How to organise a forest planting day

A successful forest planting day starts with the site, planting plan and delivery schedule—not with volunteer invitations. Confirm where each tree and shrub will go, order native plant material early, and match the work to the number of people and tools available. In the final week, check the forecast, confirm deliveries and prepare clear instructions. On the day itself, registration, safety briefing, tool checks and marked planting locations should be ready before the first group heads into the planting area.

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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
Coordinate planting area
2 people
3
Determine required trees
2 people
4
Order trees and shrubs
5
Invite volunteers
2 people
6
Process registrations
7
Collect dietary requirements
8
Create volunteer schedule
2 people
9
Prepare planting instructions
2 people
10
Confirm plant material delivery
11
Make tool reservation
12
Make a reservation for waste containers
13
Check the weather forecast
14
Do the shopping
2 people
15
Receive plant material
3 people
16
Water plants temporarily
2 people
17
Mark planting locations
3 people
18
Check tools
2 people
19
Set up tables and chairs
4 people
20
Build party tents
4 people
21
Set up the registration table
2 people
22
Set up catering
3 people
23
Connect lighting
2 people
24
Place safety signs
2 people

Event

25
Register participants
3 people
26
Hand out the tools
3 people
27
Give welcome briefing
2 people
28
Demonstrate planting instructions
2 people
29
Plant trees and shrubs
25 people
30
Guide the plant groups
6 people
31
Bring water to planting sites
4 people
32
Handle tools safely
2 people
33
Serve coffee and tea
2 people
34
Refill drinks
2 people
35
Serve sandwiches and soup
3 people
36
Check planting results
3 people
37
Collect tools
3 people
38
Sort waste along the way
2 people

Aftercare

39
Dismantle tables and chairs
4 people
40
Take down party tents
4 people
41
Wash dishes
3 people
42
Clean the venue
5 people
43
Dispose of waste
3 people
44
Turn off lights
2 people
45
Return borrowed equipment
2 people
46
Re-moisten plants
3 people
47
Photograph plant locations

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Wooden benchesqty 4
Registration desk

Tools

Shovelsqty 20
Scoopsqty 10
Rakesqty 8
Hoesqty 8
Wheelbarrowsqty 4
Bucketsqty 12
Pitchersqty 10
Garden hosesqty 2
Pruning shearsqty 6

Safety

Work glovesqty 60
Safety vestsqty 20
First aid kit
Sunscreenqty 4

Plant material

Native treesqty 80
Native shrubsqty 120
Tree stakesqty 80
Tree strapsqty 80
Compostqty 20
Tree barkqty 10

Registration

Clipboardsqty 4
Markersqty 12
Name stickersqty 80
Registration formsqty 80

Decorations

Information boardsqty 8
Conesqty 20
Barrier tapeqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 70
Reusable cutleryqty 70
Soup ladlesqty 4

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Food warmersqty 3
Coolersqty 4
Serving plattersqty 8

Lighting

LED construction lightsqty 6
String lightsqty 4
Extension cordsqty 6

Cleaning

Waste binsqty 6
Handwashing stationsqty 2

Catering

Groceries

Tips

Confirm the planting area before ordering trees and shrubs. Mark the planting locations before volunteers arrive, so people are not deciding spacing while holding tools and plant material.
Order plant material early enough to allow for delivery problems, and arrange temporary watering as soon as the trees and shrubs arrive. Leaving bare-root or container plants unattended in dry conditions can damage them within a day.
Create a volunteer schedule with separate time slots for registration, planting, watering, catering and cleanup. Collect dietary requirements during registration rather than trying to check them at the catering table.
Reserve tools and waste containers in advance, then check every shovel, rake, hoe, wheelbarrow and hose before setup. A short tool count prevents groups from waiting with no equipment once planting starts.
Put the registration desk, safety signs, first aid kit and information boards in place before opening. Keep gloves, safety vests, sunscreen and drinking water easy to reach, and use cones to separate work areas from arrival routes.

Frequently asked questions

How far in advance should I organise a forest planting day?: Start planning at least 8 to 12 weeks ahead. That gives you time to confirm the site, order native trees and shrubs, reserve tools and waste containers, recruit volunteers and prepare the planting instructions.
How do I plan the number of trees for a planting day?: Begin with the area available and the spacing required for each species, then divide the work into clearly marked planting locations. Finalise the quantity before ordering and keep a small allowance for damaged or missing plants rather than ordering after delivery.
What should happen first on the morning of a forest planting day?: Set up registration, safety signs, tables, catering and tool stations before participants arrive. Register people, give a short safety and planting briefing, then send groups to marked areas with the correct tools and plant material.
What do I do if the weather is bad on planting day?: Check the forecast 48 hours before the event and again on the morning itself. Decide in advance whether rain, high winds or unsafe ground conditions require postponement, and communicate the decision to volunteers before they travel.

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.