Tree Planting Day Checklist

A tree planting day depends on more than having trees and shovels ready. Before volunteers arrive, you need permission, a planting layout, suitable tools, delivery timing, access information and a clear work schedule. Plan food, drinks and restrooms for the full group, then prepare the site and planting holes before the event. This checklist puts those arrangements in a practical order, including the details that are often left until the last minute.

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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

Inspect venue site
2 people
Determine the planting plan and tree species
3 people
Request permission for planting
Check permits and notifications
Order trees and planting materials
2 people
Confirm tree delivery
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Calculate food and drink quantities
2 people
Plan catering and groceries
2 people
Arrange waste collection
Reserve restroom facilities
Inventory tools
2 people
Reserve Missing Tools
Create volunteer schedule
2 people
Prepare planting instructions
2 people
Share route and parking information
Check the weather forecast
Confirm backup weather plan
2 people
Store trees temporarily
3 people
Mark out planting beds
3 people
Pre-treat the planting holes
4 people
Do the shopping
3 people
Chill drinks
2 people
Set out tableware and tools
2 people
Print participant list
Share volunteer contact details

Event

Mark off the venue
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the information desk
2 people
Distribute tools per planting bed
4 people
Bring trees to planting beds
5 people
Set up the coffee and tea station
2 people
Set up lunch buffet
4 people
Post safety instructions
2 people
Staff the registration desk
2 people
Register participants
2 people
Deliver the welcome speech
Give planting instructions
2 people
Match volunteers to planting beds
3 people
Lead tree planting
8 people
Check planting depth
3 people
Install tree stakes and ties
4 people
Water trees immediately
4 people
Issue tools safely
2 people
Collect tools
2 people
Refill the handwashing station
Serve coffee and tea
2 people
Refill drinks
2 people
Serve lunch buffet
4 people
Mark vegetarian portions
Turn on evening lighting
2 people
Present trees and planting beds
2 people
Thank participants
Empty waste stations
2 people
Collect used dishes
2 people

Aftercare

Take down tables and chairs
4 people
Take down party tents
4 people
Collect leftover materials
3 people
Wash dishes
3 people
Clean the venue
4 people
Take waste to the collection point
2 people
Clean tools
3 people
Return tools
2 people
Store reusable materials
2 people
Return rented materials
2 people
Inspect new trees
2 people
Water planting beds again
3 people
Send thank-you message to participants
Schedule tree maintenance
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Beer table setsqty 4
Information desk
Blanketsqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

LED light stringsqty 6
Work lightsqty 4

Plant material

Treesqty 20
Tree stakesqty 40
Tree strapsqty 20
Compostqty 20
Tree barkqty 10
Pitchersqty 8
Water hosesqty 3

Tools

Shovelsqty 12
Scoopsqty 8
Rakesqty 6
Hoesqty 6
Wheelbarrowsqty 4
Bucketsqty 10
Work glovesqty 60
Pruning shearsqty 4

Safety

Safety gogglesqty 12
Safety vestsqty 12
First aid kitsqty 2
Crowd control barriersqty 8
Warning signsqty 6

Decorations

Information boardsqty 6
Direction arrowsqty 10
Name stickersqty 80
Markersqty 12

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 60
Serving spoonsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 10
Water jugsqty 6

Cleaning

Washing-up tubsqty 4
Spongesqty 12
Cleaning bucketsqty 4
Broom setsqty 3

Catering

Groceries

Tips

Confirm permission, permits and any required notifications before ordering trees. Approval can take several weeks, and the planting plan may need to show the species, number of trees and exact planting areas.
Inspect the site early and mark the planting beds before delivery day. Check vehicle access, temporary tree storage, water points, power needs and whether the ground can be worked safely after rain.
Match the volunteer schedule to the work rather than assigning everyone to planting. Set up an information desk, tool issue point, safety briefing and separate teams for planting, watering, refreshments and waste.
Prepare one clear route and parking message at least 3 days before the event. Include the meeting point, arrival time, clothing advice, restroom location and what volunteers should do if they arrive late.
Check the forecast 48 hours before planting and confirm the backup plan. Tents, blankets, work lights, water hoses and temporary storage need to be ready before the first delivery or volunteer arrival, not during setup.

Frequently asked questions

How far in advance should I plan a tree planting day?: Start at least 6 to 8 weeks ahead. Use that time to inspect the site, request permission, check permits, order trees and materials, recruit volunteers and reserve facilities.
How many tools do I need for a tree planting day?: Plan one suitable digging tool for every 2 to 3 volunteers working at the same time, plus shared wheelbarrows, buckets, hoses and rakes. Inventory the tools at least 2 weeks before the event so missing equipment can still be reserved.
When should trees be delivered for a planting event?: Arrange delivery as close to planting as possible, preferably within 24 to 48 hours. Confirm a shaded temporary storage area, watering arrangements and a person responsible for checking the delivery on arrival.
How much food and drink should I provide for volunteers?: Count registered volunteers and add about 10% for late arrivals and helpers. For the first hour, allow 2 to 3 drinks per person, then provide water, hot drinks and food for the expected duration of the work.

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.