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By Paul Rodman (paulgrow)
Here in the Midwest we hold our spring exchange the Saturday before Mothers Day; and the fall event is the third week in September. Depending on your location you should adjust the timing as to the proper time to transplant perennials. All it takes to set up a plant exchange is a couple of folks or a group interested in swapping some plants. It could be a garden club, PTA, Master Gardener group, etc. All you need is a parking lot on a Saturday morning. School, church, shopping centers are excellent locations to hold such an event and local businesses are usually eager to help out because it brings additional traffic to their business.
It's a good idea to provide refreshments if possible. Many local businesses will donate refreshments. Krispy Kreme has been donating coffee and doughnuts since we began. McDonald's donates orange drink for the kids.
It's a good idea to make a sign out of posterboard and list what you have to trade and what plants that you are looking for.  A sign and a helper helps a lot The most popular form of transportation are wagons or carts; they make hauling away your finds easier.  Borrow the kid's wagon, they won't mind a bit Isn't it amazing what folks can pack into a small car?  Ibet she used a shoe horn. Be sure to ask the local Master Gardeners for a volunteer or two to be on hand to answer questions, they'll be glad to do it. They also have informative handouts.  Master Gardeners love to help out at these type of events. It's a good idea to include something for the kids. Sometimes you can get a clown to volunteer their services.  The winner of the sunflower contest. You meet some really great people who grow things outside of the everyday arena..
Hydroponically grown zinnias for all to see. A unique way to grow plant We don't allow any dealers at our events, only garden clubs and non-profit organizations.  A local Garden Club selling their home made herbal soaps. It's a good idea to set up a free table. Folks can leave plants or seeds that they don't want to take home.  Good stuff on the free table. So that's it in a nutshell: how to conduct a plant exchange. It's not too early to begin to plan one for next spring. It would also be great for a DG "Roundup" GOOD LUCK TRADING! Paul's Garden Tip A great inexpensive plant marker can be made from old mini-blind slats. Cut them to the desired length and be sure to use a permanet marker to write the plant ID. They hold up very well in the weather. 
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When I started writing for the local paper some four years ago, I approached my editor and suggested that we have a plant exchange in the newspaper parking lot. It would be a good way to promote my new column and an excellent opportunity for gardeners to get together and make new friends and trade some plants. Now some 4 years and 8 exchanges later I’m happy to report that the event has been an overwhelming success. 
