What to Bring to a Plant Swap Market

A plant swap market needs more than tables for displaying plants. You will need crates, plant labels, table covers and a clear registration point, plus coffee equipment and reusable serving items for visitors. Plan power supplies for coffee machines and lighting before setup day. This shopping list also covers signs, waste collection and cleaning materials, so volunteers can keep the exchange running without last-minute trips to the store.

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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
- Coffee - 3 packs
- Tea bags - 100 pieces
- Decaf coffee - 1 pack
- Granulated sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Grape juice - 2 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 3 bags
- Hummus - 6 tubs
- Cucumber - 6 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mini wraps - 60 pieces
- Herb cheese - 4 tubs
- Young cheese - 2 kilos
- Vegetarian wraps - 30 pieces
- Raisin buns - 40 pieces
- Mini muffins - 60 pieces
- Cookies - 6 packs
- Honey - 1 jar
- Lemons - 10 pieces
- Ice cubes - 8 kilos
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Toilet paper - 24 rolls
- All-purpose cleaner - 2 bottles

Tips

Provide at least one plant crate or display container for each main exchange zone, and bring extra labels so every plant can be identified when tables become crowded.
Set aside one registration desk, a supply of name stickers and printed information boards. Keep spare pens and labels at the desk rather than mixing them with the plant displays.
For a coffee and tea station, prepare coffee cups, reusable cups, plates, cutlery sets, serving platters and tongs together. Check that the number of cups covers the busiest serving period, not just the expected headcount.
Test every coffee machine with the extension cords and power strips before doors open. Keep electrical connections away from watering cans, coolers and any wet floor area.
Bring waste bins, washing-up basins and reusable cleaning cloths from the start of setup. Plant markets create soil, leaves and used cups quickly, and late cleanup supplies leave volunteers searching during the exchange.

Frequently asked questions

What supplies do I need for a plant swap market?: Plan for display and registration supplies first: tables, crates for plants, plant labels, table covers, an information board, directional signs and name stickers. Add coffee equipment, serving items, waste bins and cleaning materials if refreshments are provided.
How many tables do I need for a plant swap?: Use at least one table for registration and one table per exchange zone, then add extra tables for high-demand areas. Confirm the final number after registrations close, ideally 3 to 7 days before the market.
What should I bring to label plants at a swap market?: Bring plant labels for every item or lot, plus extras for damaged or missing labels. Keep the labels at the registration desk and check them while setting out the plant crates, at least 60 minutes before opening.
Do I need power supplies for a plant swap market?: Bring extension cords and power strips for coffee machines and LED light strings, and test them before visitors arrive. Allow at least 30 minutes before opening to check cable reach and keep connections dry and out of walkways.

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