How to organise a garden visit

A garden visit works best when the programme, guest numbers and practical arrangements are fixed early. Start by booking the garden and setting the date, then manage registrations, dietary requirements and travel information before buying supplies. The main risks are changing weather, unclear arrival arrangements and a coffee or buffet area that takes too long to set up. Use the final week to confirm the forecast, shopping list, access, parking and the bad-weather plan.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve garden venue
2
Set the date and program
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Check the weather forecast
8
Confirm bad-weather scenario
2 people
9
Check the shopping list
2 people
10
Do the shopping
2 people
11
Prepare snacks
3 people
12
Make name badges
2 people
13
Check route and parking
14
Collect materials
2 people
15
Check garden and toilets
2 people
16
Set up tables and chairs
4 people
17
Build party tents
4 people
18
Set the tables
3 people
19
Set up buffet and coffee corner
3 people
20
Chill drinks
2 people
21
Arrange snacks on platters
3 people
22
Prepare coffee and tea
2 people
23
Lay out name badges

Event

24
Staff the reception desk
2 people
25
Welcome visitors
3 people
26
Serve coffee and tea
3 people
27
Give a garden tour
2 people
28
Guide Seating
2 people
29
Refill drinks
2 people
30
Refill snacks
2 people
31
Set up the dinner buffet
4 people
32
Serve dinner buffet
4 people
33
Serve coffee and dessert
3 people
34
Wave goodbye to visitors
3 people

Aftercare

35
Collect waste
3 people
36
Wash dishes
3 people
37
Clear tables and chairs
4 people
38
Take down party tents
4 people
39
Clean the garden and grounds
3 people
40
Clean coolers and equipment
2 people
41
Process leftover food
2 people
42
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Party tentsqty 2
Buffet tablesqty 2
Folding chairs for supervisorsqty 4

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 60
Dessert platesqty 50
Cutlery setsqty 50
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 10
Serving tongsqty 6
Coolersqty 4
Ice packsqty 12

Decorations

Tableclothsqty 8
Name badgesqty 50
Table decorationsqty 8
Paper garlandsqty 6

Lighting

LED light stringsqty 6
Battery lanternsqty 8

Equipment

Portable microphone
Portable speaker
Extension cordsqty 3
Power stripsqty 3

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Hand broomsqty 2
Litter pickersqty 2

Catering

Groceries

Tips

Set the date and programme before sending invitations. Close registrations at least 7 days before the visit so you can update the participant list, collect dietary requirements and make enough name badges.
Decide on the weather backup no later than 3 days before the event. Check whether party tents, indoor space or a shortened programme will cover rain, wind and wet seating.
Check arrival details with the guest list during the final week. Send route and parking information at least 2 days in advance, and have someone staff the reception desk when visitors arrive.
Shop only after registrations and dietary requirements are processed. For a group of 30, prepare serving platters, plates, cutlery, glasses and coffee equipment for at least 30 people, plus a small spare supply.
Set up the garden in a fixed order on the day: tables and chairs first, then party tents, buffet and coffee corner, chilled drinks, snacks and name badges. Finish the welcome area at least 30 minutes before the first arrival.

Frequently asked questions

How far in advance should I organise a garden visit?: Book the garden and set the date at least 6 to 8 weeks ahead. Send invitations soon after, then close registrations about 7 days before the visit so catering and seating can be confirmed.
What should I do if it rains during a garden visit?: Confirm a bad-weather scenario at least 3 days before the event. Decide whether guests will use party tents, move indoors or follow a shorter programme, and check that tables, seating and power remain practical.
How much time do I need to set up a garden visit?: Allow at least 2 hours for the physical setup, including tables, chairs, tents, buffet, coffee corner and decorations. Aim to have reception ready 30 minutes before the first guest arrives.
When should I check the weather forecast for a garden visit?: Check it 7 days before the visit for an early warning, then again 3 days and 24 hours before the start. The final check should determine drinks storage, seating and whether the backup plan is needed.

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.