Tree planting day checklist

A tree planting day needs more than trees and volunteers. This checklist takes you from checking the site and permit to ordering plants, preparing tools, registering participants and securing the area. Plan deliveries, food and weather arrangements before the final week, then set up clear work and registration zones on the day. The plan covers 43 tasks and 42 items, including young trees, native shrubs, tools, tents and reusable tableware.

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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

Check the plant location
2 people
Check the permit
Order trees and shrubs
Reserve tools
Send invitations
2 people
Process registrations
Collect dietary requirements
Mark out planting beds
3 people
Send directions
Book catering
Prepare name badges
2 people
Do the shopping
2 people
Receive trees and materials
3 people
Check tools
2 people
Chill the groceries
2 people
Bundle plant material
3 people
Check the weather forecast
Secure the site
3 people
Set up tents and tables
5 people
Set up chairs and benches
4 people
Lay out tools
4 people
Set up catering and registration
3 people

Event

Register participants
3 people
Give safety instructions
2 people
Hand out the tools
4 people
Plant trees and shrubs
25 people
Tie up trees
8 people
Water new plantings
8 people
Serve snacks
3 people
Refill drinks
2 people
Serve the meal
5 people
Take group photo
2 people
Collect tools
4 people
Collect waste
4 people
Wash dishes
3 people

Aftercare

Clear tables and chairs
5 people
Take down tents
4 people
Clean the grounds
5 people
Clean tools
3 people
Take waste to the collection point
2 people
Return borrowed equipment
2 people
Check new plantings
2 people
Water new plantings
3 people

What to bring

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

Plant material

Young treesqty 35
Native shrubsqty 15
Tree stakesqty 50
Tree strapsqty 50
Compostqty 20
Bark mulchqty 20

Tools

Shovelsqty 20
Scoopsqty 10
Rakesqty 6
Wheelbarrowsqty 4
Pruning shearsqty 6
Pitchersqty 8
Bucketsqty 10
Measuring tapesqty 2
Work glovesqty 55

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 60
Benchesqty 4

Tableware

Reusable cupsqty 70
Reusable platesqty 70
Reusable cutleryqty 70
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Plant labelsqty 50
Waterproof markersqty 6
Site signsqty 6
Name stickersqty 70

Safety

Safety vestsqty 10
Traffic conesqty 12
First aid kit
Sunscreenqty 6
Rain ponchosqty 55

Equipment

Megaphone
Work lightsqty 4
Extension cordsqty 4

Cleaning

Waste binsqty 6
Cleaning clothsqty 12

Catering

Groceries

Tips

Check the planting location and permit before ordering any trees or shrubs. Confirm access, planting beds and any restrictions early enough to change the plan if approval is delayed.
Order plant material and reserve tools with delivery time built in. Count young trees, native shrubs, stakes, straps and compost against the planting layout rather than estimating on the day.
Send directions and process registrations before the event, then collect dietary requirements at the same time. Prepare name badges and a registration list so check-in does not hold up the safety briefing.
Check the weather forecast during the final week and again on the morning itself. Keep party tents, tables and benches ready, and secure the site before volunteers arrive.
Set out tools by work area and give safety instructions before handing them out. Include gloves, shovels, rakes, wheelbarrows and pruning shears, then use plant labels and waterproof markers to identify completed work.

Frequently asked questions

How far in advance should I plan a tree planting day?: Start checking the site and permit at least 8 to 12 weeks before the planting day. Order trees, shrubs and other plant material once the location and planting plan are confirmed.
How many volunteers do I need for a tree planting day?: Base the number on the planting target and available tools, with one person coordinating roughly 8 to 12 volunteers. Limit each work group to the tools and planting space it can use safely.
What should I do the day before tree planting?: Receive and check the trees and materials, chill groceries, bundle plant material and check every reserved tool. Also review the weather forecast, prepare signs and confirm catering and participant numbers.
What time should volunteers arrive on tree planting day?: Ask volunteers to arrive 15 to 30 minutes before planting starts for registration and name badges. Use that time for directions, safety instructions and tool handout before groups move to the planting beds.

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.