What to Buy for a Gardening Workshop

A gardening workshop needs more than plants and compost. For each participant, plan a pot, enough potting soil for the activity, a label, and access to gloves and hand tools. You will also need practical equipment for shared workstations, plus coffee, tea, water and tableware for the break. Buy consumables at least 3–5 days ahead, and check tools and plant supplies before participants arrive.

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What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 24
Party tent
Tableclothsqty 6

Gardening equipment

Terracotta potsqty 24
Propagation traysqty 6
Potting soilqty 4
Herb plantsqty 24
Seed packetsqty 24
Plant labelsqty 30
Bamboo sticksqty 30
Garden glovesqty 24
Plant bindersqty 2
Work apronsqty 24

Tools

Hand shovelsqty 24
Plant sprayersqty 6
Pitchersqty 6
Pruning shearsqty 6
Rakesqty 6
Measuring cupsqty 6

Kitchen

Kettlesqty 2
Thermos flasksqty 3
Cutting boardsqty 2
Bread knivesqty 2

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30

Equipment

Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2

Cleaning

Waste binsqty 3
Bucketsqty 3
Spongesqty 6
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Apple juice - 4 liter
- Lemons - 6 pieces
- Herbal tea - 1 box
- Whole grain bread - 4 loaves
- Multigrain bread - 2 loaves
- Butter - 500 grams
- Hummus - 4 tubs
- Young cheese - 800 grams
- Herb cream cheese - 4 tubs
- Cucumbers - 4 pieces
- Cherry tomatoes - 1.5 kilos
- Peppers - 6 pieces
- Carrots - 1 kilo
- Grapes - 1,5 kilos
- Strawberries - 1 kilo
- Bananas - 2 bunches
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Snacks - 3 bags
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Napkins - 3 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Hand soap - 2 bottles
- Disinfecting hand gel - 2 bottles

Tips

Allow one terracotta pot and one plant label per participant, plus 10% extra for breakages or last-minute registrations. Match the pot size to the plant activity rather than buying one size for every project.
Provide one hand shovel for every 2–3 participants and enough garden gloves for everyone who will be handling soil. Add plant sprayers and measuring cups where participants will water or mix materials themselves.
Buy enough potting soil for every workstation, then keep one unopened bag in reserve. Soil is easy to underestimate when participants fill pots themselves, especially if the pots are larger than expected.
Set up one complete workstation per small group: table, tablecloth, pots, soil, plants or seed packets, labels, bamboo sticks and the shared tools. Check extension cords and the Bluetooth speaker before setup, not during registration.
For a two-hour workshop, plan at least one hot drink per participant, with extra coffee and tea for helpers. Have pitchers, glasses, plates, cutlery and serving equipment ready before the welcome briefing so the break does not interrupt the demonstration.

Frequently asked questions

How many pots do I need for a gardening workshop?: Buy one terracotta pot per participant, plus 10% extra. For 20 participants, that means 22 pots, allowing for breakage or a late registration.
How much potting soil should I buy for a plant workshop?: Calculate the volume of the pots first, then add 20% for spillage and settling. For 20 medium pots, keep at least one additional unopened bag available so the activity does not run short.
How many gardening tools are needed per participant?: You do not need a full tool set for everyone. Provide one hand shovel for every 2–3 people, while gloves should be available for all participants; add extra tools if everyone works independently.
When should I buy plants and gardening supplies?: Order pots, soil, labels and non-perishable supplies 3–5 days before the workshop. Buy or collect live herb plants as close to the event as practical, then check their condition and water them before setup.

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