What to bring for a plant swap

A plant swap needs more than tables and spare pots. You will need a clear registration point, labelled exchange areas, signs people can follow and enough equipment to keep plants upright and easy to handle. Plan drinks and serving items separately from plant supplies, especially if the swap lasts several hours. This checklist covers the practical purchases and borrowed items that are easy to overlook before guests arrive.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 40
Stoolsqty 6
Tableclothsqty 8
Cratesqty 20
Plantersqty 30
Transport cartsqty 2

Tableware

Reusable cupsqty 60
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Pitcherqty 4
Thermos flasksqty 4

Kitchen

Kettlesqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 4
Watering canqty 4
Plant trowelsqty 6
Work glovesqty 8

Equipment

Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Scalesqty 2
Handheld microphone

Decorations

Information boardsqty 6
Table signsqty 10
Buntingqty 4
Name badge holdersqty 40
Directional signsqty 8

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea selection - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Lemon tea - 1 box
- Spa Blue - 48 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snacks - 3 bags
- Wholegrain crackers - 4 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 2 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 1 kilo
- Carrots - 1 kilo
- Grapes - 2 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mini muffins - 60 pieces
- Cinnamon cookies - 4 packs
- Gluten-free crackers - 2 packs
- Vegan cookies - 2 packs
- Allergen cards - 1 pack
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Hand sanitizer - 3 bottles
- Sponges - 1 pack
- Printing paper - 1 pack
- Ballpoint pens - 20 pieces
- Name stickers - 100 pieces
- Plant labels - 200 pieces
- Waterproof markers - 2 sets
- Color markers - 1 set
- Packing tape - 4 rolls
- Paper tape - 4 rolls
- Rope - 2 rolls
- Cardboard - 20 sheets

Tips

Set up one registration table with name-card holders, plant labels, exchange forms and pens. Prepare at least one label for every plant or cutting expected, plus 10% extra for last-minute additions.
Use crates, planters and transport carts to move plants without carrying them one by one. Allow roughly one crate or planter for every 8–12 small plants, then add a few empty ones for overflow.
For an outdoor swap, arrange party tents before the day and check that tables fit underneath them. Keep at least one dry, shaded exchange zone available for delicate plants and printed materials.
For drinks, prepare around two cups per person for the first hour, then adjust for the event length. Reusable cups, coffee cups, thermos flasks, kettles, a pitcher and coolers should be ready before registration opens.
Do not leave signs and power equipment until setup starts. Pack route signs, arrow boards, information boards, extension cords and power strips together at least one day before the plant swap.

Frequently asked questions

What do I need for a plant swap?: Bring tables, chairs or stools, crates or planters, plant labels, exchange forms, name-card holders and clear information signs. For refreshments, plan reusable cups, coffee cups, thermos flasks, kettles, a pitcher and coolers. Plant handling is easier with watering cans, small plant trowels and transport carts.
How many tables do I need for a plant swap?: Plan one table for registration and one table for each separate exchange zone. For a small swap, 3–4 tables usually cover registration, plants and information; add one table for every 15–20 expected participants if people need more room to browse.
How many plant labels should I print?: Prepare one label per plant or cutting, plus at least 10% extra. For 80 expected plants, print about 90 labels so late additions and damaged labels do not interrupt the exchange.
When should I prepare the plant swap supplies?: Check borrowed and purchased items 2–3 days before the event, then pack labels, forms, signs and power equipment together the day before. Put drinks and coolers in place on the morning of the swap, before registration begins.

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