Food Waste Campaign Checklist

A food waste campaign depends on timing, safe handling and clear handovers. Confirm the venue and distribution permission before approaching food donors, then arrange transport, cooling capacity and volunteer roles. On the day, incoming food needs to be checked, weighed, labelled and stored promptly. Use this checklist to work through the preparation in order, including the details that are easy to leave until the last minute.

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The plan, step by step

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

Preparations

Confirm date and location
Arrange permission for food distribution
Contact food donors
2 people
Book transport for residual waste
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Create food safety instructions
2 people
Create program and directional signs
2 people
Confirm donation arrangements
2 people
Check cooling capacity
2 people
Do the shopping
2 people
Label stock crates
2 people
Clean coolers and transport bins
2 people
Prepare food receiving
2 people

Event

Open venue
2 people
Collect donations
3 people
Check and weigh food
4 people
Store food chilled
2 people
Set up tables and chairs
4 people
Set up the distribution point
3 people
Set up the kitchen workspace
3 people
Sort supplies by type
4 people
Prepare snacks
4 people
Prepare a meal
5 people
Post allergen information
2 people
Set up the registration table
2 people
Welcome visitors
3 people
Give an explanation about food waste
2 people
Distribute food
5 people
Serve snacks
3 people
Serve the meal
4 people
Refill drinks
2 people
Separate waste streams
2 people
Check food safety
2 people
Package leftover food
3 people

Aftercare

Dismantle distribution point
3 people
Wash dishes
3 people
Clean the kitchen
3 people
Dispose of waste
2 people
Put furniture back
4 people
Count and pack materials
2 people
Clean coolers and crates
2 people
Return borrowed items
2 people
Record food yield
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 40
High tablesqty 4
Party tentsqty 2

Tableware

Reusable platesqty 120
Reusable bowlsqty 120
Reusable cupsqty 150
Reusable cutleryqty 150
Serving spoonsqty 12
Serving jugsqty 6

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Food warmersqty 6
Induction hobsqty 4
Large cooking potsqty 4
Frying pansqty 4

Equipment

Coolersqty 8
Digital thermometersqty 4
Scalesqty 2
Extension cordsqty 6
Power stripsqty 6
Handheld microphone

Lighting

LED lampsqty 8
String lightsqty 4

Decorations

Information boardsqty 8
Directional signsqty 10
Tableclothsqty 10
Name stickersqty 150

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Washing-up tubsqty 4
Cleaning bucketsqty 4

Catering

Groceries

Tips

Arrange food distribution permission before invitations go out. Donors and volunteers need to know where food can be received and handed out, while the venue must be ready for the expected flow of people.
Check cooling capacity at least several days before the campaign. Count the coolers and transport bins you will actually use, clean them in advance, and keep digital thermometers available for recorded temperature checks.
Set a clear receiving process for every donation. Weigh and inspect food as it arrives, label the relevant storage crates, and move chilled items into cold storage without leaving them at the receiving table.
Give volunteers written food-safety instructions before the event starts. Include who checks incoming food, who manages the chilled storage, who prepares snacks, and who can answer questions at the distribution point.
Book residual-waste transport before the venue opens. Waste bins fill quickly when food is sorted and served, so assign a person to monitor them and keep the route to the collection point clear.

Frequently asked questions

How early should I contact food donors for a food waste campaign?: Start contacting donors at least 2 to 3 weeks before the campaign. This gives you time to confirm quantities, collection or delivery arrangements, dietary information and any last-minute changes.
How much cooling capacity do I need for a food waste campaign?: Calculate capacity from the largest expected delivery, not the average amount. Check it at least 3 days beforehand and leave room for airflow so containers are not packed tightly together.
When should volunteers be assigned to the food waste campaign?: Assign volunteers at least 1 week before the event and send the food-safety instructions before the final briefing. Keep separate roles for receiving, weighing, chilled storage, preparation and distribution.
When should residual-waste transport be booked?: Book it as soon as the venue and campaign date are confirmed, preferably at least 1 week in advance. Confirm the pickup time before opening so leftover waste does not remain at the venue after the campaign.

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