How to organise a tree planting day

A tree planting day needs more than trees and willing volunteers. Start by confirming the site, permissions, access route and planting season, then order the right plants and organise delivery. In the final week, assign volunteer teams, inspect tools, prepare the safety plan and confirm attendance. On the day, keep roots moist, mark planting positions before people arrive, and separate planting work from refreshments and registration.

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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
Send invitations
2 people
2
Process registrations
2 people
3
Collect dietary requirements
4
Confirm the venue booking
5
Check the permit
6
Order trees and shrubs
7
Assign volunteers
2 people
8
Prepare safety plan
2 people
9
Confirm tree delivery
10
Determine route and parking lane
2 people
11
Check the weather forecast
12
Do the shopping
3 people
13
Inspect tools
2 people
14
Mark planting locations
3 people
15
Print attendance list
16
Confirm participants
2 people
17
Store trees temporarily
3 people
18
Keep plant roots moist
2 people
19
Chill drinks
2 people
20
Collect materials
3 people

Event

21
Load transport
4 people
22
Securely cordon off the site
3 people
23
Build party tents
4 people
24
Set up tables and chairs
4 people
25
Place information signs
2 people
26
Lay out tools
3 people
27
Set up the reception table
2 people
28
Set up the catering table
3 people
29
Distribute plant material
4 people
30
Register participants
3 people
31
Give welcome briefing
2 people
32
Give safety instructions
2 people
33
Give a plant demo
2 people
34
Hand out the tools
3 people
35
Guide the plant groups
8 people
36
Check planting depth
3 people
37
Attach tree stakes
4 people
38
Water trees immediately
4 people
39
Serve drinks and coffee
3 people
40
Serve snacks and sandwiches
4 people
41
Refill drinks
2 people
42
Collect waste along the way
2 people
43
Inform participants about aftercare
2 people
44
Carry out the final site check
3 people
45
Collect tools
3 people

Aftercare

46
Wash dishes
3 people
47
Clear tables and chairs
4 people
48
Take down party tents
4 people
49
Clean the grounds
5 people
50
Take waste to the collection point
2 people
51
Remove plates and ribbons
2 people
52
Return materials
3 people
53
Return borrowed tools
2 people
54
Clear away leftover food
2 people
55
Water young trees again
3 people
56
Replace damaged tree stakes
2 people
57
Check planting locations
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 70
Beer tablesqty 4
Reception folding table

Tools

Shovelsqty 20
Scoopsqty 12
Rakesqty 8
Hoesqty 8
Wheelbarrowsqty 6
Augersqty 2
Hammerqty 6
Pruning shearsqty 6
Measuring tapesqty 4
Watering canqty 10
Water hosesqty 2
Jerry cansqty 8
Work glovesqty 70
Wheelbarrow matsqty 4

Plant material

Young treesqty 30
Tree stakesqty 30
Tree strapsqty 30
Compostqty 20
Tree barkqty 12
Root clothqty 2
Plant labelsqty 40
Tie wireqty 3

Safety

First aid kitsqty 2
Safety gogglesqty 20
Safety vestsqty 12
Crowd control barriersqty 8
Barrier tapeqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 70
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Pliersqty 4

Decorations

Welcome sign
Information boardsqty 4
Route arrowsqty 8
Chalkboardsqty 3

Lighting

LED light stringsqty 6
LED lanternsqty 8

Equipment

Megaphone
Mobile phoneqty 2

Cleaning

Bucketsqty 6
Broom setsqty 4
Trash binsqty 6
Litter pickersqty 4

Catering

Groceries

Tips

Confirm the permit, site booking and access route before ordering trees. The delivery vehicle needs a practical unloading point, and volunteers need clear information about parking and the walking route.
Order trees and shrubs early enough to match the planting date, then confirm delivery again shortly before the event. If plants arrive ahead of time, keep their roots covered and moist rather than leaving them exposed.
Give each volunteer team a specific role: planting, watering, tool handling, registration or site safety. Print the attendance list and dietary requirements before the day so registration does not delay the start.
Inspect shovels, rakes, hoes, wheelbarrows, augers and pruning shears before loading transport. Prepare enough gloves, safety vests and goggles for everyone who will handle tools, and keep first aid kits easy to reach.
Mark planting locations before the group begins and cordon off unsafe areas. Set up signs, tents, tables and seating separately from the work zone, and check the weather forecast before deciding what protective equipment or shelter is needed.

Frequently asked questions

How far in advance should I organise a tree planting day?: Start planning at least 6 to 8 weeks ahead. That gives you time to confirm the permit and venue, order trees, recruit volunteers, arrange transport and prepare the safety plan.
How many volunteers do I need for a tree planting day?: Plan teams of 3 to 5 people around each planting area: one person positions the tree, others dig and backfill, and another waters or handles materials. Adjust the total to the number of trees and tools available.
When should trees be delivered for a planting event?: Arrange delivery as close to the planting date as practical, preferably within 1 to 2 days. If they arrive earlier, store them in a sheltered place and keep the roots moist until planting.
What should I do first on the morning of a tree planting day?: Allow 30 to 45 minutes before volunteer arrival to secure the site, place signs, mark planting locations, prepare registration and check tools and water. This prevents the safety briefing and planting teams from waiting for setup.

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.