How to organise a plant sale from first order to final sale

A successful plant sale depends on getting the stock, people and sales setup ready in the right order. Start by deciding what you will sell and confirming prices before ordering from the nursery. Then secure the location, recruit volunteers and prepare labels, signs and payment methods while there is still time to fix mistakes. On the day, protect the plants during transport, create a clear layout and keep the checkout easy to find.

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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 assortment and prices
2 people
2
Order plants from the nursery
3
Confirm the sales location
4
Call for volunteers
5
Send invitations
2 people
6
Process registrations
7
Assign sales staff
2 people
8
Check permit requirements
9
Prepare the price list
10
Design price tags
11
Print price tags
12
Make sales signs
2 people
13
Arrange cash register and card payment equipment
14
Collect change
15
Do the shopping
2 people
16
Check plants
3 people
17
Price the plants
3 people
18
Prepare sales boxes
2 people
19
Prepare transport equipment
2 people

Event

20
Clear the site
3 people
21
Set up party tents
4 people
22
Set up tables and chairs
4 people
23
Arrange the plants
5 people
24
Hang up prize signs
2 people
25
Set up the cash register
2 people
26
Set out coffee and tea
2 people
27
Staff the sales counter
2 people
28
Advise visitors
3 people
29
Pack purchases
2 people
30
Refill plants and water
2 people
31
Refill drinks
32
Count sales proceeds
2 people
33
Record leftover plants
2 people
34
Securely close the cash register
2 people
35
Load plants and materials
4 people
36
Take down tables and tents
5 people
37
Collect waste
2 people

Aftercare

38
Leave the site clean
3 people
39
Move plants to storage
2 people
40
Clean dishes and equipment
2 people
41
Handle leftover plants
2 people
42
Return borrowed materials
2 people
43
Deposit proceeds
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 12
Folding table for cash register
Transport cartsqty 2
Plant traysqty 30
Plastic cratesqty 20

Equipment

Payment terminal
Extension cordsqty 3
Power stripsqty 2
Coffee maker
Kettle
Coolersqty 2

Tableware

Mugsqty 30
Glassesqty 30
Teaspoonsqty 30

Kitchen

Pitchersqty 4
Bucketsqty 4
Scissorsqty 4
Utility knivesqty 2
Measuring tape
Cash drawer
Cash box
Counting machine

Decorations

Sales signsqty 6
Prize card holdersqty 40
Plant labelsqty 300
Waterproof markersqty 6
Directional signsqty 6

Lighting

LED lampsqty 4
Batteriesqty 16

Catering

Herb plantsqty 60
Summer bloomersqty 80
Perennial plantsqty 50
Vegetable plantsqty 40
Houseplantsqty 30
Plant traysqty 20
Groceries

Tips

Order plants only after the assortment, quantities and prices are agreed. Check every delivery as soon as it arrives, because missing or damaged plants are much harder to replace on the morning of the sale.
Set a firm deadline for volunteer responses, ideally 7 to 10 days before the sale. Assign people to setup, plant sales, checkout and packing so the cash desk is never left unattended.
Prepare the price list, plant labels and signs at least 3 days in advance. Use waterproof markers and make prices visible from the customer side of each table rather than relying on staff to explain them.
Test the payment terminal, cash drawer and extension cords before opening. Keep enough change for the first customers and place the cash register on a separate folding table where the queue cannot block the plants.
Plan the site layout before bringing in the stock: leave clear walking routes, group plants by type or price and keep transport carts and plastic crates nearby. If the sale runs into the evening, check the LED lamps before customers arrive.

Frequently asked questions

How far in advance should I organise a plant sale?: Start at least 4 to 6 weeks before the sale. Use the first week to confirm the location, assortment and prices, then allow time for the nursery order, volunteer planning, signs and payment setup.
How many volunteers do I need for a plant sale?: For a small sale, plan on at least 4 people at busy times: 2 for sales, 1 for checkout and 1 for restocking or customer questions. Add one or two setup volunteers if you need tents, tables and plants moved on the day.
When should I order the plants for a plant sale?: Place the nursery order as soon as the assortment and prices are confirmed, usually 2 to 4 weeks before the sale. Confirm the delivery date and inspect the plants immediately so replacements can be requested before the event.
How do I set up a plant sale stall?: Allow 2 to 3 hours for clearing the site, setting up tents and tables, arranging plants, installing signs and testing the checkout. Keep the cash desk near the exit, leave clear routes between tables and put plant labels where they can be read without handling the plants.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.