How to organise a Christmas hamper campaign

A Christmas hamper campaign runs smoothly when recipient information, supplies and volunteer shifts are ready before packing day. Start by confirming the venue and opening registrations, then check every recipient and dietary requirement before ordering food, boxes and wrapping materials. On the day, allow time to receive and sort deliveries before volunteers assemble the hampers. Clear labels, agreed pickup times and a delivery route prevent the mistakes that are hardest to fix at the end.

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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

1
Reserve venue
2
Send invitations
2 people
3
Open the registration form
4
Process registrations
2 people
5
Collect dietary requirements
2 people
6
Check recipient list
2 people
7
Assign volunteers
2 people
8
Confirm suppliers
9
Order shopping list
2 people
10
Order gift boxes
11
Agree on pickup times
12
Print Name Labels
2 people
13
Create delivery route
2 people
14
Brief volunteers
2 people
15
Label the diet packs
2 people
16
Accept delivery
3 people
17
Check the delivery
2 people
18
Sort inventory
4 people
19
Fold gift boxes
4 people
20
Setting up packing tables
3 people
21
Set up tables
4 people
22
Set up chairs
3 people
23
Distribute packing materials
3 people
24
Distribute gift items
5 people
25
Assemble packages
8 people
26
Check the packages
3 people
27
Label packages
3 people
28
Set up the pick-up counter
3 people
29
Make coffee and tea
2 people
30
Chill drinks
2 people

Event

31
Staff the reception desk
2 people
32
Welcome visitors
3 people
33
Register recipients
2 people
34
Hand out packages
4 people
35
Set out packages
3 people
36
Collect delivery packs
3 people
37
Check delivery packages
2 people
38
Hand over delivery packages
2 people
39
Serve coffee and tea
2 people
40
Serve snacks
2 people
41
Refill drinks
2 people
42
Restock packing supplies
2 people
43
Record missing packages
44
Call the last pickups
2 people
45
Count remaining stock
2 people
46
Close distribution
2 people
47
Store the packages securely
3 people

Aftercare

48
Collect waste
3 people
49
Wash dishes
3 people
50
Clear tables and chairs
4 people
51
Clean the venue
4 people
52
Switch off equipment
2 people
53
Deliver remaining packages
4 people
54
Store leftover stock
2 people
55
Return materials
3 people
56
Return borrowed items
2 people
57
Process cancellations

What to bring

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

Furniture

Folding tablesqty 8
Chairsqty 30
Coat racksqty 2
Waste binsqty 4

Packaging

Gift boxesqty 100
Wrapping paper rollsqty 12
Gift ribbon rollsqty 8
Shipping boxesqty 20
Tape dispensersqty 6
Scissorsqty 10
Markersqty 12

Tableware

Reusable mugsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Coolersqty 3

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Label printer

Decorations

Christmas bannersqty 3
Tableclothsqty 8
Name badge holdersqty 30

Lighting

LED string lightsqty 4

Cleaning

Broom setsqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Close registrations before placing orders, then check the recipient list against the registration records. Keep dietary requirements on a separate working list so special packs can be labelled before packing starts.
Confirm suppliers and order gift boxes and shopping items only after the final recipient count is checked. Allow at least several working days for deliveries, especially when boxes or printed labels are needed.
Schedule volunteer roles in stages: receiving and checking deliveries, sorting stock, folding boxes, packing, labelling and distribution. Brief each team before work begins so volunteers do not all gather at the packing tables at once.
Agree pickup times in advance and put each time slot on the recipient list. For deliveries, create the route before the campaign day and group packs by destination, not just by the order in which they were assembled.
Set up packing tables with scissors, tape, markers and labels at each station before volunteers arrive. Leave a separate area for diet packs and keep a final check point where names, contents and quantities are checked before handover.

Frequently asked questions

How far in advance should I organise a Christmas hamper campaign?: Start at least 4 to 6 weeks before distribution day. Use the first two weeks for the venue, registration and recipient information, then leave time for supplier orders, volunteer assignments and delivery checks.
When should I close registrations for a Christmas hamper campaign?: Close registrations at least 10 to 14 days before packing day. This gives you time to check the recipient list, confirm dietary requirements and order the correct number of boxes and gift items.
How many volunteers do I need to pack Christmas hampers?: For a small campaign, plan on roughly 1 volunteer for every 10 to 15 hampers when packing is done in an assembly line. Add separate people for receiving deliveries, checking labels and managing pickup or delivery, rather than taking them away from packing.
How long does it take to pack Christmas hampers?: Allow about 2 to 3 hours for a team to pack 50 hampers once all supplies are sorted and tables are ready. Add extra time for folding boxes, labelling dietary packs and carrying out a final recipient check.

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.