How to organise a tree planting day

A successful tree planting day starts weeks before anyone picks up a spade. Confirm the site, planting plan and tree species first, then secure approvals and reserve the trees and materials. Volunteer numbers determine how many work teams, tools and planting points you need. On the day, a marked layout, short safety briefing and clear route from reception to each work area prevent delays. Use the final week to check weather, trees, tools, food and access details.

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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
Set the planting location
2 people
2
Determine the planting plan and tree species
2 people
3
Apply for permits and approval
4
Reserve trees and planting material
5
Invite volunteers
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Create volunteer schedule
2 people
9
Send route and parking information
10
Check the weather forecast
11
Check trees and tools
2 people
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Bring trees to the venue
3 people
15
Mark out work areas and planting points
3 people
16
Set up tables and chairs
4 people
17
Build party tents
4 people
18
Place information signs
2 people
19
Prepare tools by work area
3 people
20
Set up the catering buffet
3 people
21
Set up the reception desk
2 people

Event

22
Welcome volunteers
3 people
23
Give safety instructions
2 people
24
Guide work teams to the planting areas
4 people
25
Dig planting holes
12 people
26
Plant and compact trees
12 people
27
Install tree stakes and ties
6 people
28
Water the trees
4 people
29
Check work areas
3 people
30
Serve coffee and tea
2 people
31
Refill drinks
2 people
32
Serve the meal and snacks
4 people
33
Guide the thank-you moment
2 people
34
Sort waste during the event
2 people

Aftercare

35
Gather tools
4 people
36
Clear tables and chairs
4 people
37
Take down party tents
4 people
38
Wash dishes and kitchen equipment
3 people
39
Clean the grounds
6 people
40
Take waste to the collection point
2 people
41
Store materials dry
3 people
42
Return borrowed items
2 people
43
Check the venue site
2 people
44
Water new trees
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 6
Folding chairqty 60
Beer tableqty 4
Waste binqty 6

Tools

Spadeqty 12
Scoopqty 8
Augerqty 4
Wheelbarrowqty 4
Rakeqty 6
Pruning shearsqty 4
Rubber malletqty 6
Spirit levelqty 3
Measuring tapeqty 4
Jerrycanqty 8
Garden hoseqty 2
Watering canqty 10

Equipment

Cool boxqty 4
Kettleqty 2
Coffee makerqty 2
Extension cordqty 4
Power stripqty 3

Lighting

LED work lightqty 4
String lightsqty 6

Tableware

Reusable plateqty 70
Reusable cupqty 100
Cutlery setqty 70
Serving spoonqty 8

Kitchen

Cutting boardqty 4
Chef's knifeqty 4
Thermosqty 6
Cool crateqty 4

Safety

Work gloveqty 60
Safety gogglesqty 20
Rain ponchoqty 20
Basic first aid kitqty 2

Decorations

Welcome sign
Information boardqty 4
Arrow signqty 6

Cleaning

Bucketqty 6
Dishpanqty 3
Hand brush and dustpanqty 4

Catering

Groceries

Tips

Set the planting layout before inviting volunteers. Mark planting points and work areas in advance, and make sure the chosen species, spacing and ground conditions match the site.
Allow at least 2–4 weeks for permits, approvals and tree reservations. Do not order trees until the planting plan and access arrangements are confirmed.
Plan one work team leader for every 6–10 volunteers. Give each team a defined area and prepare its spades, scoops, wheelbarrows, watering equipment and other tools together.
Send route, parking and arrival instructions at least 3 days before the event. Include where volunteers check in, where trees are unloaded and whether they should expect uneven or muddy ground.
Set up reception, signs, refreshments and safety information before volunteers arrive. Keep drinks chilled, prepare hot drinks separately, and check the forecast 24 hours beforehand so tents, clothing advice or a backup arrangement are ready.

Frequently asked questions

How far in advance should I plan a tree planting day?: Start planning at least 6–8 weeks ahead. This gives you time to confirm the site, obtain approvals, reserve trees and materials, recruit volunteers and prepare the planting layout.
How many volunteers do I need for a tree planting day?: Base the number on the planting target and available tools, rather than inviting everyone at once. As a practical starting point, organise teams of 6–10 volunteers with one leader and assign each team a clearly marked work area.
When should I check the weather for a tree planting day?: Check the forecast 7 days before the event for planning and again 24 hours before arrival. Use the final check to confirm clothing advice, tent arrangements, access and whether the ground will be safe to work on.
What should volunteers be told before a tree planting day?: Send the meeting point, route, parking details, start time, clothing guidance and any dietary information request at least 3 days beforehand. Give the full tool and safety briefing on arrival, before teams move to the planting areas.

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.