Plant Cutting Swap Fair Checklist

Use this checklist to organise a plant cutting swap fair in a clear order, from confirming the venue to welcoming participants. Registration details, dietary requirements and exchange rules need attention well before the event. On the day, allow time to label cuttings, arrange swap tables, set up the registration desk and prepare coffee, drinks and snacks. The plan also helps you catch practical items that are easy to leave until the last minute, such as extension cords, plant saucers and clear route signs.

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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

Confirm date and location
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Update participant list
Publish exchange rules
Reserve tables and chairs
Reserve coffee service
Check the shopping list
Do the shopping
2 people
Prepare plant labels
2 people
Prepare trading cards
2 people
Print the program and signage
Organize cuttings
2 people
Chill drinks
2 people
Set out snacks
2 people
Set up tables
4 people
Set out chairs
3 people
Arrange swap tables
3 people
Set up registration desk
2 people
Set up plant stand
2 people
Hang decorations
2 people
Set up signage
2 people

Event

Receive participants
3 people
Register cuttings
3 people
Explain the exchange rules
Supervise swap tables
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Label leftover cuttings
2 people
Wave goodbye to visitors
2 people

Aftercare

Take down the swap tables
4 people
Sort materials
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Put furniture back
4 people
Return borrowed items
2 people
Distribute leftover cuttings
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Foldable tablesqty 2
Plant standsqty 4
Cratesqty 20
Tableclothsqty 8

Decorations

Welcome sign
Route signsqty 8
Plant postersqty 6
Buntingqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3

Tableware

Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8

Gardening equipment

Plant saucersqty 40
Plant clipsqty 6
Pitchersqty 4
Pruning shearsqty 4
Work glovesqty 8

Kitchen

Thermos flasksqty 4
Cutting boardsqty 2
Knivesqty 4
Pliersqty 4
Measuring cupsqty 2

Organization

Name card holdersqty 50
Clipboardsqty 6
Pen setsqty 6

Cleaning

Bucketsqty 3
Floor squeegeesqty 2
Broomsqty 2

Catering

Groceries

Tips

Open registration early enough to process responses and update the participant list before printing materials. Set a clear deadline for dietary requirements so refreshments can be planned without chasing people on the event day.
Publish the exchange rules before participants arrive. Explain how cuttings should be labelled and where different plants belong, then place the same information on signs at the swap tables.
Set up the registration desk before arranging the final display. Keep the welcome sign, participant list and programme together so arrivals do not block access to the plant stand.
Check power and serving equipment before the event starts. Coffee machines, kettles, coolers, extension cords and power strips should be positioned safely before drinks and snacks are set out.
Prepare labels and trading cards while the cuttings are being organised, not after the tables are full. Keep plant saucers, clips, pruning shears and work gloves nearby for last-minute adjustments.

Frequently asked questions

How far in advance should I organise a plant cutting swap fair?: Confirm the date and location at least 4–6 weeks ahead. Open registration soon after, then allow 1–2 weeks to process responses, collect dietary requirements and finalise the participant list.
How do I organise the tables for a plant cutting swap?: Set up the main tables and chairs before arranging the swap area, and leave clear space for the registration desk and plant stand. Allow at least 30 minutes before doors open for signage, labels and table layout checks.
What should participants bring to a plant cutting swap fair?: Tell participants in advance how cuttings must be labelled and how the exchange works. Share the rules at least 7 days before the fair so they have time to prepare trading cards and suitable plant material.
When should I prepare refreshments for a plant cutting swap fair?: Chill drinks and set out snacks shortly before participants arrive, while coffee equipment can be positioned during the main setup. Complete the shopping and check dietary requirements at least 3 days beforehand.

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