How to organise a tree planting day

A successful tree planting day is organised in two tracks: prepare the site and planting materials, then prepare the people who will use them. Start by confirming the location, permission and planting layout before ordering trees or shrubs. In the final week, lock in registrations, dietary requirements, catering and directions. On the day, allow time to check deliveries and tools, secure the site, give a short safety briefing and group volunteers before planting begins.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Check the plant location
2 people
2
Check the permit
3
Order trees and shrubs
4
Reserve tools
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Mark out planting beds
3 people
9
Send directions
10
Book catering
11
Prepare name badges
2 people
12
Do the shopping
2 people
13
Receive trees and materials
3 people
14
Check tools
2 people
15
Chill the groceries
2 people
16
Bundle plant material
3 people
17
Check the weather forecast
18
Secure the site
3 people
19
Set up tents and tables
5 people
20
Set up chairs and benches
4 people
21
Lay out tools
4 people
22
Set up catering and registration
3 people

Event

23
Register participants
3 people
24
Give safety instructions
2 people
25
Hand out the tools
4 people
26
Plant trees and shrubs
25 people
27
Tie up trees
8 people
28
Water new plantings
8 people
29
Serve snacks
3 people
30
Refill drinks
2 people
31
Serve the meal
5 people
32
Take group photo
2 people
33
Collect tools
4 people
34
Collect waste
4 people
35
Wash dishes
3 people

Aftercare

36
Clear tables and chairs
5 people
37
Take down tents
4 people
38
Clean the grounds
5 people
39
Clean tools
3 people
40
Take waste to the collection point
2 people
41
Return borrowed equipment
2 people
42
Check new plantings
2 people
43
Water new plantings
3 people

What to bring

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

Plant material

Young treesqty 35
Native shrubsqty 15
Tree stakesqty 50
Tree strapsqty 50
Compostqty 20
Bark mulchqty 20

Tools

Shovelsqty 20
Scoopsqty 10
Rakesqty 6
Wheelbarrowsqty 4
Pruning shearsqty 6
Pitchersqty 8
Bucketsqty 10
Measuring tapesqty 2
Work glovesqty 55

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 60
Benchesqty 4

Tableware

Reusable cupsqty 70
Reusable platesqty 70
Reusable cutleryqty 70
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Plant labelsqty 50
Waterproof markersqty 6
Site signsqty 6
Name stickersqty 70

Safety

Safety vestsqty 10
Traffic conesqty 12
First aid kit
Sunscreenqty 6
Rain ponchosqty 55

Equipment

Megaphone
Work lightsqty 4
Extension cordsqty 4

Cleaning

Waste binsqty 6
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the planting location and permit before ordering any trees or shrubs. Measure and mark the planting beds early, so the number and type of young trees, native shrubs and compost match the available space.
Work backwards from the planting date: arrange trees, shrubs and materials early enough for delivery, then check every item when it arrives. Keep plant material shaded and watered as needed rather than leaving it in direct sun.
Plan tools by working group, not just by total headcount. Put shovels, scoops, rakes, wheelbarrows, pruning shears, measuring tapes and gloves together before registration, and check that each group can start without waiting.
Send directions and practical joining information before the event, then use registration to confirm numbers and dietary requirements. Prepare name badges and site signs in advance; replacing missing information at the welcome table slows down the whole start.
Keep the opening briefing short but specific: explain safe tool handling, planting depth, tree stakes and straps, and where to take breaks. Set up tents, tables, seating, registration and catering before volunteers arrive, with chilled groceries and hot drinks ready to serve.

Frequently asked questions

How far in advance should I organise a tree planting day?: Start at least 6 to 8 weeks before the event. Permit checks, plant orders, tool reservations, invitations and catering can all take longer than expected, especially when volunteer numbers are still changing.
How many trees should I order for a tree planting day?: Order only after the planting beds have been marked and measured. Use the approved site plan to calculate the number of young trees and shrubs, then add a small contingency only if your supplier and planting plan allow it.
When should trees and planting materials be delivered?: Arrange delivery as close to the event as practical, preferably within 1 to 3 days beforehand. Check the trees, shrubs, stakes, straps, compost and mulch on arrival, and store them safely until the planting teams are ready.
What should happen before volunteers start planting?: Complete setup before registration opens: secure the site, lay out checked tools, prepare the planting material and set up catering. After registration, give a safety briefing and hand out tools so planting can begin without a second waiting period.

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.