Plant sale checklist: what to arrange and when

A plant sale needs more than plants and a few tables. You have to choose the range, order and check stock, set prices, prepare payment and organise volunteers before sales day. This checklist puts the work in a practical order, from reserving the booth and promoting the sale to setting up displays and packing purchases. It also covers details people often leave too late, such as change, price labels, plant care information and a charged payment terminal.

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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

Determine the plant selection
2 people
Reserve the sales booth
Place plant order
2 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Distribute promotional poster
2 people
Set pricing strategy
2 people
Prepare price labels
2 people
Arrange payment options
2 people
Order cash
Make sales forms
Do the shopping
2 people
Pick up plants
2 people
Check plants
3 people
Water the plants
2 people
Count stock by type
2 people
Apply price labels
3 people
Set up the register and change
2 people
Set up sales tables
4 people
Set up party tent
4 people
Cover tables with tablecloths
3 people
Display plants by type
4 people
Set up the plant care table
2 people
Set up the packing table
2 people
Set up the payment point
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Put up info boards
2 people
Clean the sales area
2 people
Brief volunteers
2 people

Event

Open the cash register
2 people
Welcome visitors
2 people
Present the plants
3 people
Pack plants
3 people
Process payments
2 people
Restock supplies
2 people
Water the plants
Serve coffee and tea
2 people
Refill drinks
Empty trash bins
Close sales
2 people

Aftercare

Count unsold plants
3 people
Count cash
2 people
Complete sales administration
2 people
Pack unsold plants
3 people
Dismantle tables and tablecloths
4 people
Take down the party tent
4 people
Wash dishes
2 people
Clean the sales area
3 people
Collect waste
2 people
Return materials
2 people
Return plants
2 people
Deposit payments
Send thank-you message

What to bring

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

Furniture

Party tent
Tablesqty 8
Chairsqty 12
Tableclothsqty 8
Collapsible cratesqty 20
Plant tablesqty 4

Gardening equipment

Houseplantsqty 60
Outdoor plantsqty 80
Herb plantsqty 40
Flower bulbsqty 30
Plant potsqty 40
Plant traysqty 30
Potting soil bagsqty 10
Watering canqty 2
Plant scissorsqty 2
Work glovesqty 6
Plant transport boxesqty 40

Sales materials

Price tagsqty 250
Adhesive labelsqty 300
Paper carrier bagsqty 150
Wrapping paperqty 3
Rope rollsqty 2
Info boardsqty 6
Markersqty 12
Rolls of tapeqty 4
Scissorsqty 4

Equipment

Payment terminal
Phone chargerqty 2
Extension cordsqty 3
Power stripsqty 3
Calculatorsqty 2
Cash register
Cash box

Tableware

Coffee cupsqty 80
Glassesqty 80
Teaspoonsqty 40
Serving traysqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Bucketsqty 3
Cleaning clothsqty 12
Litter pickersqty 2

Catering

Groceries

Tips

Confirm the plant selection before placing the order, then count stock by type when it arrives. Checking plants early gives you time to replace damaged or missing items before the sale.
Set prices and prepare every label before setup day. Label plants by type and price in advance rather than trying to identify and price them while customers are waiting.
Plan volunteer coverage in shifts, with at least one person handling payments and another answering plant-care questions. Keep the payment terminal charging and arrange cash and change before the booth opens.
Collect packing supplies before picking up the plants, including carrier bags, wrapping paper, trays and transport boxes. Customers buying several plants will need a safe way to carry them home.
Set up the sales area in a fixed order: tables and cover first, then plants by type, followed by the register, care information and packing table. Leave clear access around the party tent so customers and volunteers are not working in the same narrow space.

Frequently asked questions

How far in advance should I order plants for a plant sale?: Place the plant order as soon as the selection and expected quantities are confirmed, usually at least 1–2 weeks before the sale. That leaves time to check the delivery, replace unsuitable plants and prepare labels.
How many volunteers do I need for a plant sale?: Plan for at least 3 volunteers during busy periods: one at the register, one helping customers and one restocking or packing plants. Add another person if the sale includes several tables or a large expected crowd.
How much change should I order for a plant sale?: Prepare enough small notes and coins to handle the first 20–30 cash purchases without running short. Keep the change in the register before opening and separate it from sales takings when counting the money.
When should I set up the plant sale tables?: Set up the tent, tables, tablecloths and register on the day of the sale, allowing about 2 hours before opening. Place plants and price labels after the basic layout is ready, then check payment and power connections before customers arrive.

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