What you need for a donor recruitment campaign

A donor recruitment campaign needs more than flyers and donation boxes. You will also need a clear sign-in point, supplies for collecting information, refreshments for visitors and equipment for speakers or announcements. Plan quantities around your expected attendance, then add a small buffer so you do not run out during the busiest hour. This checklist helps you prepare the practical items before the venue opens.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 60
Clothing rack

Tableware

Reusable cupsqty 100
Coffee mugsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Campaign materials

Donation boxesqty 4
Cash box
Clipboardsqty 12
Pensqty 30
Name badgesqty 80
Flyersqty 300
Donation formsqty 150

Decorations

Information bannersqty 4
Directional signsqty 8
Tableclothsqty 8

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mop set
Cleaning glovesqty 6

Catering

Groceries
- White soft rolls - 120 pieces
- Whole wheat rolls - 60 pieces
- Butter - 4 packs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Hummus - 12 tubs
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Carrots - 3 kilogram
- Cherry tomatoes - 2 kilograms
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted breadsticks - 6 bags
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Coffee - 6 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles

Tips

Prepare one clipboard, pen and name badge for every registration or information point, plus at least 10% extra pens. Missing pens are easy to overlook and can slow down registration immediately.
Use one donation box for each staffed collection table and keep a separate cash box if cash donations are accepted. Seal donation boxes before they leave the venue and record how many were used.
For refreshments, allow two to three drinks per person during the first hour, then about one drink per person for each additional hour. Bring coolers or water jugs so drinks remain available throughout the campaign.
Print at least one donation form per expected donor, plus 10% extra, and prepare additional flyers for people who arrive without registering. Keep forms on clipboards so visitors can complete them while standing.
Check the room layout before bringing equipment in: allow one table for registration, one for donation information and clear routes to the signs. Test microphones, speakers, extension cords and power strips at least 30 minutes before opening.

Frequently asked questions

What supplies do I need for a donor recruitment campaign?: Plan registration supplies such as clipboards, pens and name badges, campaign materials such as flyers, donation forms and donation boxes, and refreshments with reusable cups, plates and serving utensils. If you have speakers or announcements, include microphones, stands, speakers, extension cords and power strips.
How many donation forms should I print?: Print one form for every expected donor and add at least 10% extra. For 100 expected donors, prepare 110 forms so late registrations, replacements and writing mistakes do not interrupt the campaign.
How much food and drink do I need for a donor campaign?: Allow two to three drinks per person for the first hour, followed by about one drink per person for every additional hour. For snacks, plan one small serving per visitor and add 10% if attendance is uncertain.
When should I set up the donor recruitment campaign supplies?: Start setting up tables, chairs, signs and information materials at least 60 minutes before opening. Test microphones and speakers at least 30 minutes beforehand, and chill drinks before volunteers and visitors arrive.

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