How to organise a food bank drive

Start by agreeing on the date, venue and donation target with the food bank before inviting anyone. Build the drive around a simple registration process, a volunteer rota and a clear route for sorting and delivering donations. Check the food bank’s rules early, especially for fresh, chilled or opened items. On the day, labelled tables, visible signs and a printed registration list keep donations moving without bottlenecks.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

1
Confirm date and location
2 people
2
Set collection targets
2 people
3
Inform the food bank
4
Create a registration form
5
Recruit volunteers
2 people
6
Send invitations
2 people
7
Publish promotion
8
Process registrations
9
Collect dietary requirements
10
Create the volunteer schedule
2 people
11
Make reservations
12
Check donation terms
2 people
13
Create the return list
14
Determine the donation route
2 people
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Check donation crates
2 people
18
Collect materials
2 people
19
Prepare labels
2 people
20
Confirm volunteers
21
Check the weather forecast
22
Chill perishable groceries
2 people
23
Print the registration list
24
Send reminder

Event

25
Open venue
2 people
26
Set up tables
4 people
27
Set up chairs
3 people
28
Set up collection point
3 people
29
Set out donation crates
3 people
30
Set up signage
2 people
31
Set up the coffee corner
2 people
32
Chill drinks
2 people
33
Prepare snacks
3 people
34
Set up the registration table
2 people
35
Brief volunteers
3 people
36
Conduct a safety check
2 people
37
Welcome visitors
3 people
38
Accept donations
4 people
39
Sort donations
4 people
40
Check expiration dates
2 people
41
Track registrations
2 people
42
Provide information
2 people
43
Serve coffee and tea
2 people
44
Serve snacks
2 people
45
Refill drinks
2 people
46
Empty trash bins
2 people
47
Wipe down tables between uses
2 people
48
Restock supplies
2 people
49
Relieve volunteers
2 people
50
Announce end time
51
Accept final donations
3 people
52
Close donations
3 people
53
Prepare the donation overview
2 people

Aftercare

54
Clear the collection point
4 people
55
Pack food safely
4 people
56
Clear tables and chairs
4 people
57
Wash dishes
3 people
58
Clean the kitchen
3 people
59
Collect waste
2 people
60
Clean the floor
2 people
61
Check toilets
62
Lock up the venue
2 people
63
Hand over donations
3 people
64
Check leftover food
2 people
65
Donate leftover food
2 people
66
Clean materials
2 people
67
Return borrowed items
2 people
68
Remove promotional signs
2 people
69
Publish results
70
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Foldable tablesqty 2
Clothes racksqty 2
Party tentsqty 2
Transport cartqty 2

Tableware

Reusable mugsqty 80
Reusable glassesqty 80
Reusable platesqty 80
Reusable cutleryqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 8
Serving spoonsqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Pliersqty 4
Measuring cupsqty 2
Water jugsqty 6

Equipment

Cash boxesqty 2
Power stripsqty 6
Extension cordsqty 6
Mobile phonesqty 3

Lighting

LED lampsqty 6

Decorations

Information boardsqty 6
Directional signsqty 8
Bannersqty 3
Tableclothsqty 8

Organization

Donation cratesqty 30
Foldable cratesqty 12
Rolls of labelsqty 6
Waterproof markersqty 12
Clipboardsqty 6
Pensqty 30
Registration formsqty 150
Information leafletsqty 150
Roll containersqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 12

Catering

Groceries

Tips

Set a specific collection target before promotion starts, such as a number of crates, kilograms or staple items. Ask the food bank to confirm what counts toward the target and whether any items are currently restricted.
Contact the food bank at least two weeks before the drive to check accepted donation terms, delivery hours and the correct donation route. Do not assume that chilled groceries can be dropped off without prior approval.
Create volunteer shifts of two to three hours and assign separate roles for greeting donors, checking items, labelling crates and loading transport. Confirm every volunteer the day before and keep the final rota on paper at the venue.
Set up separate, clearly labelled areas for food intake, sorting and packed donations before doors open. Keep coolers ready for approved perishable groceries and chill them promptly rather than leaving them on collection tables.
Send the reminder one day before the drive with the venue opening time, collection deadline and accepted-item guidance. Print the registration list and keep phones available for last-minute volunteer or transport changes.

Frequently asked questions

How far in advance should I organise a food bank drive?: Start planning at least four weeks before the collection date. Contact the food bank in week one, recruit volunteers by week two and send the final reminder 24 hours before the event.
How many volunteers do I need for a food bank drive?: Plan for at least four volunteers for a small collection: one at registration, two for sorting and one for loading or transport. Add one volunteer for every additional 50 to 75 expected donors.
How do I set a food bank drive target?: Ask the food bank for its current priority items and choose one measurable goal, such as 10 crates or 100 staple products. Confirm the target no later than two weeks before promotion begins.
What should I do with perishable food donations?: Check the food bank’s policy before the event and prepare coolers or chilled storage if fresh items are accepted. Move approved perishables into cooling within 30 minutes and deliver them within the agreed time window.

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.