How to organise a tree planting day

A successful tree planting day starts with the site, not the invitations. Confirm the landowner’s permission, check underground excavation risks and create a planting plan before ordering trees or assigning volunteers. Then build the day around clear instructions, marked planting holes, suitable tools and a weather plan. The details people often leave too late are temporary tree storage, watering, route information, waste collection and keeping drinks cold.

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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
Develop the planting plan
2 people
3
Select soil and trees
2 people
4
Order trees and shrubs
5
Arrange permission from the landowner
6
Check excavation sites
2 people
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Assign volunteers
2 people
11
Create planting instructions
2 people
12
Share the program and route
13
Book catering
14
Arrange waste collection
15
Check the weather forecast
16
Inform participants again
17
Check the shopping list
2 people
18
Do the shopping
2 people
19
Receive trees and materials
4 people
20
Store trees temporarily
3 people
21
Water the trees
2 people
22
Mark out planting holes
3 people
23
Gather tools
2 people
24
Set out first aid and safety equipment
2 people
25
Chill drinks
2 people
26
Prepare coffee and tea
2 people
27
Prepare lunch packs
3 people
28
Set up tables and chairs
4 people
29
Build party tents
4 people
30
Set up the registration table
2 people
31
Put up info boards
2 people
32
Distribute tools by team
3 people
33
Bring trees to planting locations
6 people
34
Mark off a safe walkway
2 people

Event

35
Staff the registration desk
2 people
36
Welcome participants
3 people
37
Hand out work gloves
2 people
38
Give safety instructions
2 people
39
Assemble planting teams
3 people
40
Give a plant demo
2 people
41
Dig planting holes
12 people
42
Place trees in planting holes
10 people
43
Straighten the trees
6 people
44
Fill planting holes
12 people
45
Tie up trees
6 people
46
Water the trees
6 people
47
Photograph the planting result
48
Collect tools
3 people
49
Guide handwashing
2 people
50
Set up the buffet
4 people
51
Serving food
5 people
52
Refill drinks
2 people
53
Serve coffee and tea
2 people
54
Supervise children's activity
3 people
55
Explain the plant watch
56
Collect waste separately
2 people
57
Walk the final round around the trees
3 people
58
Thank participants
2 people
59
Turn on lighting
60
Store leftovers safely
2 people

Aftercare

61
Clear the buffet
4 people
62
Bring waste to the collection point
3 people
63
Wash dishes
4 people
64
Clear tables and chairs
4 people
65
Take down party tents
4 people
66
Clean the venue
5 people
67
Clean tools
3 people
68
Return tools
2 people
69
Return rental items
2 people
70
Store leftover food
2 people
71
Inspect the trees
2 people
72
Water trees again
2 people
73
Record plant data
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Bar stoolsqty 6
Waste binsqty 6

Tableware

Reusable platesqty 70
Reusable cupsqty 100
Coffee cupsqty 60
Cutlery setsqty 70
Serving spoonsqty 8
Coffee potsqty 3
Teapotsqty 2

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Serving plattersqty 10
Serving tongsqty 6
Cut-resistant glovesqty 4
Kettlesqty 2
Thermos flasksqty 6

Equipment

Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 8

Sports equipment

Shovelsqty 12
Scoopsqty 8
Rakesqty 8
Hoesqty 6
Wheelbarrowsqty 6
Pitchersqty 10
Water hosesqty 3
Tree stakesqty 60
Tree stakesqty 60
Tree strapsqty 60
Plantersqty 6
Measuring tapesqty 4
Augersqty 3
Buckets of waterqty 12
Rope rollsqty 4
Work glovesqty 70
Knee padsqty 20
Safety gogglesqty 30
Safety vestsqty 20
Rain barrelsqty 2
Plant labelsqty 70
Waterproof markersqty 10
Measuring rulersqty 4
Wooden hammersqty 6
Garden tool setsqty 10
Bootsqty 20
Rain ponchosqty 30
Picnic blanketsqty 8

Decorations

Route arrowsqty 12
Info boardsqty 4
Chalkboardsqty 3
Tableclothsqty 8
Name stickersqty 80
Buntingqty 6
Markersqty 20
Notepadsqty 10

Cleaning

Broom setsqty 3
Dustpan and brushqty 4
Washing-up tubsqty 4
Hand soap dispensersqty 4
Towel rollsqty 6
Microfiber clothsqty 20
Work bucketsqty 6
Litter pickersqty 4
First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Set the planting location and planting plan first. Mark the planting holes before participants arrive, and match the number of trees to the available space, access route and volunteer capacity.
Order trees and shrubs only after confirming permission, soil conditions and delivery timing. Arrange a temporary storage area in advance, and plan how the trees will be watered before planting.
Give each volunteer a clear role and send the programme, route and practical instructions before the event. Send a final update after checking the weather forecast, ideally 24 to 48 hours beforehand.
Prepare safety equipment, first aid supplies and cut-resistant gloves before setting out shovels, scoops and rakes. Check excavation sites and keep extension cords, lighting and any catering equipment away from planting work.
Plan the end of the day as carefully as the start: arrange waste collection, check the shopping list and chill drinks before people arrive. If catering is served, set out reusable plates, cups and cutlery separately from muddy work areas.

Frequently asked questions

How far in advance should I organise a tree planting day?: Start at least 6 to 8 weeks ahead. Permission, site checks, tree orders, volunteer registrations and catering all need time, and tree delivery should be confirmed before the final instructions are sent.
How many volunteers do I need for a tree planting day?: Use the number of planting holes and available tools to set the team size. As a practical starting point, plan one small planting team per 10 to 15 trees, then assign separate people to registration, safety, refreshments and watering.
When should trees be delivered for a planting event?: Arrange delivery as close to planting as possible, preferably within 24 to 48 hours. If that is not possible, prepare a shaded temporary storage area and water the trees according to the supplier’s instructions.
What should I do if the weather forecast is bad?: Check the forecast 48 hours before the event and again on the morning itself. Decide in advance whether heavy rain, frost, high winds or unsafe ground conditions require postponement, and inform participants as soon as the decision is made.

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