What you need for a tree planting day

A tree planting day needs more than trees and shovels. Plan the planting stock, supports, compost and mulch first, then check that there are enough tools and gloves for people to work in small groups. Food, hot drinks and reusable tableware are easy to arrange too late, especially when the trees arrive before the volunteers. Use this list to organise materials, equipment and site supplies before delivery day.

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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
- Coffee - 2 kilograms
- Tea - 4 boxes
- Sugar - 1 kilogram
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 60 bottles
- Sparkling mineral water - 30 bottles
- Apple juice - 8 liters
- Lemonade syrup - 2 bottles
- Vegetable soup - 12 liters
- Whole wheat bread - 10 loaves
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 10 pieces
- Tomatoes - 4 kilogram
- Herb butter - 6 tubs
- Apples - 50 pieces
- Bananas - 50 pieces
- Muesli bars - 60 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salted peanuts - 4 bags
- Whole grain cookies - 6 packs
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs
- Paper napkins - 6 packs

Tips

Order trees and native shrubs early enough to confirm the species, quantities and delivery date. Keep a small reserve of planting material in case a tree is damaged in transit.
Plan one shovel and one pair of work gloves per active planter where possible. If tools are shared, prepare groups of four to six people and add spare gloves in mixed sizes.
Buy or reserve stakes, tree straps, compost and bark mulch together with the trees. These items are often forgotten until planting starts, when the soil has already been prepared.
Allow at least two reusable cups per participant if washing facilities are limited, plus enough plates and cutlery for the planned meal. Keep drinks cold in coolers and hot drinks in thermos flasks.
Pack waterproof markers, plant labels and site signs before the event. Mark labels in advance where possible, and bring measuring tapes and buckets for consistent planting distances and watering.

Frequently asked questions

How many tools do I need for a tree planting day?: For a smooth setup, aim for one shovel and one pair of work gloves per person who will plant at the same time. For shared equipment, one wheelbarrow per 6 to 8 people and one rake or scoop per planting group usually works well.
What should I buy for planting young trees?: Plan for the young trees, native shrubs, compost, bark mulch, tree stakes and tree straps. A common setup uses one stake and one strap per supported tree, with extra materials available for replacements or uneven ground.
How much food and drink should I provide for volunteers?: For the first hour, allow two to three drinks per person, then about one drink per person per hour. Order enough food for every registered participant plus roughly 10% extra, and keep chilled groceries in coolers until serving.
When should I order trees and planting materials?: Place the order as soon as the location, planting area and permit are confirmed. Aim to have the trees and shrubs delivered at least one day before planting, or early enough on the day to inspect and bundle them before volunteers arrive.

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