Plant swap checklist: what to arrange and when

A plant swap runs smoothly when plants are registered before trading starts and each exchange zone is clearly marked. This checklist takes you from booking a venue and setting the rules to preparing labels, trading cards, refreshments and the reception desk. Plan the main logistics several weeks ahead, then leave enough time on the day for tables, plant racks, signage and coffee setup. The details people often leave too late are participant numbers, plant information and enough space for safe movement.

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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

Reserve venue
Set exchange rules
2 people
Create invitations
Send invitations
Process registrations
Collect dietary requirements
Contact suppliers
Hang up promotion
2 people
Print participant list
Do the shopping
2 people
Prepare plant labels
2 people
Prepare trading cards
Collect materials
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
2 people
Set up exchange zones
3 people
Set up the reception desk
2 people
Set out plant labels
2 people
Set up coffee station
2 people
Hang up decorations
2 people
Put up signage
2 people
Chill drinks
2 people

Event

Receive participants
3 people
Register brought-in plants
3 people
Check plants
2 people
Display the plants
4 people
Explain the exchange rules
Guide the exchange process
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Collect waste
2 people
Announce the final swap round
Distribute leftover plants
3 people
Return plants
3 people

Aftercare

Take down tables and chairs
4 people
Sort materials
3 people
Wash dishes
2 people
Clean the venue
4 people
Take out the trash
2 people
Return borrowed items
2 people
Store leftover materials
2 people
Return lost property

What to bring

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

Furniture

Tablesqty 10
Chairsqty 30
Reception desk
Folding stoolsqty 4
Plant tablesqty 4
Plant racksqty 4
Transport cart

Equipment

Coffee makerqty 2
Kettleqty 2
Coolersqty 3
Power stripsqty 4
Extension cordsqty 4
Handheld microphone

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Small bowlsqty 8
Serving spoonsqty 6

Decorations

Tableclothsqty 10
Plant postersqty 8
Paper garlandsqty 6
Vasesqty 8

Lighting

LED light stringsqty 4
LED lampsqty 6

Catering

Chalkboardsqty 6
Name card holdersqty 40
Plant traysqty 80
Grow potsqty 100
Plant labelsqty 150
Permanent markersqty 20
Trading cardsqty 150
Pensqty 20
Clipboardsqty 6
A4 printing paper
Information boardsqty 6
Crumb vacuumsqty 2
Groceries

Cleaning

Trash binsqty 4
Waste sorting binsqty 3
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Tips

Set the exchange rules before sending invitations. State how many plants each person may bring, whether cuttings are allowed and how plants will be matched or traded.
Close registrations at least 5 to 7 days before the swap. Use the final participant list to plan table space, chairs, name cards, cups and the amount of coffee and drinks.
Prepare plant labels and trading cards 2 to 3 days beforehand. Leave space for the plant name, care needs and the participant’s name so registration does not become a bottleneck.
Create separate exchange zones for different plant types or trading stages. Mark them with plant posters or chalkboards before participants arrive, and keep a clear route between the reception desk and plant tables.
Finish the room setup at least 45 minutes before opening. Check extension cords and power strips first, then place tables, racks, lighting, refreshments, signage and the registration materials.

Frequently asked questions

How far in advance should I organise a plant swap?: Book the venue and set the exchange rules 4 to 6 weeks ahead. Send invitations around 3 weeks before the event and close registrations 5 to 7 days before it takes place.
How many plants should each person bring to a plant swap?: Set a clear limit in the invitation, such as 3 to 5 plants per participant, depending on your space. Confirm the final number after registrations close so you can allocate enough plant tables and racks.
What should I prepare for plant registration?: Prepare one label and one trading card for every expected plant, plus at least 10% extra. At the reception desk, record the participant and plant details before placing each plant in its exchange zone.
How early should I set up a plant swap venue?: Allow at least 45 minutes for a small swap and 90 minutes if you are using several tables, racks, a coffee station and decorations. Set up the reception desk and exchange zones before participants begin arriving.

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