Planting day checklist: what to organise and when

A planting day runs smoothly when the ground plan, deliveries and volunteer rota are ready before anyone picks up a shovel. Start by confirming the date and location, checking the planting beds and creating a clear plant list. Arrange permission for groundworks early, then order plants, soil and compost with enough time for delivery. In the final week, confirm registrations, check the forecast and prepare tools, refreshments and marked planting areas.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Inventory planting beds
2 people
Create planting plan
2 people
Compile plant list
2 people
Arrange permission for groundworks
Reserve work materials
Estimate food and drink needs
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Order plant delivery
Order soil and compost
Request waste collection
Check the weather forecast
Print participant list
Collect materials
2 people
Check plants
2 people
Water plants temporarily
2 people
Do the shopping
2 people
Fill coolers
2 people
Prepare coffee and tea
2 people
Prepare vegetables and bread
3 people
Set up worktables
2 people
Mark planting beds
2 people
Lay out tools
2 people
Prepare safety equipment
Set up the info point
2 people
Place signs and direction arrows
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Hand out work gloves
2 people
Give safety instructions
2 people
Explain planting beds
3 people
Remove weeds
8 people
Loosen the soil
8 people
Distribute compost
5 people
Distribute plants
3 people
Mark out planting holes
4 people
Plant in the ground
12 people
Pack down plants
6 people
Water new plantings
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Set out snacks
2 people
Serve snacks
2 people
Light the barbecue
2 people
Prepare barbecue dishes
4 people
Serve barbecue
4 people
Serve vegetarian options
2 people
Separate waste
2 people
Collect tools
3 people
Water the last plants
3 people
Handle thank-you moment
2 people
Cover leftovers securely
2 people

Aftercare

Clear tables
3 people
Wash dishes
3 people
Safely extinguish barbecue
2 people
Collect waste
3 people
Clean the venue
4 people
Dismantle furniture
4 people
Remove signs and arrows
2 people
Clean tools
3 people
Return borrowed equipment
2 people
Care for remaining plants
2 people
Take waste to the collection point
2 people
Check the planting beds
2 people
Water the new plantings again
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
High tablesqty 4
Workbenchesqty 4
Tableclothsqty 8

Gardening equipment

Shovelsqty 12
Scoopsqty 10
Rakesqty 8
Hoesqty 6
Hand shovelsqty 12
Hand rakesqty 8
Pruning shearsqty 6
Wheelbarrowsqty 4
Bucketsqty 12
Watering canqty 6
Garden hosesqty 2
Spray nozzlesqty 2
Plant labelsqty 80
Plant stakesqty 40
Binding twineqty 3
Weed matsqty 4
Garden waste bagsqty 30
Potting soilqty 20
Compostqty 15
Tree barkqty 10
Perennial plantsqty 80
Shrubsqty 20
Herb plantsqty 30

Safety

Work glovesqty 40
Safety gogglesqty 12
Reflective vestsqty 8
First aid kit
Bandagesqty 2
Hand sanitizerqty 4

Equipment

Cordless drill driversqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Welcome signsqty 2
Route arrowsqty 8
Info boardsqty 4
Chalkboardsqty 3

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 8
Coffee cupsqty 40

Kitchen

Barbecueqty 2
Barbecue tongsqty 4
Cutting boardsqty 4
Knivesqty 6
Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2

Cleaning

Waste binsqty 6
Waste sorting bagsqty 30
Cleaning spongesqty 6
Washing-up tubsqty 3

Catering

Groceries

Tips

Confirm access and permission before ordering materials. Groundwork approval, delivery access and waste collection can take several days, so settle these details before the final week.
Build the volunteer rota around the planting plan, not just the headcount. Assign people to marking beds, moving materials, planting, watering and refreshments so every job has cover.
Check plant deliveries as soon as they arrive. Count the plants, compare them with the list, inspect their condition and keep them watered temporarily if planting cannot start the same day.
Prepare the work area before participants arrive. Set up worktables, mark each planting bed and place shovels, hand tools, gloves, buckets and wheelbarrows where teams can reach them without crossing the planting areas.
Plan food and drinks for the actual schedule. Prepare coffee and tea before the start, fill the coolers in advance and keep dietary requirements with the participant list rather than relying on memory.

Frequently asked questions

How far in advance should I organise a planting day?: Confirm the date, location and permission for groundworks at least 4–6 weeks ahead. Order plants, soil and compost as soon as the planting plan is approved, then use the final week for registrations, materials and weather checks.
How do I plan a planting day for volunteers?: Process registrations before the event and assign volunteers to specific tasks at least 3–5 days beforehand. Print the participant list and prepare a short on-site briefing so people know which beds and tools belong to their team.
When should plants, soil and compost be delivered?: Schedule delivery several days before the planting day where possible, allowing time to check quantities and plant condition. If plants arrive early, arrange temporary watering and storage rather than leaving them dry until the event.
What should I prepare on the morning of a planting day?: Set up the worktables, mark the planting beds, place tools and gloves, and prepare coffee, tea and refreshments before participants arrive. Allow at least 60 minutes for setup, plus extra time if deliveries or waste collection are scheduled that morning.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.