How to organise a plant sale

A successful plant sale depends on getting the order right: choose the range first, confirm the sales space, then arrange stock, volunteers, prices and payment. Most problems happen when plants arrive before there is a clear layout, labels are applied too late or nobody is assigned to water and count stock. Plan the sales tables, care station and packing area before collection day. This approach keeps setup quick and makes it easier for customers to choose, pay and carry their plants home.

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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
Determine the plant selection
2 people
2
Reserve the sales booth
3
Place plant order
2 people
4
Recruit volunteers
2 people
5
Send invitations
2 people
6
Process registrations
7
Distribute promotional poster
2 people
8
Set pricing strategy
2 people
9
Prepare price labels
2 people
10
Arrange payment options
2 people
11
Order cash
12
Make sales forms
13
Do the shopping
2 people
14
Pick up plants
2 people
15
Check plants
3 people
16
Water the plants
2 people
17
Count stock by type
2 people
18
Apply price labels
3 people
19
Set up the register and change
2 people
20
Set up sales tables
4 people
21
Set up party tent
4 people
22
Cover tables with tablecloths
3 people
23
Display plants by type
4 people
24
Set up the plant care table
2 people
25
Set up the packing table
2 people
26
Set up the payment point
2 people
27
Chill drinks
2 people
28
Prepare coffee and tea
2 people
29
Put up info boards
2 people
30
Clean the sales area
2 people
31
Brief volunteers
2 people

Event

32
Open the cash register
2 people
33
Welcome visitors
2 people
34
Present the plants
3 people
35
Pack plants
3 people
36
Process payments
2 people
37
Restock supplies
2 people
38
Water the plants
39
Serve coffee and tea
2 people
40
Refill drinks
41
Empty trash bins
42
Close sales
2 people

Aftercare

43
Count unsold plants
3 people
44
Count cash
2 people
45
Complete sales administration
2 people
46
Pack unsold plants
3 people
47
Dismantle tables and tablecloths
4 people
48
Take down the party tent
4 people
49
Wash dishes
2 people
50
Clean the sales area
3 people
51
Collect waste
2 people
52
Return materials
2 people
53
Return plants
2 people
54
Deposit payments
55
Send thank-you message

What to bring

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

Furniture

Party tent
Tablesqty 8
Chairsqty 12
Tableclothsqty 8
Collapsible cratesqty 20
Plant tablesqty 4

Gardening equipment

Houseplantsqty 60
Outdoor plantsqty 80
Herb plantsqty 40
Flower bulbsqty 30
Plant potsqty 40
Plant traysqty 30
Potting soil bagsqty 10
Watering canqty 2
Plant scissorsqty 2
Work glovesqty 6
Plant transport boxesqty 40

Sales materials

Price tagsqty 250
Adhesive labelsqty 300
Paper carrier bagsqty 150
Wrapping paperqty 3
Rope rollsqty 2
Info boardsqty 6
Markersqty 12
Rolls of tapeqty 4
Scissorsqty 4

Equipment

Payment terminal
Phone chargerqty 2
Extension cordsqty 3
Power stripsqty 3
Calculatorsqty 2
Cash register
Cash box

Tableware

Coffee cupsqty 80
Glassesqty 80
Teaspoonsqty 40
Serving traysqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Bucketsqty 3
Cleaning clothsqty 12
Litter pickersqty 2

Catering

Groceries

Tips

Choose the plant selection and pricing strategy before placing the order. Group houseplants, outdoor plants, herbs and bulbs into clear categories, and prepare price labels before the plants arrive.
Set volunteer shifts around the busiest work. Have separate people for setup, checkout, plant advice and packing, with at least one person responsible for stock counts and watering throughout the sale.
Check every plant when it is collected, then water only as needed and remove damaged specimens before display. A short inspection on arrival prevents customers finding wilted or broken plants at the tables.
Create a simple layout before bringing out the stock: sales tables by plant type, a visible plant-care table, and a separate packing table. Keep the register, change and payment terminal together rather than moving them during the sale.
Test the payment terminal, charger, extension cords and power strips before opening. Prepare cash and sales forms in advance, and keep bags, wrapping paper, rope and scissors at the packing table so checkout does not become a bottleneck.

Frequently asked questions

How early should I order plants for a plant sale?: Place the plant order early enough to confirm the selection and delivery or collection arrangements before invitations go out. Aim to have the final order confirmed at least 2–3 weeks before the sale, then check the plants as soon as they arrive.
How many volunteers do I need for a plant sale?: For a small plant sale, plan on at least 4 volunteers during opening hours: one at checkout, one helping customers, one packing purchases and one managing stock and plant care. Add extra people for setup and collection rather than asking the checkout volunteer to do both jobs.
When should I put price labels on the plants?: Prepare the labels before collection day and apply them after the plants have been checked and counted. Allow at least 1–2 hours for labelling, depending on the number of plant types, and keep spare labels and markers at the sales tables.
How do I keep plants healthy during a plant sale?: Inspect and water the plants when they are picked up, then check them again during setup and at least once during the sale. Keep them out of harsh weather where possible, avoid leaving trays standing in water and assign one named volunteer to monitor plant condition.

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.