What you need for a plant swap market
A plant swap market needs more than plants and tables. You will need a clear exchange desk, labels, trays and basic gardening supplies so participants can display, identify and move plants safely. Plan refreshments separately, including cups, mugs and serving equipment for coffee and tea. Check power before buying or borrowing coffee machines, kettles, lights and extension cords, especially if the market uses tents or an outdoor venue.
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
- Coffee - 4 packs
- Tea - 3 boxes
- Decaf coffee - 1 pack
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Lemons - 8 pieces
- Herbal tea - 2 boxes
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Grape juice - 2 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla chips - 3 bags
- Salted peanuts - 2 bags
- Mini pretzels - 2 bags
- Biscuits - 6 packs
- Wholegrain crackers - 4 packs
- Hummus - 4 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 6 tubs
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Allergy-free cookies - 3 packs
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Hand soap - 3 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand sanitizer - 3 bottles
- Trash bags - 40 pieces
- Freezer bags - 2 boxes
Tips
- Prepare at least one plant label and permanent marker for each display area, plus extras for plants added on the day. Unlabelled cuttings and pots are easy to mix up once trading starts.
- Use plant trays and plastic crates to group small pots and carry them without knocking them over. Keep several empty crates at the exchange desk for plants waiting to be collected.
- Count reusable cups, coffee mugs, plates and cutlery against your expected attendance, then add around 10% extra. A busy first hour can use more serving items than the quieter end of the market.
- Check the venue’s available sockets before setting up coffee machines, kettles, LED lamps and string lights. Use extension cords and power strips only where they can be kept clear of walkways and damp ground.
- Buy or borrow waste bins before setup day, not after the refreshments are served. Place them near the coffee area and exit, and keep spare bags with the cleaning supplies.
Frequently asked questions
- What do I need for a plant swap market?
- Bring plant tables, foldable tables, crates, trays, labels, markers and an exchange desk setup. Add hand scoops, gloves, watering equipment and potting soil trays if plants will be divided or repotted. For refreshments, plan cups, mugs, serving jugs and coffee or tea equipment.
- How many plant labels do I need for a plant swap?
- Prepare at least one label for every plant or plant grouping, plus 10–20% spare labels. Keep permanent markers at the display and exchange areas so participants can correct or add information during the market.
- How much coffee equipment is needed for a plant swap market?
- For a small market, one coffee machine and one kettle may be enough; larger groups may need two preparation points to avoid queues. Provide roughly 10% more cups and mugs than the number of expected participants, and check the available power beforehand.
- What should I buy for an outdoor plant swap market?
- Plan party tents, tables, tablecloths, plant stands, LED lamps and clearly protected power cables. Add waste bins and crates, and prepare for wet ground by keeping plants and electrical equipment off the floor. Set up the tents and power layout before participants arrive.
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