When the plan changes, adapt and plant!
It is not about everything going to plan, it is about holding the vision and adapting to what is possible.
Capacity building - LP_23-030_LLC009
The issue
A carefully planned wetland planting weekend along the Yanco Creek, NSW, faced a significant setback when volunteer numbers dropped at the last minute.
Over several months planning had occurred with a student organisation to secure volunteers. The event was timed for late March 2026, aligning with ideal wetland planting conditions.
Preparation had taken place and included: coordinating free accommodation, catering, planning site activities and logistics, liaising with landholders and offering a local experience (fireworks night).
Despite regular communication, including calls the week of the event (amid a fuel crisis), all but one volunteer withdrew. This left a risk of event cancellation, loss of momentum and disappointment for all involved.
The solution
Rather than cancelling the event, a rapid response approach was taken to adapt the plan to changing circumstances. Local networks and personal contacts were activated at short notice. Participation was encouraged through direct contact, including face-to-face conversations, texts, and "phone a friend" which garnered volunteers quickly. At the same time expectations were reframed from delivering a specific group experience to tailoring a smaller, community event.
The focus shifted from delivering a pre-set agenda to making the most of the people, energy and opportunities that were available on the day.
The impact
Despite challenges, the event worked:
- 300+ wetland plants were established along a 300-metres of creek
- 100+ tubestock were planted in a nearby tree line
- Community connections were formed
- Practical hands-on learning was delivered
The day evolved into rich experiences, for example:
- First Nations volunteers went from planting reeds to later attending a weaving afternoon
- A job seeker engaged enthusiastically, contributing to work and conversations
- A university student gained practical skills, enhancing formal study
- Family members stepped in to support delivery
The event was an authentic, grounded experience, different from the original but just as impactful.
Key facts
- Best laid plans can shift quickly, adapting is critical
- Personal outreach is effective at short notice
- Events don't need to work perfectly to be successful
- Timing (seasonal conditions) still matter, even when logistics change
- Marketing and relationship building are essential but often undervalued skills
- Local networks are invaluable and can be mobilised quickly when needed