Seed Swap Fair Checklist

A seed swap fair needs more than tables of labelled packets. You need time to collect seed details, explain exchange rules, organise volunteers and make it easy for visitors to find the right category. Start with the date, venue and room layout, then handle registrations and seed information before buying supplies. This checklist takes you from the first planning decisions through venue opening, table setup and preparing seeds and trays for visitors.

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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
Work out the room layout
2 people
Design invitations
Send invitations
2 people
Post promotion online
Hang promotional posters
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Confirm registrations
Collect seed information
2 people
Set exchange rules
2 people
Define seed categories
2 people
Prepare name badges
2 people
Print information signs
Do the shopping
2 people
Collect materials
2 people
Sort seeds
3 people
Chill drinks
Open venue
2 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
3 people
Arrange seed tables
4 people
Prepare seeds and trays
4 people
Place information signs
2 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Brief volunteers
2 people

Event

Welcome visitors
3 people
Register visitors
2 people
Explain the exchange rules
2 people
Lead the seed swap
4 people
Answer seed questions
2 people
Serve coffee and tea
2 people
Refill snacks
Refill drinks
Empty trash bins
Register leftover seeds
2 people
Lead the final exchange round
3 people
Wave goodbye to visitors
2 people

Aftercare

Safely package seeds
3 people
Dismantle tables and chairs
4 people
Wash dishes
2 people
Sort waste
2 people
Clean the room
3 people
Pack up materials
3 people
Lock up the venue
2 people
Return rental items
2 people
Store leftover seeds
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
High tablesqty 2
Clothing coversqty 8

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 8
Pitcherqty 3

Organization

Seed traysqty 80
Paper seed packetsqty 250
Labelsqty 300
Permanent markersqty 20
Ballpoint pensqty 30
Notepadsqty 10
Clipboardsqty 4
Cash register or cash box
Name badgesqty 80
Presentation foldersqty 6
Scissorsqty 6
Rolls of tapeqty 6
Cratesqty 12

Decorations

Information boardsqty 8
Directional signsqty 6
Tableclothsqty 8

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 3
Hand broomsqty 2
Trash bag holdersqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4
Handheld microphone

Catering

Groceries

Tips

Set the exchange rules before collecting seed information. Decide what details each contribution needs—such as plant name, harvest year or growing notes—so labels and paper seed packets are consistent.
Create the room layout before confirming furniture. Allow space for seed tables, high tables, chairs, refreshments and clear directional signs; check that visitors can move between categories without blocking the entrance.
Close registrations early enough to prepare properly. Aim to confirm attendance and dietary requirements at least 5 days before the fair, then assign volunteers based on the expected number of visitors.
Sort seeds before event day, not while guests arrive. Use seed trays, labels, permanent markers and crates to separate categories, and keep spare packets and pens at the information table.
Plan the first 30 minutes of setup in detail. Open the venue, check the room, cover tables, place signs and name badges, then arrange seed trays before chilling drinks and setting out cups, glasses and serving items.

Frequently asked questions

How far in advance should I plan a seed swap fair?: Start planning at least 4 weeks before the fair. Confirm the date and location first, then allow 2 weeks for invitations, registrations and collecting seed information.
How many volunteers do I need for a seed swap fair?: Plan for at least 1 volunteer for registration and welcome, 1 for refreshments, and 1 person supervising the seed tables for every 25 to 30 visitors. Add a setup team of 2 to 3 people for the venue opening.
When should I sort and label seeds for a seed swap?: Sort and label the seeds 1 to 3 days before the event. Leave the final day for checking missing information, printing signs and packing trays rather than doing the whole sorting job at the venue.
What should I prepare on the day of a seed swap fair?: Arrive 60 to 90 minutes before opening. Check the venue, set up tables and chairs, arrange the seed trays and signs, prepare name badges, and put out drinks and serving items before visitors arrive.

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