Food recovery action checklist: plan the day in order
A food recovery action depends on timing: donors need confirmed pickup slots, volunteers need clear routes, and rescued food must move into safe storage quickly. Use this checklist to organise registration, transport, sorting and distribution without leaving practical details until the last minute. Plan the pickup location before inviting participants, check cooling capacity before collecting food, and brief every volunteer before vehicles leave.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve Pick-Up Location
Reach out to food rescuers
2 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Record pickup routes
2 people
Check food safety rules
2 people
Create volunteer schedule
Confirm pickup times
2 people
Send participant information
Check cooling materials
2 people
Print labels and forms
Do the shopping
2 people
Load pickup vehicles
3 people
Collect food from donors
6 people
Open venue
2 people
Mark Off Work Zones
2 people
Set up tables and chairs
4 people
Set out coolers
2 people
Set up handwashing stations
2 people
Signpost pickup point
2 people
Brief volunteers
2 people
Prepare food registration
2 people
Event
Receive Food Delivery
3 people
Check shelf life
3 people
Check food quality
3 people
Weigh and register food
2 people
Sort Food by Type
4 people
Keep chilled products cold
2 people
Separate allergen-free products
2 people
Package food
4 people
Label packages
3 people
Staff the Distribution Counter
3 people
Register participants
2 people
Distribute food
4 people
Refill drinks
2 people
Restock by zone
2 people
Inform visitors
2 people
Monitor food safety
2 people
Collect waste separately
2 people
Distribute leftover food
3 people
Dispose of food waste
2 people
Aftercare
Complete food registration
2 people
Take down tables and chairs
4 people
Collect tableware and materials
3 people
Wash kitchen equipment
3 people
Clean work tables
3 people
Clean the floors
2 people
Empty waste containers
2 people
Lock up the venue
2 people
Return materials
2 people
Clean and dry coolers
2 people
Check return materials
Thank donors
Inform participants about the proceeds
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 20
- High tablesqty 2
- Clothes racksqty 2
Equipment
- Coolersqty 6
- Ice packsqty 24
- Kitchen scaleqty 2
- Thermometersqty 4
- Power stripsqty 4
Kitchen
- Cutting boardsqty 6
- Chef's knifeqty 4
- Bowlsqty 12
- Measuring cupsqty 4
- Serving spoonsqty 8
- Pliersqty 8
- Foldable cratesqty 30
Tableware
- Reusable platesqty 80
- Reusable bowlsqty 40
- Reusable cupsqty 100
- Reusable cutleryqty 100
Packaging
- Reusable food containersqty 80
- Lidded traysqty 80
- Paper bagsqty 150
- Crate Labelsqty 100
Communication
- Information boardsqty 8
- Route arrowsqty 12
- Clipboardsqty 6
- Ballpoint pensqty 20
Lighting
- LED lampsqty 6
Cleaning
- Waste binsqty 6
- Bucketsqty 4
- Floor squeegeesqty 2
- Broom setsqty 2
- Cleaning clothsqty 30
Safety
- Work glovesqty 20
- Reflective vestsqty 10
Catering
- Groceries
Tips
- Set pickup times only after checking each donor’s opening hours and your available vehicles. Build routes with a little buffer so one delayed collection does not affect every stop.
- Recruit enough volunteers for both driving and receiving food. Assign named people to each route, the unloading area and food registration rather than relying on whoever arrives first.
- Check food safety rules before the action and prepare thermometers, coolers and ice packs in advance. Cold storage is easy to overlook when donated food arrives in several separate loads.
- Prepare labels, forms and clipboards before collection day. Record what arrives, where it came from and any dietary information while the details are still clear.
- Set up the venue before the first delivery: mark work zones, place handwashing points, position tables and coolers, and add route signs. Keep packaging, reusable containers and waste bins close to the sorting area.
Frequently asked questions
- How far in advance should I organise a food recovery action?
- Start planning at least 2–3 weeks ahead. That gives you time to confirm donors, reserve the pickup location, recruit volunteers, collect dietary requirements and finalise routes.
- How many volunteers do I need for a food recovery action?
- Plan at least 2 people per pickup route, plus 2–4 people at the venue for receiving, weighing, labelling and sorting. Add one coordinator who can handle delays and unanswered donor calls.
- What should I prepare before picking up rescued food?
- Have coolers, cold packs, thermometers, crates, labels, forms and reusable food containers ready before the first pickup. Check the equipment the day before, not when the vehicle is already waiting.
- When should volunteers receive the event information?
- Send the final instructions 24–48 hours before the action. Include arrival time, route or work zone, pickup address, contact number, clothing guidance and what to do if a donor is unavailable.
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.
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