Shrub planting campaign checklist

A shrub planting campaign needs more than shrubs and spades. Confirm the planting site and permission first, then reserve materials, recruit volunteers and prepare the layout, tools and safety equipment. On the day, allow time to mark planting beds, set up registration, brief the group and divide volunteers into planting teams. This checklist keeps the work in the right order, including the details that are easy to arrange too late.

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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 planting location
Arrange permission for plants
Make reservations for materials
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Check the weather forecast
Print the plant layout and route map
Pick up shrubs and potting soil
3 people
Check tools
2 people
Do the shopping
2 people
Prepare food
3 people
Bring materials to the venue
3 people
Mark planting beds
3 people
Set up tables and chairs
3 people
Build party tents
4 people
Lay out tools
2 people
Put up the information board
2 people
Chill drinks
2 people
Set up the registration table
2 people
Prepare safety briefing

Event

Welcome volunteers
3 people
Give safety instructions
2 people
Divide the plant groups
2 people
Mark out planting holes
4 people
Distribute bushes
4 people
Plant shrubs
12 people
Water shrubs
4 people
Refill drinks
2 people
Serve snacks
3 people
Serve the meal
4 people
Collect waste and empty packaging
2 people
Check the final plant beds
3 people
Collect tools
3 people

Aftercare

Make the venue clean and safe
5 people
Wash dishes
2 people
Take down tables and chairs
3 people
Take down party tents
4 people
Return materials
3 people
Return borrowed materials
2 people
Care for remaining plants
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 40
Beer table setsqty 4
Registration desk

Tools

Shovelsqty 12
Scoopsqty 8
Rakesqty 6
Hoesqty 6
Wheelbarrowsqty 4
Glovesqty 50
Watering canqty 6
Garden hosesqty 2
Measuring tapesqty 3
Rubber malletsqty 3

Plant material

Plant stakesqty 30
Tie strapqty 2
Plant labelsqty 60
Plant plan boardsqty 3

Safety

Safety vestsqty 10
Safety gogglesqty 12
First aid kit
Barrier tapeqty 2
Warning signsqty 4

Equipment

Coolersqty 3
Extension cordsqty 3

Lighting

Work lightsqty 4
String lightsqty 4

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 8

Cleaning

Waste binsqty 4
Bucketsqty 4
Broomsqty 3

Decorations

Information board
Directional signsqty 6

Catering

Groceries

Tips

Confirm the planting location and permission before inviting volunteers. You need the approved site, planting area and access arrangements before ordering shrubs or printing the route map.
Assign volunteer groups before the event and match each group with a clear planting area. Print the plant layout and route map so teams do not have to wait for instructions at the registration table.
Check every tool before collection day, including shovels, scoops, rakes, hoes, wheelbarrows, gloves and watering equipment. Allow at least 30 minutes for this check so missing or damaged items can be replaced.
Put safety equipment where volunteers can collect it before planting starts. Prepare safety vests, goggles, barrier tape, warning signs and the first aid kit, then give the safety briefing before groups move to the beds.
Plan the final setup as carefully as the planting. Bring shrubs and potting soil to the venue, mark the planting beds, set up tents and tables, chill drinks, and prepare food before volunteers arrive so registration does not become a bottleneck.

Frequently asked questions

How far in advance should I organise a shrub planting campaign?: Start at least 4 weeks before the planting day. Use the first week to confirm the site and permission, then arrange materials, invite volunteers and complete the layout and safety planning.
How many volunteers do I need for a shrub planting campaign?: Base the number on the planting area and available tools, then divide volunteers into small planting groups. Assign one person to registration and one briefing lead before distributing the remaining volunteers across the marked beds.
When should I check the weather forecast for shrub planting?: Check it 7 days before the campaign and again 24 hours before it starts. Use the final check to confirm whether tents, watering arrangements, clothing guidance or a postponement plan are needed.
What should I prepare the day before shrub planting?: Pick up the shrubs and potting soil, check the tools, print the plant layout and route map, and bring materials to the venue if access allows. Also prepare food, chill drinks and set aside the safety equipment so setup can begin immediately.

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