How to organise a tree planting day

A successful tree planting day is planned in two tracks: prepare the site and materials, then organise people and practical support. Start by checking the ground, confirming the planting plan and securing permission before ordering trees. In the final week, verify delivery, assign volunteer shifts, mark planting beds and share route details. On the day, clear instructions, labelled tools, water and a realistic backup plan prevent delays and avoidable damage to young trees.

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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
Inspect venue site
2 people
2
Determine the planting plan and tree species
3 people
3
Request permission for planting
4
Check permits and notifications
5
Order trees and planting materials
2 people
6
Confirm tree delivery
7
Recruit volunteers
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Calculate food and drink quantities
2 people
12
Plan catering and groceries
2 people
13
Arrange waste collection
14
Reserve restroom facilities
15
Inventory tools
2 people
16
Reserve Missing Tools
17
Create volunteer schedule
2 people
18
Prepare planting instructions
2 people
19
Share route and parking information
20
Check the weather forecast
21
Confirm backup weather plan
2 people
22
Store trees temporarily
3 people
23
Mark out planting beds
3 people
24
Pre-treat the planting holes
4 people
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Set out tableware and tools
2 people
28
Print participant list
29
Share volunteer contact details

Event

30
Mark off the venue
3 people
31
Build party tents
4 people
32
Set up tables and chairs
4 people
33
Set up the information desk
2 people
34
Distribute tools per planting bed
4 people
35
Bring trees to planting beds
5 people
36
Set up the coffee and tea station
2 people
37
Set up lunch buffet
4 people
38
Post safety instructions
2 people
39
Staff the registration desk
2 people
40
Register participants
2 people
41
Deliver the welcome speech
42
Give planting instructions
2 people
43
Match volunteers to planting beds
3 people
44
Lead tree planting
8 people
45
Check planting depth
3 people
46
Install tree stakes and ties
4 people
47
Water trees immediately
4 people
48
Issue tools safely
2 people
49
Collect tools
2 people
50
Refill the handwashing station
51
Serve coffee and tea
2 people
52
Refill drinks
2 people
53
Serve lunch buffet
4 people
54
Mark vegetarian portions
55
Turn on evening lighting
2 people
56
Present trees and planting beds
2 people
57
Thank participants
58
Empty waste stations
2 people
59
Collect used dishes
2 people

Aftercare

60
Take down tables and chairs
4 people
61
Take down party tents
4 people
62
Collect leftover materials
3 people
63
Wash dishes
3 people
64
Clean the venue
4 people
65
Take waste to the collection point
2 people
66
Clean tools
3 people
67
Return tools
2 people
68
Store reusable materials
2 people
69
Return rented materials
2 people
70
Inspect new trees
2 people
71
Water planting beds again
3 people
72
Send thank-you message to participants
73
Schedule tree maintenance
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Beer table setsqty 4
Information desk
Blanketsqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

LED light stringsqty 6
Work lightsqty 4

Plant material

Treesqty 20
Tree stakesqty 40
Tree strapsqty 20
Compostqty 20
Tree barkqty 10
Pitchersqty 8
Water hosesqty 3

Tools

Shovelsqty 12
Scoopsqty 8
Rakesqty 6
Hoesqty 6
Wheelbarrowsqty 4
Bucketsqty 10
Work glovesqty 60
Pruning shearsqty 4

Safety

Safety gogglesqty 12
Safety vestsqty 12
First aid kitsqty 2
Crowd control barriersqty 8
Warning signsqty 6

Decorations

Information boardsqty 6
Direction arrowsqty 10
Name stickersqty 80
Markersqty 12

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 60
Serving spoonsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 10
Water jugsqty 6

Cleaning

Washing-up tubsqty 4
Spongesqty 12
Cleaning bucketsqty 4
Broom setsqty 3

Catering

Groceries

Tips

Inspect the site before choosing tree species or ordering supplies. Confirm access, ground conditions, planting areas, parking and whether temporary tree storage will be needed.
Allow time for permissions and notifications before setting a date. Check the requirements with the relevant authority several weeks ahead, because a planting plan may need approval before trees are ordered.
Plan volunteer work in short, supervised shifts rather than one large group. Give each team a clear task, provide work gloves and safety vests, and keep shovels, wheelbarrows and water hoses where teams can find them.
Confirm the tree delivery at least a few days before planting. Keep trees shaded and protected if they arrive early, and check that the number and species match the planting plan.
Prepare for weather and basic welfare, not just planting. Check the forecast the day before, confirm the backup plan, and arrange drinking water, food, restrooms, shelter and waste collection for the expected attendance.

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 inspect the site, obtain permission, order trees, recruit volunteers and arrange tools, catering and restrooms.
How many volunteers do I need for a tree planting day?: Base the number on the planting target and available supervision, then divide people into small teams. As a practical starting point, assign about 4 to 6 volunteers per team and one coordinator for every 3 to 4 teams.
When should the trees be delivered?: Arrange delivery 1 to 3 days before planting if you have suitable temporary storage, or on the morning of the event if the supplier can guarantee the time. Confirm the delivery several days in advance and keep roots protected from drying out.
What should I do if the weather is bad on planting day?: Make the decision at least 24 hours beforehand using the forecast and site conditions. Heavy rain, frozen ground, strong wind or unsafe access may require postponing the planting or moving the volunteer programme to a prepared backup plan.

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.