What you need for a plant swap

A plant swap needs more than plants and tables. You need a clear registration point, labelled exchange areas, plant cards, refreshments and enough equipment to keep everything moving. This shopping list covers the practical supplies to buy, borrow or bring, from coffee cups and water jugs to plant racks, extension cords and signage. Check quantities against your expected attendance before shopping, especially for cups, chairs, labels and serving items.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 30
Reception desk
Folding stoolsqty 4
Plant tablesqty 4
Plant racksqty 4
Transport cart

Equipment

Coffee makerqty 2
Kettleqty 2
Coolersqty 3
Power stripsqty 4
Extension cordsqty 4
Handheld microphone

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Small bowlsqty 8
Serving spoonsqty 6

Decorations

Tableclothsqty 10
Plant postersqty 8
Paper garlandsqty 6
Vasesqty 8

Lighting

LED light stringsqty 4
LED lampsqty 6

Catering

Chalkboardsqty 6
Name card holdersqty 40
Plant traysqty 80
Grow potsqty 100
Plant labelsqty 150
Permanent markersqty 20
Trading cardsqty 150
Pensqty 20
Clipboardsqty 6
A4 printing paper
Information boardsqty 6
Crumb vacuumsqty 2
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 4 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still water - 6 bottles
- Sparkling water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Ice cubes - 4 bags
- Stirrers - 100 pieces
- Paper napkins - 4 packs
- Salty sticks - 4 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cucumber - 6 pieces
- Carrots - 3 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Cherry tomatoes - 2 kilos
- Wraps - 4 packs
- Cheese - 2 kilos
- Herb cream cheese - 6 tubs
- Vegan toppings - 6 packages
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand sanitizer - 4 bottles
- Paper towels - 4 packs
- Sponges - 2 packs
- Microfiber cloths - 2 packs

Cleaning

Trash binsqty 4
Waste sorting binsqty 3
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Tips

Set aside one reception desk and enough chairs for your expected attendance, then add a few folding stools for people waiting to register or sort plants.
Prepare one plant label and one trading card for every plant expected, plus at least 10% extra for handwritten corrections, new arrivals or damaged cards.
Plan the coffee station before buying drinks: you will need a coffee maker, kettle, thermos flasks, water jugs, coffee cups and reusable cups in the same service area.
Check power needs at least one day before setup. Count the coffee maker, kettle, LED lights and microphone, then bring enough power strips and extension cords to avoid overloaded outlets.
Bring transport and display equipment that matches the plants you expect. A transport cart, plant tables and plant racks prevent people from carrying plants repeatedly through the venue.

Frequently asked questions

What should I bring to a plant swap?: Bring the plants you want to exchange, along with plant labels or trading cards showing useful details. The event setup also needs tables, plant racks, a registration desk, chairs, refreshments, signage and basic serving equipment.
How many plant labels do I need for a plant swap?: Prepare one label and one trading card per plant, then add at least 10% extra. For 40 expected plants, prepare at least 44 labels and cards so last-minute additions or mistakes do not stop registration.
How many cups do I need for a plant swap?: Plan at least one coffee cup or reusable cup per expected guest, with an extra 10% if the event lasts several hours. For 30 guests, prepare about 33 cups and enough thermos flasks or jugs for refills.
When should I prepare the plant swap supplies?: Finish shopping and collect borrowed equipment at least 2 days before the event. Prepare labels, trading cards and signage the day before, and check tables, power cords, coffee equipment and coolers before opening the venue.

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