How to organise a food bank food drive

A food bank drive needs more than collection boxes and good intentions. Start by setting a realistic fundraising or donation target, then confirm what the food bank can accept and where collections may take place. From there, plan volunteer shifts, registration, signage and a clear route from drop-off to storage. This guide focuses on the details that are often arranged too late, including access, transport, labelling and safe sorting.

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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
Set the fundraising goal
2 people
2
Define acceptance criteria
2 people
3
Reserve venue
4
Arrange collection permission
5
Recruit volunteers
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Create the volunteer schedule
2 people
10
Arrange transport to storage
11
Design communication materials
12
Publish donation information
2 people
13
Do the shopping
2 people
14
Check materials
2 people
15
Label boxes and crates
2 people
16
Prepare collection registration
17
Mark delivery route
2 people
18
Send the volunteer briefing
19
Arrange keys and access
20
Bring materials to the venue
3 people
21
Inspect venue
2 people

Event

22
Welcome volunteers
2 people
23
Brief volunteers
2 people
24
Set up tables and chairs
4 people
25
Set up sorting stations
4 people
26
Place information signs
2 people
27
Set up registration desk
2 people
28
Set out coffee and tea
2 people
29
Open the donation point
2 people
30
Welcome donors
3 people
31
Receive delivered goods
4 people
32
Check donations for shelf life
4 people
33
Sort donations by type
6 people
34
Fill boxes and crates
4 people
35
Weigh boxes
2 people
36
Record collected amounts
2 people
37
Move full boxes to storage
4 people
38
Refill drinks
39
Arrange breaks for volunteers
2 people
40
Remove waste regularly
2 people
41
Restock supply boxes
2 people
42
Accept final donations
4 people
43
Close collection point
2 people
44
Sort remaining products
4 people
45
Prepare donations for transport
4 people

Aftercare

46
Clear tables and chairs
4 people
47
Take down sorting stations
4 people
48
Collect materials
3 people
49
Clean the venue
4 people
50
Wash dishes and supplies
2 people
51
Deliver donations to the food bank
4 people
52
Return borrowed materials
2 people
53
Dispose of waste
2 people
54
Send thank-you message to volunteers
55
Announce the proceeds

What to bring

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

Furniture

Tablesqty 8
Chairsqty 20
Folding table for registration
Shelving unitsqty 4
Roll containersqty 6

Equipment

Platform scale
Hand trucksqty 2
Power stripsqty 3
Extension cordsqty 3
Label printer
Power banksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Kitchen knivesqty 2
Cutting boardsqty 2

Tableware

Reusable cupsqty 30
Reusable platesqty 30
Cutlery setsqty 30
Serving plattersqty 6
Pouring jugsqty 4

Catering

Cardboard collection boxesqty 80
Plastic cratesqty 30
Paper carrier bagsqty 100
Reusable shopping bagsqty 30
Barrier tapeqty 2
Palletsqty 6
Groceries

Decorations

Collection bannersqty 3
Directional arrowsqty 12
Information boardsqty 8
Chalkboardsqty 4

Lighting

Work lightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Hand brushes and dustpanqty 3
Microfiber clothsqty 12
Cleaning glovesqty 12

Tips

Confirm acceptance criteria before sending invitations. Ask the food bank for its current list of accepted and unsuitable items, including rules for chilled goods, opened packaging and expiry dates, and publish that information with the donation instructions.
Set up the collection flow before the event day. Use a registration table at the entrance, mark the delivery route with arrows and separate sorting stations so volunteers are not carrying boxes across the room.
Plan volunteer cover in shifts rather than relying on one group for the whole day. Send the briefing in advance and include arrival time, collection duties, lifting guidance, break arrangements and who holds the keys or access information.
Arrange transport and storage before donations arrive. Confirm the vehicle, loading point and hand trucks, and label boxes and crates by category so the food bank can receive a clear, countable load.
Check power and serving equipment during the venue inspection, not on the morning itself. Test extension cords, power strips, label printers and weighing equipment, and keep chilled items in coolers until they can be moved safely.

Frequently asked questions

How far in advance should I organise a food bank food drive?: Start at least 4 to 6 weeks before the collection date. Use the first week to confirm the food bank’s requirements and venue permission, then allow time for volunteer recruitment, invitations, registrations and transport planning.
How many volunteers do I need for a food bank food drive?: For a small collection, plan on at least 6 volunteers per shift: one for registration, two for receiving donations, two for sorting and one for coordination. Add cover if the event runs longer than 3 hours or includes heavy boxes.
What food can people donate to a food bank?: Publish the food bank’s acceptance criteria rather than guessing. A useful notice should state whether unopened, shelf-stable items are accepted and give a clear rule for chilled, damaged or short-dated products; confirm these details at least 2 weeks before the event.
How do I transport donations after a food drive?: Book transport before invitations go out and confirm the collection time with the food bank at least 48 hours in advance. Keep boxes and crates labelled, use roll containers or hand trucks where possible, and record the number or weight of each category before loading.

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