What you need for a plant swap market

Use this shopping list to prepare a plant swap market without scrambling for supplies on the day. The core setup needs a clear swap zone, sturdy plant tables, labels and vouchers, plus a reception desk for registrations and rules. Plan drink service separately, including reusable cups, coffee equipment and chilled drinks. Check what you already have before buying anything, especially tables, crates, extension cords and plant pots.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Party tentsqty 2
Folding benchesqty 4
Clothes racksqty 2
Cratesqty 20
Plant tablesqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Teaspoonsqty 50
Serving plattersqty 8

Equipment

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2

Kitchen

Pitchersqty 4
Cutting boardsqty 3
Bread knivesqty 2
Serving utensilsqty 8
Thermos flasksqty 4

Decorations

Plant labelsqty 250
Vouchersqty 300
Information boardsqty 8
Directional arrowsqty 12
Chalkboardsqty 4
Tableclothsqty 8
Plant saucersqty 40
Jute ropeqty 2

Lighting

LED light stringsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Broom setsqty 3
Mopsqty 3
Hand broomsqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Honey - 2 jars
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Lemons - 12 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Bell peppers - 12 pieces
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Whole grain bread - 8 loaves
- Baguettes - 8 pieces
- Cream cheese - 6 tubs
- Hummus - 8 tubs
- Young cheese - 2 kilograms
- Cottage cheese - 4 tubs
- Vegan toppings - 6 packages
- Butter - 4 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Rice cakes - 6 packs
- Nut mix - 4 bags
- Cookies - 8 packs
- Olives - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Sponges - 10 pieces
- Tea towels - 12 pieces

Tips

Plan one plant table for every 15–20 participants, then add crates or extra surfaces for smaller cuttings and delicate plants. Leave a clear route between tables so people can browse without moving plants.
Prepare one plant label for every plant or bundle expected at the market, plus at least 10% extra for last-minute additions. Keep spare labels and pens at the reception desk rather than in the swap zone.
Print one voucher per accepted exchange item and bring at least 10% more than the number of registered items. Put the exchange rules on an information board so volunteers do not have to explain them repeatedly.
For drinks, allow two to three servings per person during the first hour. Provide enough reusable cups and coffee cups for one full round, then set up a washing or collection point so used cups do not pile up at the reception desk.
Check electricity and weather 24 hours before opening if you use kettles, coffee machines, speakers or outdoor tents. Bring extension cords and power strips only where they can be kept dry and secured away from walkways.

Frequently asked questions

What do I need to bring to a plant swap market?: Bring plants in transportable containers, clearly written plant labels and any required exchange vouchers. For the market setup, prepare plant tables, crates, information boards, directional arrows and a reception desk. Pack drinks and serving equipment separately so they are ready without blocking the swap zone.
How many plant tables do I need for a plant swap?: Allow roughly one plant table for every 15–20 participants. Add one or two extra surfaces when many people are bringing cuttings, small pots or plants that need to stay upright. Keep at least one clear route between the tables.
How many labels and vouchers should I print for a plant swap market?: Prepare one label for every expected plant or bundle and print at least 10% extra. Print one voucher for each accepted exchange item, plus another 10% for late additions or damaged vouchers. Store the spares at the reception desk.
When should I prepare the shopping list for a plant swap market?: Check furniture, plant pots and electrical equipment at least one week before the market. Buy disposable or consumable supplies after registrations close, then do a final count 24 hours before opening so drinks, cups, labels and vouchers are not short.

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