How to organise a planting day without last-minute problems

A planting day runs smoothly when the ground, plants, people and tools are planned in that order. Start by confirming the date and location, checking the planting beds and arranging permission for any groundworks. Then match the plant list to the beds, schedule deliveries and assign volunteers to specific jobs. Leave the final few days for weather checks, shopping, watering plants temporarily and preparing the work area, rather than making major decisions.

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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 people
2
Inventory planting beds
2 people
3
Create planting plan
2 people
4
Compile plant list
2 people
5
Arrange permission for groundworks
6
Reserve work materials
7
Estimate food and drink needs
2 people
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Assign volunteers
2 people
12
Order plant delivery
13
Order soil and compost
14
Request waste collection
15
Check the weather forecast
16
Print participant list
17
Collect materials
2 people
18
Check plants
2 people
19
Water plants temporarily
2 people
20
Do the shopping
2 people
21
Fill coolers
2 people
22
Prepare coffee and tea
2 people
23
Prepare vegetables and bread
3 people
24
Set up worktables
2 people
25
Mark planting beds
2 people
26
Lay out tools
2 people
27
Prepare safety equipment
28
Set up the info point
2 people
29
Place signs and direction arrows
2 people

Event

30
Staff the reception desk
2 people
31
Register participants
2 people
32
Hand out work gloves
2 people
33
Give safety instructions
2 people
34
Explain planting beds
3 people
35
Remove weeds
8 people
36
Loosen the soil
8 people
37
Distribute compost
5 people
38
Distribute plants
3 people
39
Mark out planting holes
4 people
40
Plant in the ground
12 people
41
Pack down plants
6 people
42
Water new plantings
4 people
43
Refill drinks
2 people
44
Serve coffee and tea
2 people
45
Set out snacks
2 people
46
Serve snacks
2 people
47
Light the barbecue
2 people
48
Prepare barbecue dishes
4 people
49
Serve barbecue
4 people
50
Serve vegetarian options
2 people
51
Separate waste
2 people
52
Collect tools
3 people
53
Water the last plants
3 people
54
Handle thank-you moment
2 people
55
Cover leftovers securely
2 people

Aftercare

56
Clear tables
3 people
57
Wash dishes
3 people
58
Safely extinguish barbecue
2 people
59
Collect waste
3 people
60
Clean the venue
4 people
61
Dismantle furniture
4 people
62
Remove signs and arrows
2 people
63
Clean tools
3 people
64
Return borrowed equipment
2 people
65
Care for remaining plants
2 people
66
Take waste to the collection point
2 people
67
Check the planting beds
2 people
68
Water the new plantings again
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
High tablesqty 4
Workbenchesqty 4
Tableclothsqty 8

Gardening equipment

Shovelsqty 12
Scoopsqty 10
Rakesqty 8
Hoesqty 6
Hand shovelsqty 12
Hand rakesqty 8
Pruning shearsqty 6
Wheelbarrowsqty 4
Bucketsqty 12
Watering canqty 6
Garden hosesqty 2
Spray nozzlesqty 2
Plant labelsqty 80
Plant stakesqty 40
Binding twineqty 3
Weed matsqty 4
Garden waste bagsqty 30
Potting soilqty 20
Compostqty 15
Tree barkqty 10
Perennial plantsqty 80
Shrubsqty 20
Herb plantsqty 30

Safety

Work glovesqty 40
Safety gogglesqty 12
Reflective vestsqty 8
First aid kit
Bandagesqty 2
Hand sanitizerqty 4

Equipment

Cordless drill driversqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Welcome signsqty 2
Route arrowsqty 8
Info boardsqty 4
Chalkboardsqty 3

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 8
Coffee cupsqty 40

Kitchen

Barbecueqty 2
Barbecue tongsqty 4
Cutting boardsqty 4
Knivesqty 6
Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2

Cleaning

Waste binsqty 6
Waste sorting bagsqty 30
Cleaning spongesqty 6
Washing-up tubsqty 3

Catering

Groceries

Tips

Check the planting beds before ordering plants or compost. Measure the available space, note any access problems and turn the findings into a planting plan before volunteers are invited.
Arrange permission for groundworks early, especially if digging, deliveries or waste collection involve land managed by someone else. Confirm access details at least two weeks before the planting day.
Assign volunteers by task, not just by arrival time. A practical split is one person marking beds, several people digging and planting, and one person coordinating tools, water and plant labels.
Order plants, soil and compost with enough time to inspect the delivery. Check every plant on arrival and keep them watered temporarily if planting cannot start the same day.
Plan the working area as carefully as the beds. Set up tables and shelter, prepare coffee, tea and food, fill the coolers, and place gloves, tools, water and waste bags where people can reach them without crossing active planting areas.

Frequently asked questions

How far in advance should I organise a planting day?: Start planning at least four weeks ahead. Use the first two weeks for the location, permissions, planting plan, volunteer invitations and orders, then keep the final week for registrations, materials and weather checks.
How many volunteers do I need for a planting day?: The number depends on the area and number of plants, but assign people to distinct roles before the day begins. For a small site, plan at least one coordinator, one person handling plants and water, and separate groups for marking, digging and planting.
When should plants, soil and compost be delivered?: Arrange delivery several days before the planting day where possible, so you can check the plants and resolve missing or damaged items. If delivery is on the same day, schedule it before volunteers arrive and prepare temporary watering in case of delays.
What should I do if the weather forecast is bad?: Check the forecast about five days before the event and again the day before. Decide in advance whether light rain is workable, where party tents can be placed, and when you will notify registered participants about a postponement.

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.