What you need for a food drive

A food drive needs more than collection boxes and donated food. You will also need a way to move heavy loads, label donations, direct visitors and keep volunteers supplied during their shifts. Plan refreshments for the people working at the collection points, and check power, transport and weighing equipment before shopping. This list covers the practical supplies for setting up collection points, receiving donations and handing the final volume to the food bank.

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What to bring

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

Furniture

Folding tablesqty 6
Chairsqty 16
Hand trucksqty 2
Tableclothsqty 6
Palletsqty 8

Storage

Collection boxesqty 30
Plastic cratesqty 20
Roll containersqty 4

Equipment

Digital scalesqty 2
Extension cordsqty 2
Power stripsqty 3
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3

Tableware

Reusable cupsqty 40
Coffee mugsqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Serving jugsqty 4
Thermos flasksqty 4
Serving traysqty 4
Handout clipsqty 6
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Information bannersqty 3
Poster standsqty 6
Collection signsqty 12
Directional signsqty 10

Office

Registration formsqty 100
Clipboardsqty 6
Pensqty 20
Waterproof markersqty 12
Labelsqty 200
Rolls of tapeqty 6
Scissorsqty 4
Staplersqty 2
Tent tablesqty 4

Cleaning

Hand soap dispensersqty 3
Hand sanitizerqty 4
Cleaning bucketsqty 3
Cleaning clothsqty 12
Waste binsqty 4
Broom setsqty 2

Safety

Work glovesqty 20
Reflective vestsqty 12
First aid kit

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 6 bottles
- Sparkling mineral water - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Whole wheat bread - 10 loaves
- White rolls - 6 bags
- Slices of young cheese - 2 packs
- Sliced ham - 2 packs
- Hummus - 4 tubs
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Unsalted butter - 2 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted peanuts - 3 bags
- Whole grain cookies - 6 packs
- Filled cookies - 4 packs
- Muesli bars - 5 boxes
- Ketchup - 1 bottle
- Mayonnaise - 1 bottle
- Honey - 1 jar
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 4 packs
- Disposable gloves - 4 boxes

Tips

Plan one collection box or crate for each active collection point, plus at least one spare. Label boxes before opening so volunteers can sort donations consistently.
Allow one clipboard and a set of registration forms for each volunteer or check-in station. Print and pack these at least two days before the drive so missing details can be corrected.
For a full shift, provide each volunteer with a reusable cup and plan roughly two hot drinks per person. Prepare coffee machines, kettles, thermos flasks and serving jugs before the first shift starts.
Check the transport route against the expected donation volume. Have hand trucks, roll containers or plastic crates ready for heavy loads, and confirm that the vehicle can be loaded without blocking access.
Put collection, information and directional signs up before volunteers arrive. Use poster stands or banners where walls are unavailable, and bring extension cords and power strips if coffee equipment needs electricity.

Frequently asked questions

How many collection boxes do I need for a food drive?: Use at least one box or crate per active collection point, plus one spare for every three points. Add extra storage if the food bank expects a high volume or if donations will remain on site for more than one hour.
How much coffee and tea should I buy for food drive volunteers?: Budget two hot drinks per volunteer for a standard shift, then add 10% for visitors and replacements. For 20 volunteers, that means about 44 servings, along with cups or mugs, milk, sugar and drinking water.
When should I prepare the food drive signs and labels?: Prepare and label them at least two days before collection day. Place the directional signs, information boards and collection labels before the first volunteer briefing, not while donors are arriving.
What equipment do I need to move food donations?: Use crates or collection boxes for loose items and at least one hand truck or roll container for heavier loads. Check the vehicle, loading route and available pallets the day before, especially if the food bank has given you a volume estimate.

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