Christmas hamper campaign checklist
Use this checklist to organise a Christmas hamper campaign from the first venue booking to the final collection or delivery. It covers registrations, recipient details, dietary requirements, suppliers, packing materials and volunteer roles. The busiest point is usually the packing session, so confirm quantities early and leave time to check the delivery before assembling packages. Set collection times and delivery routes only after the recipient list has been checked.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve venue
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
2 people
Check recipient list
2 people
Assign volunteers
2 people
Confirm suppliers
Order shopping list
2 people
Order gift boxes
Agree on pickup times
Print Name Labels
2 people
Create delivery route
2 people
Brief volunteers
2 people
Label the diet packs
2 people
Accept delivery
3 people
Check the delivery
2 people
Sort inventory
4 people
Fold gift boxes
4 people
Setting up packing tables
3 people
Set up tables
4 people
Set up chairs
3 people
Distribute packing materials
3 people
Distribute gift items
5 people
Assemble packages
8 people
Check the packages
3 people
Label packages
3 people
Set up the pick-up counter
3 people
Make coffee and tea
2 people
Chill drinks
2 people
Event
Staff the reception desk
2 people
Welcome visitors
3 people
Register recipients
2 people
Hand out packages
4 people
Set out packages
3 people
Collect delivery packs
3 people
Check delivery packages
2 people
Hand over delivery packages
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock packing supplies
2 people
Record missing packages
Call the last pickups
2 people
Count remaining stock
2 people
Close distribution
2 people
Store the packages securely
3 people
Aftercare
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Switch off equipment
2 people
Deliver remaining packages
4 people
Store leftover stock
2 people
Return materials
3 people
Return borrowed items
2 people
Process cancellations
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Folding tablesqty 8
- Chairsqty 30
- Coat racksqty 2
- Waste binsqty 4
Packaging
- Gift boxesqty 100
- Wrapping paper rollsqty 12
- Gift ribbon rollsqty 8
- Shipping boxesqty 20
- Tape dispensersqty 6
- Scissorsqty 10
- Markersqty 12
Tableware
- Reusable mugsqty 40
- Glassesqty 40
- Platesqty 40
- Cutlery setsqty 40
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Serving traysqty 4
- Coolersqty 3
Equipment
- Laptop
- Printer
- Extension cordsqty 4
- Power stripsqty 4
- Label printer
Decorations
- Christmas bannersqty 3
- Tableclothsqty 8
- Name badge holdersqty 30
Lighting
- LED string lightsqty 4
Cleaning
- Broom setsqty 2
- Mopsqty 2
- Bucketsqty 2
Catering
- Groceries
Tips
- Close registrations before placing the main order, then check the final recipient list against dietary requirements so special packs are labelled before packing starts.
- Allow at least one packing table for every four to six volunteers. Put boxes, wrapping materials, labels and gift items at the tables before volunteers arrive.
- Schedule the delivery with enough time to check quantities and damaged items before sorting inventory. Do not start folding all boxes until you know the shipment is complete.
- Confirm pickup times and delivery routes at least 3 days before the campaign date. This gives volunteers time to accept their assignments and prevents last-minute route changes.
- Print name labels and prepare diet-pack labels before the packing session. Keep a laptop, printer or label printer, extension cords and power strips together so setup does not delay assembly.
Frequently asked questions
- How far in advance should I organise a Christmas hamper campaign?
- Start at least 6 to 8 weeks before the campaign date. Use the first weeks for venue, registrations, suppliers and volunteers, then reserve the final 7 days for list checks, deliveries and packing preparation.
- When should I collect dietary requirements for Christmas hampers?
- Ask for dietary requirements when people register and close updates at least 7 days before packing. Check the final list again before ordering and label each diet pack separately.
- How many volunteers do I need to pack Christmas hampers?
- Plan for roughly 4 to 6 volunteers per packing table, depending on the number of items and boxes. Add at least one person to check labels and completed hampers rather than assigning everyone to assembly.
- When should Christmas hamper pickup times be confirmed?
- Confirm pickup times at least 3 days before collection. Share the agreed slots with recipients and volunteers after the recipient list, labels and hamper quantities have been checked.
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