Tree Planting Day checklist: what to arrange and when

A Tree Planting Day needs more than trees and shovels. You need permission for the land, a planting plan, confirmed deliveries, volunteer assignments, clear instructions, and a safe route around excavation areas. Work through the planning tasks in order, then use the final week to confirm registrations, dietary requirements, catering, waste collection, and the weather. On the day itself, check that trees are watered, planting holes are marked, tools are ready, and drinks, first aid, and safety equipment are easy to find.

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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

Set the planting location
2 people
Develop the planting plan
2 people
Select soil and trees
2 people
Order trees and shrubs
Arrange permission from the landowner
Check excavation sites
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Create planting instructions
2 people
Share the program and route
Book catering
Arrange waste collection
Check the weather forecast
Inform participants again
Check the shopping list
2 people
Do the shopping
2 people
Receive trees and materials
4 people
Store trees temporarily
3 people
Water the trees
2 people
Mark out planting holes
3 people
Gather tools
2 people
Set out first aid and safety equipment
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare lunch packs
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration table
2 people
Put up info boards
2 people
Distribute tools by team
3 people
Bring trees to planting locations
6 people
Mark off a safe walkway
2 people

Event

Staff the registration desk
2 people
Welcome participants
3 people
Hand out work gloves
2 people
Give safety instructions
2 people
Assemble planting teams
3 people
Give a plant demo
2 people
Dig planting holes
12 people
Place trees in planting holes
10 people
Straighten the trees
6 people
Fill planting holes
12 people
Tie up trees
6 people
Water the trees
6 people
Photograph the planting result
Collect tools
3 people
Guide handwashing
2 people
Set up the buffet
4 people
Serving food
5 people
Refill drinks
2 people
Serve coffee and tea
2 people
Supervise children's activity
3 people
Explain the plant watch
Collect waste separately
2 people
Walk the final round around the trees
3 people
Thank participants
2 people
Turn on lighting
Store leftovers safely
2 people

Aftercare

Clear the buffet
4 people
Bring waste to the collection point
3 people
Wash dishes
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the venue
5 people
Clean tools
3 people
Return tools
2 people
Return rental items
2 people
Store leftover food
2 people
Inspect the trees
2 people
Water trees again
2 people
Record plant data
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Bar stoolsqty 6
Waste binsqty 6

Tableware

Reusable platesqty 70
Reusable cupsqty 100
Coffee cupsqty 60
Cutlery setsqty 70
Serving spoonsqty 8
Coffee potsqty 3
Teapotsqty 2

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Serving plattersqty 10
Serving tongsqty 6
Cut-resistant glovesqty 4
Kettlesqty 2
Thermos flasksqty 6

Equipment

Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 8

Sports equipment

Shovelsqty 12
Scoopsqty 8
Rakesqty 8
Hoesqty 6
Wheelbarrowsqty 6
Pitchersqty 10
Water hosesqty 3
Tree stakesqty 60
Tree stakesqty 60
Tree strapsqty 60
Plantersqty 6
Measuring tapesqty 4
Augersqty 3
Buckets of waterqty 12
Rope rollsqty 4
Work glovesqty 70
Knee padsqty 20
Safety gogglesqty 30
Safety vestsqty 20
Rain barrelsqty 2
Plant labelsqty 70
Waterproof markersqty 10
Measuring rulersqty 4
Wooden hammersqty 6
Garden tool setsqty 10
Bootsqty 20
Rain ponchosqty 30
Picnic blanketsqty 8

Decorations

Route arrowsqty 12
Info boardsqty 4
Chalkboardsqty 3
Tableclothsqty 8
Name stickersqty 80
Buntingqty 6
Markersqty 20
Notepadsqty 10

Cleaning

Broom setsqty 3
Dustpan and brushqty 4
Washing-up tubsqty 4
Hand soap dispensersqty 4
Towel rollsqty 6
Microfiber clothsqty 20
Work bucketsqty 6
Litter pickersqty 4
First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Confirm the planting site and landowner’s permission before ordering trees. Then check excavation sites and mark planting holes so volunteers are not working over buried services or in the wrong locations.
Create one planting plan with tree locations, the route, instructions, and volunteer groups. Share it before the event and bring a printed copy for people who arrive without access to the online version.
Check tree and material deliveries as soon as they arrive. Store trees temporarily in a suitable place and keep them watered; do not leave them waiting in direct sun or without protection.
Assign volunteers before the day and give each group a clear role, such as planting, tool distribution, refreshments, registration, or first aid support. A short briefing at the start prevents repeated questions once planting begins.
Check the forecast again shortly before the event and make a decision about shelter, lighting, clothing, and the program. Set out tents, tables, waste bins, reusable tableware, coolers, and safety equipment before participants arrive.

Frequently asked questions

How far in advance should I organize a Tree Planting Day?: Start planning at least 8 to 12 weeks ahead. Landowner permission, tree orders, catering, invitations, registrations, and volunteer assignments all need time, especially if the planting site has access or safety restrictions.
How many volunteers do I need for a Tree Planting Day?: Plan volunteer groups around the number of planting holes and available tools rather than using one fixed ratio. Assign roles at least 7 days before the event, and keep separate people available for registration, refreshments, safety, and waste collection.
When should trees be delivered for planting day?: Arrange delivery as close to the event as practical, ideally within 1 to 3 days beforehand. Check the trees and materials on arrival, store them temporarily in a suitable location, and water the trees as needed until planting.
What should I do if the weather forecast is bad?: Check the forecast 48 hours before the event and again on the morning itself. Decide by the previous day whether tents, extra lighting, route changes, clothing guidance, or postponement communication are needed.

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.