Plant swap market checklist

A plant swap market runs smoothly when the exchange rules, participant list, and table layout are settled before setup day. Use this checklist to plan registration, volunteer shifts, signage, plant handling, refreshments, and the final clear-up in the right order. Allow extra time for sorting trading cards and checking supplies: small gaps such as missing labels, extension cords, or plant trays can slow down every exchange.

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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

Check venue and power
Set exchange rules
Create registration form
Send invitations
Process registrations
Collect dietary requirements
Reserve tables and chairs
Schedule volunteers
Update participant list
Send reminder
Create floor plan
Prepare name badges
Sort trading cards
Print signage
Check stock
Do the shopping
2 people
Collect materials
2 people
Set out plant labels
Prepare coffee and tea
2 people
Clear the venue
2 people
Set up the tents
3 people
Set up tables and chairs
3 people
Set up plant stands
3 people
Hang up signage
2 people
Set up exchange desk
2 people
Chill drinks
2 people

Event

Receive participants
2 people
Register Plants and Cuttings
2 people
Explain the exchange rules
Sort plants
3 people
Serve coffee and tea
2 people
Refill drinks
Staff the exchange counter
2 people
Keep plants in good condition
Refill snacks
Complete final exchanges
2 people
Label remaining plants
2 people

Aftercare

Take down tables and chairs
3 people
Pack plants and materials
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
2 people
Dismantle tents and lighting
3 people
Return borrowed items
Distribute leftover plants
2 people
Inform participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 24
Tableclothsqty 6
Plastic cratesqty 12
Plant tablesqty 4

Tableware

Reusable cupsqty 70
Coffee mugsqty 30
Platesqty 70
Cutlery setsqty 70
Serving traysqty 6
Serving jugsqty 4

Gardening equipment

Plant traysqty 20
Hand scoopsqty 6
Garden glovesqty 8
Watering canqty 3
Plant sprayersqty 3
Potting soil traysqty 2

Decorations

Name badgesqty 80
Plant labelsqty 200
Permanent markersqty 12
Information boardsqty 8
Buntingqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

LED string lightsqty 4
LED lampsqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 12

Catering

Coolersqty 3
Thermos flasksqty 4
Groceries

Tips

Set the exchange rules before sending invitations. Decide how plants are labelled, how many plants each person may bring, and whether cuttings, seedlings, or pots are accepted so registrations do not need to be corrected later.
Close or review registrations at least 7 days before the market. Use the final participant list to prepare name badges, confirm dietary requirements, and assign enough volunteers to the exchange desk and setup.
Draw the floor plan before tables arrive. Leave a clear route between the plant tables, exchange desk, refreshments, and entrance, and check that coffee machines, kettles, extension cords, and power strips can reach a safe outlet.
Prepare labels and trading cards in advance rather than during setup. Put permanent markers, plant labels, trays, gloves, hand scoops, and watering equipment together so participants can identify and handle plants without searching for supplies.
Send the final reminder 2 to 3 days before the market. Include arrival time, exchange rules, what participants should label, and any practical details about plant transport; prepare coffee, tea, cups, and waste bins before doors open.

Frequently asked questions

How far in advance should I plan a plant swap market?: Start planning 4 to 6 weeks ahead. Confirm the venue and power first, then set the exchange rules, open registration, reserve furniture, schedule volunteers, and send the final reminder 2 to 3 days before the event.
How many volunteers do I need for a plant swap market?: Plan for at least 1 volunteer at the exchange desk, 1 person welcoming and checking participants, and 2 people for setup and clear-up. Add one extra volunteer for roughly every 25 to 30 participants.
What should participants label before a plant swap?: Ask participants to label each plant with its name, basic care information, and any relevant warnings before arrival. Give them a deadline in the reminder, ideally at least 2 days before the market, so unclear plants do not hold up the exchange desk.
How long does plant swap market setup take?: Allow 2 to 3 hours for setup, including tents, tables, chairs, plant stands, signage, labels, refreshments, and the exchange desk. Finish the floor plan and sort materials beforehand so setup is not spent making decisions.

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