What you need for a shrub planting campaign

A shrub planting campaign needs more than shrubs and soil. You’ll need enough tools for each planting group, clear safety equipment, labelled plants, and a practical setup for registration, briefings and breaks. Plan transport for bulky items such as wheelbarrows, tables and party tents, and check that hoses or watering cans can reach the planting beds. This shopping list helps you prepare the materials before volunteers arrive, rather than discovering missing items during planting.

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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
- Native shrub mix - 60 pieces
- Potting soil - 20 bags
- Compost - 10 bags
- Tree bark - 8 bags
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee biscuits - 6 packs
- Spa Blauw - 6 crates
- Spa Rood - 2 crates
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Lemonade syrup - 2 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Hummus - 8 tubs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Vegetarian spread - 8 tubs
- Arugula - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 4 bags
- Apples - 6 kilogram
- Bananas - 5 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Napkins - 6 packs
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Sponges - 2 packs
- Hand soap - 3 bottles
- Toilet paper - 2 packs

Tips

Plan tools by planting group, not just by volunteer count. Each group should have access to a shovel, scoop, rake, hoe, gloves, measuring tape and a wheelbarrow where needed.
Bring extra protective equipment for late registrations and damaged items. Having two or three spare pairs of gloves and safety glasses is more useful than ordering exactly one set per person.
Label shrubs before distribution so volunteers can match them to the plant plan. Prepare plant stakes, tie straps and labels before loading the materials for transport.
Check watering capacity before the event day. Count the available watering cans and confirm that garden hoses reach every planting bed; otherwise, arrange additional water containers in advance.
Keep registration, safety instructions and refreshments separate from the work area. Set up the registration desk, information board, first aid kit and coolers before tools are laid out.

Frequently asked questions

What tools do I need for a shrub planting campaign?: For each planting group, provide shovels, scoops, rakes, hoes, gloves and measuring tapes. Add at least one wheelbarrow and watering option per group where the planting site is large or spread out. Check all tools at least one day before planting.
How many gloves and safety glasses should I buy?: Plan one pair of gloves and one pair of safety glasses for every person working with soil or tools, plus two or three spare pairs of each for breakage, loss or late arrivals. Keep safety vests available for everyone working near paths, vehicles or deliveries.
What plant materials are needed for shrub planting?: Prepare the shrubs, potting soil, plant stakes, tie straps, plant labels and plant plan boards. Print the layout and route map before the campaign, and organise labels at least one day in advance so plants can be assigned quickly.
What should I bring for volunteers during the planting day?: Bring tables and chairs for registration and breaks, reusable cups, plates, coolers and drinking water, plus food that matches the registered dietary requirements. Set up tents, refreshments and the first aid kit before volunteers arrive, not during the safety briefing.

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