Hedge Planting Day checklist: plan the work in the right order

A Hedge Planting Day runs smoothly when the site, plants, tools and volunteer teams are ready before people arrive. Start by measuring the planting area and ordering the hedge plants, then work backwards from delivery and planting day. The checklist covers registrations, schedules, weather checks, safety, workstations and refreshments. Pay particular attention to plant storage, tool distribution and clear planting lines: delays in these areas affect every team on site.

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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 planting location
2 people
Measure soil and planting distance
2 people
Order hedge plants
Reserve venue
Invite volunteers
2 people
Process registrations
Collect dietary requirements
Create volunteer schedule
2 people
Check the weather forecast
Mark out planting beds
3 people
Pre-treat the planting holes
4 people
Check tools
2 people
Do the shopping
2 people
Receive hedge plants
3 people
Store plants frost-free
2 people
Remind volunteers
Prepare coffee and tea
2 people
Prepare bread meal
4 people
Set up tables and chairs
4 people
Build party tents
6 people
Set up workstations
3 people
Place safety signs
2 people
Distribute tools per team
3 people

Event

Staff the registration desk
2 people
Register volunteers
2 people
Give welcome instructions
2 people
Give safety instructions
2 people
Hand out plants
4 people
Plant hedge plants
30 people
Water the plants
6 people
Check plant work
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve bread meal
4 people
Collect tableware
2 people
Volunteer wrap-up
2 people

Aftercare

Gather tools
4 people
Sort and dispose of waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Take down tents and furniture
6 people
Return borrowed equipment
2 people
Check new plantings
2 people
Water new plantings
3 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Beer tablesqty 6

Tools

Shovelsqty 20
Scoopsqty 10
Rakesqty 8
Wheelbarrowsqty 6
Pruning shearsqty 6
Rubber malletsqty 6
Measuring tapesqty 4
Plant linesqty 6
Bucketsqty 20
Pitchersqty 12
Water hosesqty 2
Wooden plant stakesqty 300
Tie strapqty 4

Catering

Hedge plantsqty 250
Compostqty 20
Wood chipsqty 10
Groceries

Safety

Work glovesqty 60
Safety gogglesqty 20
First aid kitsqty 2
Safety vestsqty 10
Barrier tapeqty 4

Tableware

Reusable cupsqty 80
Platesqty 70
Cutlery setsqty 70
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Soup thermos flasksqty 4
Coolersqty 6

Equipment

Battery lampsqty 8
Extension cordsqty 4

Cleaning

Waste binsqty 6
Washing-up tubsqty 3

Tips

Confirm the planting location and measure both the soil conditions and planting distance before ordering hedge plants. Mark the beds and treat the planting holes before volunteers arrive.
Order the hedge plants early enough to allow for delivery, then keep them frost-free and protected from drying out if they arrive before planting day. Do not leave delivery and storage arrangements until the final week.
Set a volunteer registration deadline and create team schedules at least 3 days before the event. Collect dietary requirements during registration so the bread meal and drinks can be prepared for the actual headcount.
Check the forecast 48 hours before the event and again on the morning itself. Build party tents, prepare coffee and tea, and set up tables, chairs and workstations before the first planting team is sent out.
Give each team its tools, work gloves, safety equipment and planting materials at a marked workstation. Keep first aid kits visible, use safety signs and barrier tape, and leave a clear route for wheelbarrows and water hoses.

Frequently asked questions

How far in advance should I organise a Hedge Planting Day?: Begin planning at least 6 to 8 weeks ahead. Use the first weeks to confirm the site, measure planting distances, order hedge plants and invite volunteers; finish schedules, food quantities and equipment checks during the final 7 days.
When should hedge plants be delivered before planting day?: Arrange delivery as close to planting day as practical, ideally within 1 to 3 days. If the plants arrive earlier, prepare a frost-free storage area and protect the roots from drying out until planting starts.
How many volunteers do I need for a Hedge Planting Day?: Base the number on the measured hedge length, planting distance and available tools rather than choosing a fixed headcount. Finalise registrations 3 to 5 days beforehand, then divide volunteers into teams with a named coordinator for each workstation.
What should I do if the weather forecast is bad?: Check the forecast 48 hours before the event and make the decision no later than the previous afternoon. Confirm whether the site remains safe, secure tents and walkways, and contact volunteers promptly if planting or access must be postponed.

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