Plant swap checklist: organise the day without last-minute gaps

A plant swap needs more than tables and spare cuttings. You need a clear registration process, exchange rules, labelled zones and enough time to set up plants, signs and refreshments before people arrive. This checklist covers the work from confirming the date and venue to preparing the information table and packing down. Use it to keep registrations, volunteers and the physical layout aligned, especially when plants arrive in different sizes and conditions.

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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 times
Reserve venue
Create registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Publish exchange rules
Assign volunteers
Do the shopping
2 people
Check materials
2 people
Prepare name badges
2 people
Print exchange forms
Make route signs
Set out planters
2 people
Set up tables
3 people
Set up chairs
2 people
Build party tents
4 people
Mark exchange zones
2 people
Set up registration desk
2 people
Set out plant labels
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Hang decorations
2 people
Set up info table
2 people
Brief volunteers
2 people

Event

Receive participants
3 people
Register plants
2 people
Sort plants
3 people
Facilitate swaps
3 people
Serve coffee and tea
2 people
Refill drinks
Keep worktables tidy
2 people
Lead the final exchange round
2 people
Distribute leftover plants
2 people

Aftercare

Pack plants and materials
3 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Take down party tents
4 people
Clean the venue
3 people
Return materials
2 people
Clean up leftovers

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 40
Stoolsqty 6
Tableclothsqty 8
Cratesqty 20
Plantersqty 30
Transport cartsqty 2

Tableware

Reusable cupsqty 60
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Pitcherqty 4
Thermos flasksqty 4

Kitchen

Kettlesqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 4
Watering canqty 4
Plant trowelsqty 6
Work glovesqty 8

Equipment

Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Scalesqty 2
Handheld microphone

Decorations

Information boardsqty 6
Table signsqty 10
Buntingqty 4
Name badge holdersqty 40
Directional signsqty 8

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Publish the exchange rules before invitations go out, including how many plants each person may bring and whether cuttings, seedlings or rooted plants are accepted. This prevents arguments at the registration table.
Set up the registration table and exchange zones at least 60 minutes before opening. Leave clear space for crates and planters so incoming plants do not end up blocking the route.
Prepare one plant label and one exchange form for every expected participant, plus at least 10% extra. People often arrive with an additional cutting or need to replace a damaged label.
Assign volunteers to specific jobs rather than asking for general help: use separate people for registration, plant intake, exchange guidance and refreshments. A team of four covers a small swap more reliably than one person trying to do everything.
Check power and weather arrangements the day before. Test extension cords, power strips, kettles and the microphone, and put party tents, transport carts and route signs where they can be reached first during setup.

Frequently asked questions

How early should I set up a plant swap?: Start physical setup 60 to 90 minutes before participants arrive. Allow extra time if you need to build party tents, move tables and chairs, mark exchange zones or prepare coffee and tea.
How many volunteers do I need for a plant swap?: Plan on four volunteers for a small event: one at registration, one checking and labelling plants, one explaining the exchange zones and one handling refreshments. Add one volunteer for roughly every 20 additional participants.
How many labels and exchange forms should I print?: Print one set per expected participant, then add 10% extra. For 40 participants, prepare at least 44 labels and forms so late additions, damaged labels and extra plants do not stop the exchange.
When should I send plant swap invitations?: Send the first invitations at least three weeks before the event, then close registrations or confirm numbers five to seven days beforehand. Use the final count to plan tables, chairs, cups and refreshments.

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