Plant sale checklist: organise the day in the right order

A plant sale runs smoothly when stock, pricing and payment are ready before the first customer arrives. Start by deciding the assortment and prices, then confirm the location, order plants and recruit enough volunteers for sales and setup. Leave time to label and price every plant, test card payments and mark the customer route. This checklist also covers the details that are easy to leave until the last hour, such as change, transport crates, power, signs and weather protection.

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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 assortment and prices
2 people
Order plants from the nursery
Confirm the sales location
Call for volunteers
Send invitations
2 people
Process registrations
Assign sales staff
2 people
Check permit requirements
Prepare the price list
Design price tags
Print price tags
Make sales signs
2 people
Arrange cash register and card payment equipment
Collect change
Do the shopping
2 people
Check plants
3 people
Price the plants
3 people
Prepare sales boxes
2 people
Prepare transport equipment
2 people

Event

Clear the site
3 people
Set up party tents
4 people
Set up tables and chairs
4 people
Arrange the plants
5 people
Hang up prize signs
2 people
Set up the cash register
2 people
Set out coffee and tea
2 people
Staff the sales counter
2 people
Advise visitors
3 people
Pack purchases
2 people
Refill plants and water
2 people
Refill drinks
Count sales proceeds
2 people
Record leftover plants
2 people
Securely close the cash register
2 people
Load plants and materials
4 people
Take down tables and tents
5 people
Collect waste
2 people

Aftercare

Leave the site clean
3 people
Move plants to storage
2 people
Clean dishes and equipment
2 people
Handle leftover plants
2 people
Return borrowed materials
2 people
Deposit proceeds
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 12
Folding table for cash register
Transport cartsqty 2
Plant traysqty 30
Plastic cratesqty 20

Equipment

Payment terminal
Extension cordsqty 3
Power stripsqty 2
Coffee maker
Kettle
Coolersqty 2

Tableware

Mugsqty 30
Glassesqty 30
Teaspoonsqty 30

Kitchen

Pitchersqty 4
Bucketsqty 4
Scissorsqty 4
Utility knivesqty 2
Measuring tape
Cash drawer
Cash box
Counting machine

Decorations

Sales signsqty 6
Prize card holdersqty 40
Plant labelsqty 300
Waterproof markersqty 6
Directional signsqty 6

Lighting

LED lampsqty 4
Batteriesqty 16

Catering

Herb plantsqty 60
Summer bloomersqty 80
Perennial plantsqty 50
Vegetable plantsqty 40
Houseplantsqty 30
Plant traysqty 20
Groceries

Tips

Place the plant order early enough to allow for nursery lead time, then check every delivery when it arrives. Separate damaged or unclear stock before pricing so volunteers are not making decisions during the sale.
Prepare the price list, waterproof plant labels and price tags before setup day. Print or write a spare set, because labels often detach during transport or watering.
Assign volunteers to specific jobs rather than simply asking for general help. For a small sale, plan separate coverage for setup, sales, payment and packing so the cash register is never left unattended.
Test the payment terminal, extension cords, power strips and LED lamps before opening. Keep a cash box with enough change ready at least 30 minutes before customers arrive, and check that the card terminal has a reliable connection.
Use plant trays, crates and transport carts to move stock in batches, then arrange plants by price or type at the tables. Put directional and sales signs where visitors make decisions, not only beside the entrance.

Frequently asked questions

How early should I order plants for a plant sale?: Place the nursery order as soon as the assortment and prices are agreed, preferably at least 2–3 weeks before the sale. Confirm the delivery or collection date several days in advance so you still have time to check, label and price the plants.
How many volunteers do I need for a plant sale?: Plan for at least 1 volunteer handling payments, 2 people helping customers and 2 people for setup and restocking for a small sale. Add coverage for breaks and busy periods; payment should never be left unattended.
When should I prepare plant labels and price tags?: Prepare and print the labels and price tags 3–7 days before the sale, once the final assortment is known. Keep a marker and spare labels at the site for replacements when tags get wet or fall off.
How much change should I prepare for a plant sale?: Prepare change for roughly 10–15 cash transactions, using a mix of small notes and coins that matches your prices. Count the cash drawer before opening and record the starting amount so the final total is easy to check.

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