Hedge Planting Day Checklist

A hedge planting day runs smoothly when the work is planned before the first shovel hits the ground. Start by checking the site, permissions, underground lines and the number of plants needed. Then coordinate delivery, volunteers, tools, work zones, food and shelter in that order. On the day, keep plant distribution, tool allocation, watering and safety clearly organised so people can work without waiting or searching for equipment.

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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

Inspect venue site
2 people
Determine planting plan and quantities
2 people
Check permits and approval
Order hedge plants and materials
2 people
Reserve venue
Create a volunteer list
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create volunteer schedule
2 people
Mark work areas
2 people
Check underground lines
2 people
Confirm plant delivery
Calculate catering quantities
Check the shopping list
Do the shopping
2 people
Check tools
2 people
Remind volunteers
Water the plants
2 people
Bring materials to the venue
3 people
Secure the work area
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up the plant distribution point
2 people
Distribute tools per work zone
3 people
Set up the catering table
2 people
Prepare coffee and tea
2 people
Set up the registration table
2 people
Set out safety instructions

Event

Welcome volunteers
3 people
Register participants
2 people
Explain the work schedule
2 people
Give safety instructions
2 people
Mark out planting holes
4 people
Dig planting holes
12 people
Hand out hedge plants
3 people
Plant hedge plants
20 people
Firm soil around plants
8 people
Water new plantings
6 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect used dishes
2 people
Photograph the planting result
Collect leftover materials
4 people
Collect tools
3 people

Aftercare

Separate waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the work area
4 people
Take waste to the collection point
2 people
Return materials
3 people
Clean tools
2 people
Return borrowed equipment
2 people
Check the venue site
2 people
Water new plantings again
2 people
Send thank-you message to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Waste binsqty 4
Clothes racksqty 2

Equipment

Coolersqty 4
Water jugsqty 8
Coffee machinesqty 2
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Serving plattersqty 8
Serving utensilsqty 8
Thermos flasksqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Teaspoonsqty 40

Decorations

Route arrowsqty 12
Information boardsqty 6
Name stickersqty 100
Tableclothsqty 6

Tools

Shovelsqty 15
Scoopsqty 10
Rakesqty 8
Hoesqty 8
Wheelbarrowsqty 4
Watering canqty 10
Garden hosesqty 2
Measuring tapesqty 4
Wooden stakesqty 40
Masonry stringqty 4
Rubber malletsqty 4
Work glovesqty 40
Wheelbarrow tarpsqty 2

Plant material

Hedge plantsqty 250
Tree stakesqty 40
Tie strapqty 2
Compostqty 20
Tree barkqty 15

Safety

First aid kitsqty 2
Safety vestsqty 12
Crowd control barriersqty 8

Lighting

Work lightsqty 4
String lightsqty 4

Cleaning

Bucketsqty 4
Washing-up tubsqty 3
Hand broomsqty 4
Litter pickersqty 3

Catering

Groceries

Tips

Confirm the planting plan and quantities before ordering plants. Include the length of each hedge section, spacing and a small allowance for replacements so the delivery matches the work planned.
Check permits, venue approval and underground utility lines at least several weeks before planting. Mark approved work areas clearly and keep volunteers out of zones that have not been checked.
Create volunteer work zones with one schedule, a clear distribution point and labelled tool groups. Plan roughly one tool set per work zone rather than leaving everyone to collect equipment from a single pile.
Confirm the plant delivery before volunteers arrive and bring plants, shovels, scoops, rakes, hoes, wheelbarrows and watering equipment to the site early. Keep watering cans, hoses and water jugs ready so plants do not dry out while work is underway.
Set up tents, tables, chairs, information boards, route arrows and waste bins before the briefing. Arrange coffee, drinks and catering where they will not block plant or tool movement, and remind volunteers of the start time the day before.

Frequently asked questions

How far in advance should I plan a hedge planting day?: Start site checks, permissions and the planting plan at least 4 to 6 weeks ahead. Order plants and materials only after quantities, delivery timing and the approved work area are confirmed.
How many hedge plants do I need?: Calculate the total planting length and multiply it by the required plants per metre for your chosen hedge spacing. Add about 5% for replacements, then confirm the final quantity with the supplier before ordering.
What should volunteers bring to a hedge planting day?: Tell volunteers in advance whether personal outdoor clothing, boots or gloves are needed, and provide the shared tools listed in the plan. Send the reminder at least 24 hours before the event with the meeting point and start time.
When should tools and plants arrive at the site?: Have tools, materials and plants at the venue before volunteers begin, ideally 60 to 90 minutes before the scheduled start. This gives you time to mark zones, set up distribution and resolve missing or damaged items.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.