How to organise a food forest planting day

A food forest planting day works best when planting decisions are made before volunteers arrive. Start with the site layout, planting numbers and delivery timing, then match people, tools and food to the work. Prepare beds, compost and mulch in advance so the group can plant instead of waiting for materials. On the day, use a simple reception point, clear route signs and a short safety briefing before sending people to their planting areas.

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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

1
Confirm date and location
2 people
2
Create planting plan and site layout
2 people
3
Estimate the number of participants
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Check the weather forecast
8
Confirm plant delivery
9
Calculate catering quantities
2 people
10
Check the shopping list
2 people
11
Inventory tools
2 people
12
Borrow missing tools
2 people
13
Mark out planting beds
3 people
14
Pre-treat the planting holes
4 people
15
Prepare compost and mulch
3 people
16
Do the shopping
2 people
17
Pick up plants
2 people
18
Water plants temporarily
2 people
19
Print attendance list
20
Prepare name stickers
2 people
21
Make route signs
2 people
22
Check the site and reception
2 people
23
Set up tables and chairs
4 people
24
Build party tents
4 people
25
Set up the reception table
2 people
26
Sort plant material by section
4 people
27
Divide tools by work team
3 people
28
Prepare coffee and tea
2 people
29
Set out lunch and snacks
3 people

Event

30
Register participants
2 people
31
Give the welcome and safety briefing
2 people
32
Assign work teams
2 people
33
Give planting instructions
2 people
34
Plant trees and shrubs
12 people
35
Plant herbs and ground cover
8 people
36
Water the plants
4 people
37
Apply mulch around plants
6 people
38
Refill drinks
2 people
39
Serve snacks
3 people
40
Guide the work result
2 people
41
Serve dinner
5 people
42
Serve coffee and tea
2 people
43
Collect waste during the event
2 people
44
Collect tools
3 people
45
Cover plants and materials
2 people

Aftercare

46
Clear tables and chairs
4 people
47
Take down party tents
4 people
48
Wash the dishes and kitchenware
3 people
49
Sort and remove waste
3 people
50
Clean the grounds
4 people
51
Remove route signs
2 people
52
Return borrowed tools
2 people
53
Care for remaining plants
2 people
54
Water new plantings
3 people
55
Repair damaged materials
2 people
56
Archive attendance list
57
Send participants' photos

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 50
Beer tablesqty 4
Tableclothsqty 8

Gardening equipment

Fruit treesqty 20
Berry bushesqty 35
Herb plantsqty 60
Ground cover plantsqty 80
Compost bagsqty 20
Wood chip bagsqty 25
Tree stakesqty 20
Tree strapsqty 20
Plant labelsqty 150
Tie wireqty 4
Work glovesqty 55
Scoopsqty 20
Shovelsqty 12
Rakesqty 8
Hoesqty 8
Wheelbarrowsqty 6
Pitchersqty 10
Water hosesqty 2
Bucketsqty 12
Measuring tapesqty 4
Wooden pegsqty 40
Barrier tapeqty 4
Garden shearsqty 6

Safety

First aid kitsqty 2
Safety gogglesqty 10
Reflective vestsqty 8

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Portable lightingqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 70
Reusable cutleryqty 70
Coffee cupsqty 60
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Pansqty 4
Food warmersqty 4
Thermos flasksqty 6
Water jugsqty 6
Ice packsqty 16

Registration

Name badgesqty 60
Markersqty 12
Clipboardsqty 4
Route signsqty 8
Work team cardsqty 12

Decorations

Buntingqty 6
Info postersqty 6

Cleaning

Waste binsqty 8
Washing-up tubsqty 4
Spongesqty 8
Dish brushesqty 4
Hand soap dispensersqty 4
Towel rollsqty 6

Catering

Groceries

Tips

Create the planting plan before inviting people. Mark each bed with wooden pegs or barrier tape and note where fruit trees, berry bushes, herbs and ground cover plants belong.
Confirm the plant delivery at least 48 hours before the event. Arrange temporary watering as soon as plants arrive, especially if planting is delayed by weather or site preparation.
Count tools against your expected attendance, not just against the number of planting beds. For a group of 20, plan enough shovels, rakes, hoes, wheelbarrows and gloves for people to work in small teams rather than queueing.
Finish planting-hole preparation, compost placement and mulch staging before the start time. Keep tree stakes, tree straps, labels and tie wire together so newly planted trees can be supported immediately.
Check the forecast two days before and again on the morning of the event. Put party tents, tables and chairs where registration, food and shelter will remain accessible even if the ground becomes wet.

Frequently asked questions

How far in advance should I plan a food forest planting day?: Start planning at least 4 to 6 weeks ahead. Confirm the date and location first, then allow time for registrations, plant delivery, tool checks, catering quantities and site preparation.
How many plants do I need for a food forest planting day?: Base the number on your finished planting plan rather than volunteer numbers. Allocate each participant to a defined area and confirm the final plant count at least 7 days before delivery, including fruit trees, berry bushes, herbs and ground cover plants.
What should I prepare the day before planting?: Complete the bed markings, planting holes, compost and mulch setup the day before. Also check the tools, print the attendance list, prepare name stickers and place route signs so registration does not delay the first planting session.
What happens if it rains on the planting day?: Make the weather decision 24 hours in advance and check conditions again that morning. Keep tents, covered tables, first aid supplies and a revised work plan ready, and postpone if the ground is too wet to work without damaging the planting beds.

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.