Tiny Forest Planting Day checklist

A Tiny Forest Planting Day needs more coordination than simply bringing trees to a site. Confirm the location, permissions and materials first, then organise registrations, dietary needs and volunteer roles. In the final week, check the planting plan, weather, tools and chilled food. On the day, people need clear access, marked planting beds, a quick safety briefing and plant demonstrations before work begins. Use this checklist to keep preparation in the right order and avoid last-minute gaps.

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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 location and date
Check required permissions
Make material reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign tasks to volunteers
2 people
Create the planting plan and mark the plots
2 people
Check the weather forecast
Do the shopping
2 people
Collect plant materials
2 people
Check tools
2 people
Store food and drinks chilled
2 people
Print participant list and badges

Event

Check location and access
2 people
Set up barriers and signage
2 people
Set up party tents and tables
4 people
Set up reception and information desk
2 people
Set out tools by planting bed
4 people
Distribute plant material per section
4 people
Set out coffee and tea
2 people
Staff the registration table
2 people
Receive participants
3 people
Give safety instructions
2 people
Give a plant demo
2 people
Support the plant beds
8 people
Plant trees and shrubs
30 people
Press the soil around plants
6 people
Water the plants
6 people
Collect tools
3 people
Refill drinks
2 people
Serve snacks and soup
4 people
Collect waste during the program
2 people
Give the thank-you speech and arrange the group photo
2 people

Aftercare

Clear away food and drinks
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Clean tools
3 people
Sort and remove waste
3 people
Leave the venue clean
4 people
Wash reusable tableware
3 people
Transport materials to storage
3 people
Return borrowed equipment
2 people
Water young plants 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 30
Picnic benchesqty 4
Tableclothsqty 8

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 80
Reusable soup bowlsqty 70
Reusable platesqty 70
Reusable cutleryqty 80
Serving spoonsqty 6

Kitchen

Soup kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 3
Serving traysqty 6

Tools

Shovelsqty 20
Scoopsqty 12
Rakesqty 8
Wheelbarrowsqty 4
Bucketsqty 12
Watering canqty 8
Work glovesqty 40
Measuring tapesqty 4
Wooden plant stakesqty 20

Plant material

Tree and shrub saplingsqty 100
Forest plantsqty 180
Compostqty 3
Wood chipsqty 10

Safety

First aid kitsqty 2
Safety gogglesqty 20
Work jacketsqty 10
Traffic conesqty 12
Barrier tapeqty 4

Decorations

Info boardsqty 6
Directional signsqty 8
Name stickersqty 80

Cleaning

Waste binsqty 6
Washing-up basinsqty 3
Dustpans and brushesqty 3
Mopsqty 3

Catering

Groceries

Tips

Finish the planting plan and mark each plot before volunteers arrive. Divide the saplings and other plant material by section, and place shovels, scoops, rakes, wheelbarrows and buckets at the relevant planting beds.
Check permissions and site access early, especially if the planting area borders a road, school or public path. Put up barriers and signs before registration starts so participants can find the entrance safely.
Assign volunteer leads to registration, each planting section, refreshments and first-line questions. Print the participant list and badges before the event rather than relying on a phone signal at the site.
Do a complete tool check at least one day before planting. Count work gloves, measuring tapes, wooden stakes and watering cans, and test kettles, coffee machines, extension cords and LED lamps if the day may run into low light.
Plan the welcome before the first spade goes into the ground. Set up the information desk, coffee and tea, then give safety instructions and a short plant demonstration so everyone knows how to handle saplings and tools.

Frequently asked questions

How far in advance should I plan a Tiny Forest Planting Day?: Start at least 6 to 8 weeks ahead. Use that time to confirm the date and location, check permissions, reserve materials, send invitations and process registrations. Complete the final weather and tool checks during the week before the event.
How many volunteers do I need for a Tiny Forest Planting Day?: The number depends on the planting area and the number of saplings, but assign one named lead to registration, refreshments and each planting section. Finalise these roles at least 1 week before the day so every bed has supervision from the start.
When should I check the weather for a Tiny Forest Planting Day?: Check the forecast 7 days before the event for planning, then check again 24 hours before setup. Use the final check to confirm clothing and site access, and to decide whether tents, tables and extra lighting need repositioning.
What should be ready before participants arrive?: Set up barriers and signs, the reception desk, party tents, tables and refreshments before registration opens. Tools should already be placed by planting bed, plant material divided per section, and the safety briefing and plant demonstration ready to give.

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