What you need for a Christmas hamper campaign

A Christmas hamper campaign needs more than gifts and boxes. You will also need enough packing materials, labels, tables and basic refreshments to keep volunteers moving during the packing session. Check quantities against the number of recipients, then add a small reserve for damaged packaging, dietary changes and last-minute registrations. Order gift boxes, wrapping materials and labels early, because missing one small item can stop the whole packing line.

Organize this event for free with Lizzt

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
- Coffee - 3 kilograms
- Tea bags - 250 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Spa Blauw - 8 bottles
- Apple juice - 6 packs
- Hot chocolate - 6 liters
- Whipped cream - 6 cans
- Stir sticks - 200 pieces
- Paper napkins - 500 pieces
- Mini sandwiches - 100 pieces
- Currant buns - 60 pieces
- Christmas cookies - 12 packs
- Spiced biscuits - 10 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Peanuts - 6 bags
- Christmas chocolate - 100 bars
- Coffee for packs - 100 packs
- Tea for packages - 100 boxes
- Christmas cookies for gift packs - 100 packs
- Chocolate for packages - 100 bars
- Jam - 100 jars
- Crackers - 100 packs
- Pasta - 100 packs
- Pasta sauce - 100 jars
- Soup - 100 packs
- Fruit juice for packages - 100 packs
- Christmas cards - 100 pieces
- Name stickers - 150 pieces
- Trash bags - 5 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 3 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Paper towels - 6 packs

Tips

Allow one gift box and one complete label set per recipient, plus at least 5–10% extra boxes, ribbon and wrapping paper for damaged items or packing mistakes.
Prepare one pair of scissors, one marker and one tape dispenser for every two packing tables. This prevents volunteers from waiting for shared tools.
Buy or allocate packing tables with enough space for open boxes, gift items and finished hampers. Plan at least one table for sorting and one separate area for completed packages.
Use clearly printed name labels and separate labels for dietary packs. Bring a printer or label printer, spare paper or labels, and markers in case a label needs replacing.
For a session lasting around two hours, plan roughly two hot drinks per volunteer and keep coffee machines or kettles, thermos flasks, reusable mugs, glasses and serving trays together in one refreshment area.

Frequently asked questions

How many gift boxes do I need for a Christmas hamper campaign?: Buy one box for every confirmed recipient, then add 5–10% extra. For 100 hampers, that means 105 to 110 boxes so damaged packaging or late additions do not delay packing.
How much wrapping paper and ribbon do I need per hamper?: Measure one finished box before ordering, then allow enough material for one full wrap and one ribbon tie per hamper. Add at least 10% extra to cover cutting errors and torn paper.
When should I order supplies for a Christmas hamper campaign?: Order gift boxes, packaging and labels at least two to three weeks before the packing day. Confirm the recipient count and dietary requirements before placing the final gift-item order.
How many packing tables do I need?: Plan one packing table for every four to six volunteers, with at least one additional table for sorting inventory. For 20 volunteers, prepare five packing tables plus a separate sorting table.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.