tools and distribute materials by table. You can also set up the reception table, print the participant list and chill drinks the day before.
When should I check the weather for an outdoor gardening workshop?: Check it 24 hours before the session and again on the morning itself. Have the indoor space, rain ponchos and a revised table layout ready before participants arrive if rain is likely.

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