What you need for a food recovery action

A food recovery action needs more than bags and a vehicle. You will be collecting food at set times, keeping it cool, sorting it safely and handing it out with clear labels and forms. Use this shopping list to prepare the pickup point, routes and volunteer work areas before the first delivery arrives. Check quantities against your number of donors, vehicles and volunteers, then buy or borrow the reusable items early.

Use this plan

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
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee cups - 150 pieces
- Stirrers - 150 pieces
- Water - 12 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted crackers - 6 packs
- Hummus - 8 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Whole wheat bread - 10 loaves
- Peanut butter - 3 jars
- Jam - 3 jars
- Halal cheese - 2 kilo
- Vegan spread - 2 kilos
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant - 3 bottles
- Sponges - 12 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Labels - 6 packs
- Waterproof markers - 20 pieces
- Paper forms - 200 sheets

Tips

Plan at least one cooler and enough ice packs for every pickup vehicle, plus a separate reserve for the venue. Food may wait during unloading, sorting or registration, so do not rely on room temperature.
Prepare one reusable food container or lidded tray for each food type you expect to separate, with extra containers for damaged packaging or unclear contents. Add crate labels before the first pickup.
Set up a handwashing point at the venue with water, soap and disposable drying materials before volunteers arrive. Keep waste bins beside the sorting and packing areas so wrappers and spoiled food do not collect on tables.
Bring one clipboard and several pens for each active registration or route team, and print spare forms before pickup day. Dietary requirements and donor details are easy to lose when volunteers share a single clipboard.
Check cooling equipment and thermometers at least 24 hours before the action, and charge or test power strips and LED lights the same day. A late equipment check can delay loading vehicles or leave an evening pickup poorly lit.

Frequently asked questions

What should I buy for a food recovery action?: Buy or gather coolers, ice packs, thermometers, reusable food containers, lidded trays, labels, paper bags and sorting equipment. You will also need handwashing supplies, waste bins, clipboards, pens and clear information signs for the pickup point.
How many coolers do I need for food recovery pickups?: Plan for at least one cooler per pickup vehicle, with additional coolers at the venue for food waiting to be sorted or collected. Add one spare cooler or equivalent capacity if routes overlap or deliveries may be delayed by more than 30 minutes.
When should I prepare the food recovery supplies?: Check and borrow large equipment at least 3 to 7 days before the action. Complete the final stock check, charge LED lights and test thermometers 24 hours before volunteers and donor pickups begin.
What packaging is needed to distribute recovered food?: Prepare reusable food containers and lidded trays for food that needs protection, plus paper bags for individual handouts. Add crate labels before loading and keep extra labels available for every pickup route and food category.

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.