Tree Planting Day Checklist

A tree planting day needs more planning than ordering trees and handing out shovels. You need a confirmed site, the right permit, a delivery plan, marked planting locations, enough volunteers, and a safe way to move people and materials around the site. This checklist covers the work from invitations and registrations through tool checks, temporary tree storage, site setup, planting, and refreshments. Use it to see what must be arranged early and what can wait until the final day.

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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

Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm the venue booking
Check the permit
Order trees and shrubs
Assign volunteers
2 people
Prepare safety plan
2 people
Confirm tree delivery
Determine route and parking lane
2 people
Check the weather forecast
Do the shopping
3 people
Inspect tools
2 people
Mark planting locations
3 people
Print attendance list
Confirm participants
2 people
Store trees temporarily
3 people
Keep plant roots moist
2 people
Chill drinks
2 people
Collect materials
3 people

Event

Load transport
4 people
Securely cordon off the site
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Place information signs
2 people
Lay out tools
3 people
Set up the reception table
2 people
Set up the catering table
3 people
Distribute plant material
4 people
Register participants
3 people
Give welcome briefing
2 people
Give safety instructions
2 people
Give a plant demo
2 people
Hand out the tools
3 people
Guide the plant groups
8 people
Check planting depth
3 people
Attach tree stakes
4 people
Water trees immediately
4 people
Serve drinks and coffee
3 people
Serve snacks and sandwiches
4 people
Refill drinks
2 people
Collect waste along the way
2 people
Inform participants about aftercare
2 people
Carry out the final site check
3 people
Collect tools
3 people

Aftercare

Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds
5 people
Take waste to the collection point
2 people
Remove plates and ribbons
2 people
Return materials
3 people
Return borrowed tools
2 people
Clear away leftover food
2 people
Water young trees again
3 people
Replace damaged tree stakes
2 people
Check planting locations
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 70
Beer tablesqty 4
Reception folding table

Tools

Shovelsqty 20
Scoopsqty 12
Rakesqty 8
Hoesqty 8
Wheelbarrowsqty 6
Augersqty 2
Hammerqty 6
Pruning shearsqty 6
Measuring tapesqty 4
Watering canqty 10
Water hosesqty 2
Jerry cansqty 8
Work glovesqty 70
Wheelbarrow matsqty 4

Plant material

Young treesqty 30
Tree stakesqty 30
Tree strapsqty 30
Compostqty 20
Tree barkqty 12
Root clothqty 2
Plant labelsqty 40
Tie wireqty 3

Safety

First aid kitsqty 2
Safety gogglesqty 20
Safety vestsqty 12
Crowd control barriersqty 8
Barrier tapeqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 70
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Pliersqty 4

Decorations

Welcome sign
Information boardsqty 4
Route arrowsqty 8
Chalkboardsqty 3

Lighting

LED light stringsqty 6
LED lanternsqty 8

Equipment

Megaphone
Mobile phoneqty 2

Cleaning

Bucketsqty 6
Broom setsqty 4
Trash binsqty 6
Litter pickersqty 4

Catering

Groceries

Tips

Confirm the venue, permit, access route, and parking lane before inviting people. Participants need clear arrival instructions, while the delivery vehicle needs enough room to unload trees and materials safely.
Order young trees and shrubs early enough to confirm the delivery date. If the trees arrive before planting day, keep the roots covered and moist, and arrange temporary storage out of direct sun and strong wind.
Assign volunteers to specific jobs rather than treating everyone as a general helper. You need people for registration, tool distribution, planting locations, water, safety, refreshments, and directing vehicles.
Inspect shovels, scoops, rakes, hoes, wheelbarrows, augers, measuring tapes, watering cans, hoses, and jerry cans before loading transport. Count gloves, safety vests, goggles, first aid kits, tree stakes, straps, labels, and tie wire as well.
Check the weather forecast shortly before the event and make a clear decision point for postponement or site changes. Set up cordons, information signs, tables, chairs, and party tents only after the safe working area and planting route have been established.

Frequently asked questions

How far in advance should I organize a tree planting day?: Start planning at least 6 to 8 weeks ahead. Use that time to confirm the site and permit, order trees, invite participants, process registrations, assign volunteers, and prepare the safety plan.
How many volunteers do I need for a tree planting day?: Plan roughly 4 to 6 volunteers per planting team, plus separate people for registration, safety, water, tools, and refreshments. Add at least 2 coordinators so planting teams can keep working while questions and deliveries are handled.
What should I do if the trees arrive before planting day?: Arrange temporary storage immediately and keep the roots moist throughout the waiting period. Check the delivery on arrival and keep the trees protected from direct sun, drying wind, and damage until they can be planted.
When should I check the weather for a tree planting day?: Check the forecast 5 to 7 days before the event and again the day before. Use the final check to confirm whether the site is safe, whether access routes remain usable, and whether tents, water, clothing, or a postponement plan need changing.

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.