How to organise a clothing drive from start to finish

Start by confirming the collection partner and agreeing exactly which clothing items you will accept. Then secure a venue with suitable access, parking and enough space for separate sorting areas, racks and storage crates. Set the collection route, publish clear instructions and schedule volunteers before registrations build up. Most problems happen when acceptance rules, transport capacity or the end-of-day plan are left until the last week.

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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
Confirm collection partner
2
Reserve venue
3
Check access and parking information
4
Check permit requirements
5
Set acceptance terms
2 people
6
Recruit volunteers
2 people
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Create volunteer schedule
2 people
11
Communicate the collection route
12
Publish the promo message
13
Send volunteer letter
14
Prepare clothing categories
2 people
15
Arrange transport for clothing
16
Check materials
2 people
17
Do the shopping
2 people
18
Prepare garment bags
2 people
19
Print instructional materials
20
Remind volunteers

Event

21
Open venue
2 people
22
Set up tables
4 people
23
Set up clothing racks
3 people
24
Set out sorting bins
3 people
25
Hang up information signs
2 people
26
Set up the reception desk
2 people
27
Prepare coffee and tea
2 people
28
Brief volunteers
2 people
29
Staff the registration desk
2 people
30
Collect clothing
4 people
31
Check clothing
3 people
32
Sort clothing
5 people
33
Label boxes and bags
2 people
34
Inform visitors
2 people
35
Move clothing to storage
3 people
36
Refill drinks
37
Serve volunteer meal
2 people
38
Set aside rejected clothing
2 people
39
Process final donations
3 people
40
Register clothing quantity
2 people
41
Dismantle the collection point
5 people
42
Prepare clothing for transport
4 people
43
Collect waste
2 people
44
Lock up the venue
2 people

Aftercare

45
Transport clothing to partner
3 people
46
Keep clothing transfer receipt
47
Clean the venue
3 people
48
Clean materials
2 people
49
Return materials
2 people
50
Clear away leftover groceries
51
Send thank-you message
52
Publish collection result

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 12
Clothes racksqty 6
Clothes hangersqty 120
Storage cratesqty 24
Transport cartsqty 2

Equipment

Digital scale
Laptop
Label printer
Extension cordsqty 3
Power stripsqty 3
Handheld radiosqty 4

Lighting

LED work lightsqty 4

Decorations

Information bannersqty 3
Directional signsqty 8
Category cardsqty 12
Information board
Adhesive hooksqty 30

Packaging materials

Collection binsqty 12
Clothing coversqty 80
Tarpaulinsqty 4

Office

Clipboardsqty 6
Pensqty 20
Permanent markersqty 12
Writing paper
Rolls of tapeqty 6
Scissorsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop set
Waste binsqty 4

Kitchen

Coffee maker
Kettleqty 2
Thermos flasksqty 3
Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving traysqty 3

Catering

Groceries

Tips

Set acceptance terms before sending invitations. State whether items must be clean, dry and wearable, and give donors a short list of items you cannot take.
Plan the room as a one-way route: check-in, weighing or recording, sorting, temporary storage and loading. Leave clear space for transport carts and keep walkways unobstructed.
Schedule volunteers in shifts of 2–3 hours and assign separate people to welcome donors, sort clothing and manage the collection route. Send the final shift details at least 48 hours beforehand.
Arrange transport before the drive opens. Estimate how many storage crates, garment bags or covered racks you will fill, and confirm where clothing will go if pickup is delayed.
Prepare signs and category cards before setup day. Print enough directional signs and instructions for every entrance, sorting table and clothing rack so volunteers do not have to explain the same process repeatedly.

Frequently asked questions

How far in advance should I organise a clothing drive?: Start at least 4–6 weeks ahead. Confirm the collection partner and venue first, then allow 2–3 weeks for invitations, registrations and volunteer scheduling.
How many volunteers do I need for a clothing drive?: For a small drive, schedule at least 1 person at check-in, 2 for sorting and 1 to coordinate storage or transport per shift. Add volunteers when expected attendance exceeds roughly 30 donors at one time.
What should I do with clothing that does not meet the acceptance rules?: Decide this before promotion and state it clearly to donors. Keep rejected items separate during the drive and arrange an alternative disposal or donation route within 24–48 hours.
When should I arrange clothing transport?: Confirm transport no later than 7 days before collection day, including vehicle access, loading time and the destination. Recheck the booking 24 hours before the event and prepare a backup contact.

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