how connection develops
Gathering Guide

Seed/plant swap

A seed and plant swap brings gardeners together to exchange seeds, plants or cuttings and the information needed to grow them. People browse what is available, share growing experience and take home material suited to their interests and conditions.

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1. Plan your gathering

Choose the experience you can host well

A seed exchange can focus on labelled packets; a plant swap also needs handling space and checks for pests and suitability. An education-led event adds a speaker or demonstration, while a drop-in exchange prioritizes clear tables and information. Choose which parts you can support before setting the opening window.

Give the host and helpers clear jobs

A knowledgeable plant/seed lead checks labels and refers uncertain identification; a welcome/sorting host explains the exchange rules. Add table stewards when one person cannot see arrivals and stock. Capacity is constrained by safe display area, traffic flow and the team’s ability to inspect incoming material, not just seats.

Names and materials

Use your own gathering name, invitation and labeling rules. Check local plant and seed restrictions and exchange only known, permitted material. If a local Extension office, Seed Savers Exchange or another group will participate, agree how it is named in publicity; using its resources alone does not make the gathering an official program.

Other possible titles: Roots to Share, The Growing Exchange, Seeds, Starts & Neighbors. These are creative suggestions, not searched or cleared names. Use original instructions and materials you have permission to use; a different name does not authorize copying another organization’s kit, logo or script.

2. Prepare to host

Choose the duration after the format, activity and staffing are settled. Include arrival, instruction where needed, the activity itself, natural transitions and clearing. Use a rehearsal or the experienced partner’s plan to check what fits. If the gathering extends through much of a day, arrange breaks and continued host coverage; do not simply stretch a short-session plan.

Venue request

Hello [venue contact], I’m organizing a seed and plant swap on [date], from [start time] to [end time], for [participant count] participants and [host/helper count] hosts or helpers. Would you have an indoor room or sheltered outdoor area available for a seed and plant swap, with [display-table count] display tables and [chair count] chairs? We would need space for check-in and browsing, and permission to bring potted plants and seeds. What can our group do to support your business as well?

3. Create your Eventbrite listing

  1. Open a new event

    Create an event on Eventbrite

  2. Event title

    Seeds of Company

  3. Short summary

    Exchange growing material and the practical knowledge that helps it thrive.

  4. Date, time and location

  5. Event description

    Exchange [accepted seeds/plants] and growing tips at [venue]. Please label [required information]. Exchange arrangement: [free-sharing or agreed rule]. We cannot accept [confirmed exclusions]. When: [date, start and end, time zone]. Where: [venue, address and exact meeting point]. Hosted by: [actual host and any confirmed partner]. Registration: [working route, what it reserves and any intake deadline]. Cost: [confirmed price/free arrangement and what is included]. Access and participation: [verified route, seating, age/supervision and activity-specific arrangements]. Questions: [host contact].

  6. Tickets and registration

    Ticket name

    Participant place

    Set a ticket or registration category that describes the actual place being offered, such as Participant place. Set the capacity from the plan above, accounting for hosts and helpers in total venue occupancy. Choose the registration window, per-order limit and waitlist/cancellation process. Ask only necessary questions in the order form, and make the confirmation explain what is included, what to bring and how to reach the host.

    Enter the title, summary, full description, date/time zone and verified location in Eventbrite. If this independent event charges, resolve ticket type, currency, fees, refund terms and payout setup before taking payment. Photos, tags and optional add-ons are secondary; use images you have permission to publish and do not add unnecessary personal-data questions. Choose public or private visibility deliberately. Preview the event, order form and confirmation on desktop and mobile, then publish only after the facts and permissions are confirmed.

  7. Final check

4. Invite people

Announce your gathering

Seeds of Company: Exchange growing material and the practical knowledge that helps it thrive. [Date/time] at [venue]. See the activity and registration details: [link].

A welcoming invitation

A shared activity, room for conversation and something to explore together. Seeds of Company takes place at [venue] on [date]. Here’s what we’ll be doing: [link].

A closer look

A growing tip can travel with a seed or plant. See what can be exchanged and how to label it for [event name]: [link].

5. Host the gathering

Lead the experience, step by step

  1. Welcome contributors, review labels and condition, and direct uncertain items to the knowledgeable lead.
  2. Explain the exchange rule before people browse. Keep seed packets and plants with their information.
  3. Invite practical growing conversations and point to reliable local advice where the host cannot answer. If a demonstration is offered, keep exchange tables staffed.
  4. Announce the end of exchanging, ask owners to collect rejected/unclaimed items as agreed and clear plant debris.

Know when to change the plan

If you cannot identify a plant or assess a pest concern, keep it out of the exchange. If contributions are uneven, explain the published sharing rule rather than improvise unfair limits. Do not distribute leftovers without an accepting recipient.

A welcome you can use

“Welcome to Seeds of Company. We’ll start by explaining how the activity works and who can help. You can ask questions as we go. Let us know if an arrangement needs adjusting.”

Sources and practical references