Gardening workshop checklist

A gardening workshop needs more preparation than simply putting plants and tools on tables. Set the date, confirm the workspace and leader, then work through registrations, materials and table setup in that order. On the day, allow time for portioning seeds and plants, preparing potting soil, arranging safe aisles and setting out refreshments. This checklist helps you avoid the details that are often left until participants are already arriving.

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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

Set the date and program
2 people
Reserve venue and workspace
Assign workshop leader
Send invitations
2 people
Process registrations
Collect dietary requirements
Check participant list
Reserve work tables and chairs
Purchase garden supplies
2 people
Do the shopping
2 people
Check seeds and plants
Make worktops and name badges
2 people
Portion plants and seeds
2 people
Set out potting soil and compost
2 people
Wipe down and arrange tables
2 people
Set up chairs and aisles
2 people
Distribute work materials per table
3 people
Prepare coffee and tea
2 people
Set up the reception table

Event

Receive participants
3 people
Hand out name badges
Explain the workshop
Demonstrate safe tool use
Supervise sowing and planting
3 people
Assist participants individually
3 people
Serve coffee and tea
2 people
Refill drinks
Label the projects
2 people
Clear work tables
3 people
Serve snacks
2 people
Serve dinner
3 people
Give away plants
2 people

Aftercare

Collect tableware
2 people
Clean tools
2 people
Clear away potting soil and waste
2 people
Wipe down tables and chairs
2 people
Sweep and clean the space
2 people
Sort and take out waste
Return borrowed materials
2 people
Send thank-you message to participants

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Tableclothqty 8
Parasolqty 2

Gardening equipment

Hand shovelsqty 12
Garden rakesqty 6
Plant sprayersqty 6
Pitchersqty 6
Pruning shearsqty 6
Work binsqty 12
Growing potsqty 48
Plant saucersqty 48
Watering traysqty 6
Work glovesqty 24
Garden trowelsqty 12
Knee padsqty 12
Wheelbarrow
Bucketsqty 6
Tool binsqty 4

Tableware

Coffee cupsqty 30
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2

Equipment

Extension cordsqty 3
Power stripsqty 3

Decorations

Name badgesqty 30
Table runnersqty 6
Information boardqty 2

Cleaning

Hand broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Cleaning bucketsqty 2

Catering

Groceries

Tips

Confirm the workspace before sending invitations. Check that there is enough room for work tables, chairs and clear aisles, and decide whether a parasol is needed for outdoor work.
Close registrations early enough to buy the right amount of growing pots, plant saucers, soil, compost, seeds and plants. Use the final participant list to divide materials between tables rather than estimating on the morning.
Prepare each workstation before participants arrive: wipe the table, place the tools and work bins, portion the plants and seeds, and set out gloves and knee pads where needed.
Keep sharp tools such as pruning shears under the workshop leader’s control until safe use has been demonstrated. Store spare tools in tool bins and keep buckets, watering trays and the wheelbarrow out of walking routes.
Prepare coffee and tea before reception starts, using the coffee maker, kettle and thermos flasks. Put cups, glasses, plates and cutlery at the reception table so refreshments do not interrupt the planting demonstration.

Frequently asked questions

How far in advance should I plan a gardening workshop?: Start at least 4 weeks before the workshop. Reserve the venue and workspace first, then allow time for invitations, registrations, shopping and checking the final participant list.
How many work tables do I need for a gardening workshop?: Plan the number of tables around the working groups, not just the headcount. A practical arrangement is 4 to 6 participants per table, with enough room for pots, soil, tools and clear aisles.
When should I prepare the plants, seeds and potting soil?: Portion plants and seeds and set out soil and compost on the same day, preferably 60 to 90 minutes before participants arrive. This keeps the materials clean while leaving time to correct missing supplies.
What should be ready before participants arrive?: Have the tables, chairs, name badges, work materials, refreshments and reception table ready at least 30 minutes beforehand. The workshop leader should also have demonstrated safe tool use before anyone starts sowing or planting.

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