What to buy for a gardening workshop

A gardening workshop needs more than plants and potting soil. Plan one workable station per participant, with a pot, hand tools, labels and enough soil ready before guests arrive. This list also covers the items people often arrange too late: watering equipment, plant saucers, gloves, waste bins, table protection and coffee supplies. Use your registration numbers to adjust quantities, then check every workstation before the workshop starts.

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What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Tableclothsqty 6
Waste binsqty 3

Kitchen

Watering canqty 4
Water jugsqty 4
Serving jugsqty 2
Measuring cupsqty 6
Mixing bowlsqty 6
Work binsqty 12

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Teaspoonsqty 30
Serving spoonsqty 6

Equipment

Kettlesqty 2
Coffee maker
Coolersqty 2
Extension cordsqty 3

Gardening equipment

Hand spadesqty 24
Hand rakesqty 12
Pruning shearsqty 6
Plant sprayersqty 6
Garden glovesqty 24
Growing potsqty 30
Flower potsqty 30
Plant saucersqty 30
Plant labelsqty 60
Potting soil bagsqty 10
Floor matsqty 24
Houseplantsqty 30
Herb plantsqty 24
Herb seedsqty 12
Flower seedsqty 12
Bamboo sticksqty 60
Tie wireqty 4
Plant traysqty 6
Compost binsqty 2

Decorations

Name badgesqty 30
Information boardsqty 4

Catering

Groceries
- Coffee beans - 1 kilogram
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Milk - 4 liters
- Oat milk - 2 liter
- Spa Blauw - 24 bottles
- Sparkling water - 12 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Lemons - 6 pieces
- Cookies - 6 packs
- Oat bars - 30 pieces
- Bananas - 30 pieces
- Apples - 30 pieces
- Grapes - 3 kilograms
- Carrots - 2 kilogram
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Wholemeal bread - 6 loaves
- Multigrain bread - 4 loaves
- Young cheese - 2 kilograms
- Hummus wraps - 30 pieces
- Herb butter - 4 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Napkins - 100 pieces
- Paper towels - 6 rolls
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls

Tips

Plan one growing pot, one plant label, one pair of gloves and access to hand tools per participant. Keep at least 10% extra pots and labels available for breakages, late registrations or mistakes.
Buy enough potting soil for every planned planting container, plus one extra bag for spills and top-ups. Open the bags only when the workstations are ready so the soil stays dry and clean.
Prepare one complete workstation per participant with a pot, saucer, plant, soil and hand tools. Set these out before the first arrival instead of distributing items while the introduction is underway.
Count watering cans, plant sprayers and water jugs before shopping day. A small group can share them, but one watering can or sprayer for every 3–4 participants keeps the practical session moving.
Add tablecloths, waste bins and floor mats to the shopping check. Soil spills are much easier to manage when each work area has surface protection and a waste point within a few steps.

Frequently asked questions

How much potting soil do I need for a gardening workshop?: Estimate the volume of every pot and add at least 10% for spills and settling. For 20 participants, prepare soil for 20 containers plus enough for two additional containers.
How many plants and pots should I buy per person?: Buy one suitable plant and one growing pot per participant, then add 10% spare plants and pots. For 20 people, that means 22 plants and 22 pots if your budget and plant availability allow it.
What tools does each participant need for a gardening workshop?: Give each participant access to a hand spade, hand rake, gloves and a plant label. If tools are shared, provide at least one complete tool set for every 2–3 people and place them on the tables before the workshop begins.
When should I buy plants and gardening materials?: Buy durable materials such as pots, labels and tools at least 3–7 days beforehand. Purchase live plants as close to the workshop as practical, ideally 1–2 days before, and water them before participants arrive.

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