How to organise a Tiny Forest Planting Day
A Tiny Forest Planting Day works best when the site, planting plan and volunteer roles are settled before invitations go out. Start by confirming the location, date and permissions, then reserve materials and map the planting beds. In the final week, check registrations, dietary requirements, weather and tool quantities. On the day, guide people through registration, safety instructions and a short planting demonstration before teams move to clearly marked sections.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Confirm location and date
- 2
Check required permissions
- 3
Make material reservations
- 4
Send invitations
2 people
- 5
Process registrations
- 6
Collect dietary requirements
- 7
Assign tasks to volunteers
2 people
- 8
Create the planting plan and mark the plots
2 people
- 9
Check the weather forecast
- 10
Do the shopping
2 people
- 11
Collect plant materials
2 people
- 12
Check tools
2 people
- 13
Store food and drinks chilled
2 people
- 14
Print participant list and badges
Event
- 15
Check location and access
2 people
- 16
Set up barriers and signage
2 people
- 17
Set up party tents and tables
4 people
- 18
Set up reception and information desk
2 people
- 19
Set out tools by planting bed
4 people
- 20
Distribute plant material per section
4 people
- 21
Set out coffee and tea
2 people
- 22
Staff the registration table
2 people
- 23
Receive participants
3 people
- 24
Give safety instructions
2 people
- 25
Give a plant demo
2 people
- 26
Support the plant beds
8 people
- 27
Plant trees and shrubs
30 people
- 28
Press the soil around plants
6 people
- 29
Water the plants
6 people
- 30
Collect tools
3 people
- 31
Refill drinks
2 people
- 32
Serve snacks and soup
4 people
- 33
Collect waste during the program
2 people
- 34
Give the thank-you speech and arrange the group photo
2 people
Aftercare
- 35
Clear away food and drinks
3 people
- 36
Take down tables and chairs
4 people
- 37
Take down party tents
4 people
- 38
Clean tools
3 people
- 39
Sort and remove waste
3 people
- 40
Leave the venue clean
4 people
- 41
Wash reusable tableware
3 people
- 42
Transport materials to storage
3 people
- 43
Return borrowed equipment
2 people
- 44
Water young plants 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 30
- Picnic benchesqty 4
- Tableclothsqty 8
Equipment
- Coolersqty 4
- Kettlesqty 2
- Coffee machinesqty 2
- Extension cordsqty 4
Lighting
- LED lampsqty 6
- String lightsqty 4
Tableware
- Reusable cupsqty 80
- Reusable soup bowlsqty 70
- Reusable platesqty 70
- Reusable cutleryqty 80
- Serving spoonsqty 6
Kitchen
- Soup kettlesqty 3
- Cutting boardsqty 4
- Bread knivesqty 3
- Serving traysqty 6
Tools
- Shovelsqty 20
- Scoopsqty 12
- Rakesqty 8
- Wheelbarrowsqty 4
- Bucketsqty 12
- Watering canqty 8
- Work glovesqty 40
- Measuring tapesqty 4
- Wooden plant stakesqty 20
Plant material
- Tree and shrub saplingsqty 100
- Forest plantsqty 180
- Compostqty 3
- Wood chipsqty 10
Safety
- First aid kitsqty 2
- Safety gogglesqty 20
- Work jacketsqty 10
- Traffic conesqty 12
- Barrier tapeqty 4
Decorations
- Info boardsqty 6
- Directional signsqty 8
- Name stickersqty 80
Cleaning
- Waste binsqty 6
- Washing-up basinsqty 3
- Dustpans and brushesqty 3
- Mopsqty 3
Catering
- Groceries
Tips
- Confirm permissions and access before booking materials. Check where vehicles can unload, whether the site has water and power, and how participants will enter safely.
- Create the planting plan before distributing saplings. Mark each plot with wooden stakes and divide tools and plant material by section so teams do not queue at one central pile.
- Assign volunteer roles with clear start times. You need people for registration, the information desk, safety guidance, tool distribution and each planting bed—not just general helpers.
- Use the final week to check registrations, dietary requirements and the weather forecast. Print the participant list and badges, and decide whether tents, warm drinks and extra lighting are needed for the conditions.
- Set up the site in a fixed order: barriers and signs first, then tents and tables, reception, refreshments, tools and plant material. Keep saplings together in a shaded place and water them if they cannot be planted immediately.
Frequently asked questions
- How far in advance should I organise a Tiny Forest Planting Day?
- Confirm the location, date and permissions at least 6 to 8 weeks ahead. Send invitations once the planting area, material reservations and volunteer structure are clear, then close registrations several days before the event.
- How many volunteers do I need for a Tiny Forest Planting Day?
- Plan for at least one coordinator, one registration or information-desk volunteer, one person for safety and demonstrations, and one planting-bed lead per section. Add one tool or logistics helper for roughly every 15 to 20 participants.
- What should happen first on the planting day?
- Set up signs, barriers, tents, tables and the reception desk before participants arrive. Registration comes next, followed by a safety briefing and plant demonstration; only then should teams collect tools and move to their marked beds.
- When should I check the weather and prepare alternatives?
- Check the forecast 5 to 7 days before the event and again on the morning itself. Use that check to confirm tents, warm drinks, chilled food storage, lighting and any changes needed for safe access to the planting area.
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