Food drive checklist for a well-organised collection

A food drive needs more than collection boxes and a few volunteers. Set a clear fundraising or donation goal first, confirm what items you can accept, and secure permission for the collection venue. Before opening, mark the delivery route, label boxes and crates, and prepare registration for incoming donations. This checklist also helps you plan volunteer shifts, sorting stations, refreshments and transport so food moves safely from donors to storage.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the fundraising goal
2 people
Define acceptance criteria
2 people
Reserve venue
Arrange collection permission
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the volunteer schedule
2 people
Arrange transport to storage
Design communication materials
Publish donation information
2 people
Do the shopping
2 people
Check materials
2 people
Label boxes and crates
2 people
Prepare collection registration
Mark delivery route
2 people
Send the volunteer briefing
Arrange keys and access
Bring materials to the venue
3 people
Inspect venue
2 people

Event

Welcome volunteers
2 people
Brief volunteers
2 people
Set up tables and chairs
4 people
Set up sorting stations
4 people
Place information signs
2 people
Set up registration desk
2 people
Set out coffee and tea
2 people
Open the donation point
2 people
Welcome donors
3 people
Receive delivered goods
4 people
Check donations for shelf life
4 people
Sort donations by type
6 people
Fill boxes and crates
4 people
Weigh boxes
2 people
Record collected amounts
2 people
Move full boxes to storage
4 people
Refill drinks
Arrange breaks for volunteers
2 people
Remove waste regularly
2 people
Restock supply boxes
2 people
Accept final donations
4 people
Close collection point
2 people
Sort remaining products
4 people
Prepare donations for transport
4 people

Aftercare

Clear tables and chairs
4 people
Take down sorting stations
4 people
Collect materials
3 people
Clean the venue
4 people
Wash dishes and supplies
2 people
Deliver donations to the food bank
4 people
Return borrowed materials
2 people
Dispose of waste
2 people
Send thank-you message to volunteers
Announce the proceeds

What to bring

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

Furniture

Tablesqty 8
Chairsqty 20
Folding table for registration
Shelving unitsqty 4
Roll containersqty 6

Equipment

Platform scale
Hand trucksqty 2
Power stripsqty 3
Extension cordsqty 3
Label printer
Power banksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Kitchen knivesqty 2
Cutting boardsqty 2

Tableware

Reusable cupsqty 30
Reusable platesqty 30
Cutlery setsqty 30
Serving plattersqty 6
Pouring jugsqty 4

Catering

Cardboard collection boxesqty 80
Plastic cratesqty 30
Paper carrier bagsqty 100
Reusable shopping bagsqty 30
Barrier tapeqty 2
Palletsqty 6
Groceries

Decorations

Collection bannersqty 3
Directional arrowsqty 12
Information boardsqty 8
Chalkboardsqty 4

Lighting

Work lightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Hand brushes and dustpanqty 3
Microfiber clothsqty 12
Cleaning glovesqty 12

Tips

Set the target before inviting people. A clear number of kilos, boxes or donations gives volunteers and donors something specific to work towards, and makes the final result easier to report.
Confirm acceptance criteria at least one week before collection day. Share the list with donors and place it at the entrance so volunteers do not have to make repeated decisions about unsuitable or unclear items.
Plan the volunteer rota in time blocks of two to three hours. Include separate people for registration, unloading, sorting and transport, rather than expecting every volunteer to cover the whole process.
Prepare the collection area before volunteers arrive. Use labelled cardboard boxes or plastic crates, mark the supply route with direction arrows or barrier tape, and leave enough space for roll containers and hand trucks.
Arrange transport to storage before the event starts. Check the number of crates and pallets you expect to move, confirm access and keys, and brief drivers and volunteers on where donations should be loaded.

Frequently asked questions

How early should I start organising a food drive?: Start at least four weeks before the collection date. Use the first week to set the goal, acceptance criteria and venue; recruit volunteers and publish donation information during the following two weeks.
How many volunteers do I need for a food drive?: For a small collection, plan on at least 6 to 8 volunteers per shift: one or two for registration, two for unloading, two for sorting and one for coordination. Add people when donations arrive in several delivery waves.
What should I prepare before the food drive opens?: Have the tables, labelled boxes or crates, scales, signage and registration materials ready at least 60 minutes before opening. Test extension cords and power strips, and make sure keys and venue access work before volunteers arrive.
How do I organise food donations for transport?: Sort donations by your agreed acceptance criteria and place them in clearly labelled crates or boxes. Weigh or count each group during registration, then load stable, sealed containers onto hand trucks or pallets for the trip to storage.

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.