Plant Swap Market Checklist

A plant swap market needs more than tables and spare cuttings. You need clear exchange rules, a registration process, labelled plants and enough time to set up separate trading zones before people arrive. This checklist takes you from booking the venue to serving coffee and tea, with the easily missed details included. Use it to keep participant numbers, volunteer duties, supplies and on-the-day setup under control.

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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
Record date and times
Send invitations
2 people
Publish exchange rules
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm participants
Assign volunteers
Check the shopping list
2 people
Take inventory of supplies
2 people
Do the shopping
2 people
Collect tables and chairs
3 people
Sort materials
2 people
Prepare trading cards
2 people
Print participant list

Event

Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Build party tents
4 people
Mark exchange zones
2 people
Set up registration desk
2 people
Set out plant crates
3 people
Hang up information boards
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set out snacks
2 people
Brief volunteers
2 people
Welcome visitors
3 people
Register participants
2 people
Receive and label plants
3 people
Supervise swap tables
4 people
Provide plant advice
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Record leftover plants
2 people
See off the last visitors
2 people

Aftercare

Pack plants and materials
4 people
Take down tables and chairs
4 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Take down party tents
4 people
Return materials
3 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
Crates for plantsqty 24
High tablesqty 3
Registration desk

Tableware

Reusable cupsqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 8
Serving tongsqty 4

Equipment

Extension cordsqty 3
Power stripsqty 4
Electronic scale
Watering canqty 4

Decorations

Info boardsqty 6
Directional signsqty 8
Tableclothsqty 8
Plant labelsqty 250
Washable buntingqty 6
Name stickersqty 100
Table covers for plant tablesqty 8

Cleaning

Waste binsqty 6
Washing-up basinsqty 3
Reusable cleaning clothsqty 12

Lighting

LED light stringsqty 4

Catering

Groceries

Tips

Publish the exchange rules before registration opens, including how many plants each person may bring and whether cuttings, seedlings or unlabelled plants are accepted. This prevents disputes at the registration desk.
Prepare plant labels and trading cards before the event, not during setup. Print the participant list and keep spare name stickers available so late changes do not hold up check-in.
Give setup at least 90 minutes before doors open. Tables, chairs, crates, table covers, exchange-zone signs and the registration desk all need to be in place before plants start arriving.
Check power and water access at least one day beforehand. Coffee machines, LED light strings and watering equipment may need extension cords, power strips or a nearby water source.
Plan refreshments for the actual attendance, not just registrations. For a two-hour market, allow about one coffee or tea serving per person, plus reusable cups, washing-up basins and clearly marked waste bins.

Frequently asked questions

How far in advance should I plan a plant swap market?: Start planning 6 to 8 weeks ahead. Book the venue first, then open registration once the date, times and exchange rules are confirmed.
How many volunteers do I need for a plant swap market?: Plan on 1 volunteer for every 20 to 25 participants, with at least 2 people at the busiest arrival period. Assign separate responsibility for check-in, trading zones and refreshments if attendance exceeds 40 people.
How long does plant swap market setup take?: Allow 90 minutes for a small market and 2 hours if you are using party tents, several table zones or outdoor signage. Set up the registration desk and exchange areas before placing plants in the crates.
How many tables do I need for a plant swap market?: Allow 1 table for every 10 to 15 participants, then add one registration table and one refreshments table. Keep at least 1 metre of walking space between trading zones so people can browse without blocking check-in.

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