Tree Planting Day Checklist

A tree planting day needs more than trees and volunteers. You must secure the site, confirm permissions, reserve planting materials, organise teams and prepare tools before anyone starts digging. On the day itself, clear directions, safety instructions, water and a sensible work-area layout keep the work moving. Use this checklist to plan the event in order, from the first site decision to the final planting hole.

Organize this event for free with Lizzt

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
Determine the planting plan and tree species
2 people
Apply for permits and approval
Reserve trees and planting material
Invite volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Create volunteer schedule
2 people
Send route and parking information
Check the weather forecast
Check trees and tools
2 people
Do the shopping
2 people
Chill drinks
2 people
Bring trees to the venue
3 people
Mark out work areas and planting points
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Place information signs
2 people
Prepare tools by work area
3 people
Set up the catering buffet
3 people
Set up the reception desk
2 people

Event

Welcome volunteers
3 people
Give safety instructions
2 people
Guide work teams to the planting areas
4 people
Dig planting holes
12 people
Plant and compact trees
12 people
Install tree stakes and ties
6 people
Water the trees
4 people
Check work areas
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve the meal and snacks
4 people
Guide the thank-you moment
2 people
Sort waste during the event
2 people

Aftercare

Gather tools
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes and kitchen equipment
3 people
Clean the grounds
6 people
Take waste to the collection point
2 people
Store materials dry
3 people
Return borrowed items
2 people
Check the venue site
2 people
Water new trees
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 6
Folding chairqty 60
Beer tableqty 4
Waste binqty 6

Tools

Spadeqty 12
Scoopqty 8
Augerqty 4
Wheelbarrowqty 4
Rakeqty 6
Pruning shearsqty 4
Rubber malletqty 6
Spirit levelqty 3
Measuring tapeqty 4
Jerrycanqty 8
Garden hoseqty 2
Watering canqty 10

Equipment

Cool boxqty 4
Kettleqty 2
Coffee makerqty 2
Extension cordqty 4
Power stripqty 3

Lighting

LED work lightqty 4
String lightsqty 6

Tableware

Reusable plateqty 70
Reusable cupqty 100
Cutlery setqty 70
Serving spoonqty 8

Kitchen

Cutting boardqty 4
Chef's knifeqty 4
Thermosqty 6
Cool crateqty 4

Safety

Work gloveqty 60
Safety gogglesqty 20
Rain ponchoqty 20
Basic first aid kitqty 2

Decorations

Welcome sign
Information boardqty 4
Arrow signqty 6

Cleaning

Bucketqty 6
Dishpanqty 3
Hand brush and dustpanqty 4

Catering

Groceries

Tips

Confirm the planting location and approval early enough to allow time for permit processing, site access arrangements and any changes requested by the landowner or authorities.
Create the planting plan before reserving trees. Record the species, planting points and work areas so volunteers know where to go and the right trees and materials arrive at the venue.
Plan volunteer capacity by work area rather than only counting total registrations. Prepare a rota with team leads, reception cover and enough people to guide groups from the welcome desk to the planting areas.
Check tools and trees before transport, not when volunteers arrive. Group spades, scoops, augers, wheelbarrows, rakes and watering equipment by work area, and bring extension cords or work lights if setup continues after dark.
Send route, parking and clothing information before the event, then check the forecast again on the day. Set up tents, signs, reception, refreshments and water before the safety briefing starts.

Frequently asked questions

How far in advance should I plan a tree planting day?: Start planning at least 8 to 12 weeks ahead. This gives you time to confirm the site, obtain approval, reserve trees and planting materials, recruit volunteers and prepare the work plan.
How many volunteers do I need for a tree planting day?: Base the number on the number of planting points and available tools, then divide volunteers into work teams. Allow at least one coordinator or team lead per work area, plus people for reception, refreshments and route guidance.
What should volunteers bring to a tree planting day?: Tell volunteers to wear sturdy, weather-appropriate clothing and footwear, and to bring gloves if they have them. Send route and parking details at least 3 to 5 days before the event so late arrivals do not disrupt the safety briefing.
How early should the site be set up on planting day?: Allow at least 2 to 3 hours before volunteer arrival for unloading trees, marking planting points, arranging tools, building tents, placing signs and setting up refreshments. Complete the safety and reception areas before the first group checks in.

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.