How to organise a hedge planting day

A hedge planting day runs smoothly when the site, plants and volunteer teams are planned in the right order. Start by measuring the planting area and spacing, then book the venue, order the plants and open registrations. In the final week, check the weather, mark the beds and prepare tools, food and safety equipment. On the day itself, keep registration, team briefings and workstations moving so planting starts on time.

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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
Set the planting location
2 people
2
Measure soil and planting distance
2 people
3
Order hedge plants
4
Reserve venue
5
Invite volunteers
2 people
6
Process registrations
7
Collect dietary requirements
8
Create volunteer schedule
2 people
9
Check the weather forecast
10
Mark out planting beds
3 people
11
Pre-treat the planting holes
4 people
12
Check tools
2 people
13
Do the shopping
2 people
14
Receive hedge plants
3 people
15
Store plants frost-free
2 people
16
Remind volunteers
17
Prepare coffee and tea
2 people
18
Prepare bread meal
4 people
19
Set up tables and chairs
4 people
20
Build party tents
6 people
21
Set up workstations
3 people
22
Place safety signs
2 people
23
Distribute tools per team
3 people

Event

24
Staff the registration desk
2 people
25
Register volunteers
2 people
26
Give welcome instructions
2 people
27
Give safety instructions
2 people
28
Hand out plants
4 people
29
Plant hedge plants
30 people
30
Water the plants
6 people
31
Check plant work
3 people
32
Refill drinks
2 people
33
Serve coffee and tea
2 people
34
Serve bread meal
4 people
35
Collect tableware
2 people
36
Volunteer wrap-up
2 people

Aftercare

37
Gather tools
4 people
38
Sort and dispose of waste
3 people
39
Wash dishes
3 people
40
Clean the venue
4 people
41
Take down tents and furniture
6 people
42
Return borrowed equipment
2 people
43
Check new plantings
2 people
44
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

Measure the soil and planting distance before ordering hedge plants. Use the measurements to calculate the number of plants, planting lines and compost needed, then allow enough time for delivery before volunteers arrive.
Plan volunteers in teams with a clear start time and task. Create the schedule before the final reminder, and keep one person at registration to record arrivals and direct people to their workstation.
Prepare the ground before planting day rather than waiting for the volunteers. Mark the planting beds and pre-treat the holes so teams can begin planting as soon as tools are distributed.
Arrange plant storage as soon as the hedge plants arrive. Keep them frost-free and protected until planting, because a late delivery or unsuitable overnight storage can delay the entire day.
Set up safety and refreshments before the work begins. Place signs and barrier tape, distribute gloves and other protective equipment, then prepare coffee, tea and the bread meal so the break does not interrupt planting.

Frequently asked questions

How far in advance should I organise a hedge planting day?: Start planning at least 4 to 6 weeks ahead. That gives you time to confirm the planting site, reserve the venue, order hedge plants, invite volunteers and build a workable schedule.
How many hedge plants do I need?: Measure the total planting length and divide it by the planned planting distance. Order the resulting quantity only after checking the supplier’s spacing guidance, and allow extra time for delivery before the event.
What should I do with hedge plants before planting day?: Receive them early enough to inspect and store them frost-free until planting. Avoid leaving plants exposed overnight; check their condition and keep them protected until the teams are ready to plant.
When should I check the weather for a hedge planting day?: Check the forecast about 7 days before the event and again 24 hours beforehand. Use the final check to confirm whether tents, clothing guidance, ground preparation or the volunteer reminder needs adjusting.

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