How to organise a food waste campaign

Start by fixing the date, venue and permission for food distribution before contacting food donors. Then build the plan around collection, safe storage, preparation and distribution, with volunteers assigned to each stage. Check cooling capacity early, because donated food can arrive faster than it can be processed. On the day, weigh and inspect incoming food, keep chilled items cold, and arrange residual waste transport before the event begins.

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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 date and location
2
Arrange permission for food distribution
3
Contact food donors
2 people
4
Book transport for residual waste
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Create food safety instructions
2 people
10
Create program and directional signs
2 people
11
Confirm donation arrangements
2 people
12
Check cooling capacity
2 people
13
Do the shopping
2 people
14
Label stock crates
2 people
15
Clean coolers and transport bins
2 people
16
Prepare food receiving
2 people

Event

17
Open venue
2 people
18
Collect donations
3 people
19
Check and weigh food
4 people
20
Store food chilled
2 people
21
Set up tables and chairs
4 people
22
Set up the distribution point
3 people
23
Set up the kitchen workspace
3 people
24
Sort supplies by type
4 people
25
Prepare snacks
4 people
26
Prepare a meal
5 people
27
Post allergen information
2 people
28
Set up the registration table
2 people
29
Welcome visitors
3 people
30
Give an explanation about food waste
2 people
31
Distribute food
5 people
32
Serve snacks
3 people
33
Serve the meal
4 people
34
Refill drinks
2 people
35
Separate waste streams
2 people
36
Check food safety
2 people
37
Package leftover food
3 people

Aftercare

38
Dismantle distribution point
3 people
39
Wash dishes
3 people
40
Clean the kitchen
3 people
41
Dispose of waste
2 people
42
Put furniture back
4 people
43
Count and pack materials
2 people
44
Clean coolers and crates
2 people
45
Return borrowed items
2 people
46
Record food yield
47
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

Set a collection deadline at least 7 days before the event and ask donors what food, quantities and arrival times they expect. This makes it easier to plan tables, storage and preparation.
Check cooling capacity at least 3 days in advance. Use digital thermometers and label each crate with its contents and receiving time, rather than leaving food in unmarked coolers.
Write the food-safety instructions before assigning volunteers, then give each receiving and kitchen volunteer a specific role. Include who checks, weighs, stores and releases food for distribution.
Set up separate zones for food receiving, chilled storage, preparation and distribution before opening the venue. Keep waste bins away from the food receiving point and leave clear routes between the zones.
Confirm the residual-waste transport booking no later than 48 hours before the event. Arrange the collection time around the closing routine so leftover food and waste do not remain on site overnight.

Frequently asked questions

How far in advance should I organise a food waste campaign?: Start at least 4 weeks ahead. Use the first 2 weeks for the venue, permission, donors and transport, then use the final 2 weeks for registrations, volunteer shifts, food-safety instructions and equipment checks.
How do I keep donated food safe during the event?: Check and weigh food as it arrives, record the receiving time, and move chilled items into coolers immediately. Check temperatures at least every 2 hours and separate food that cannot be safely identified or stored.
How many volunteers do I need for a food waste campaign?: For a small campaign, plan on at least 6 volunteers: 2 for receiving and weighing, 2 for the kitchen, and 2 for distribution. Add 1 volunteer for every 25 additional attendees if queues, registration or transport require more control.
When should I confirm food donors and transport?: Confirm donor quantities and delivery times at least 7 days before the campaign. Confirm residual-waste transport 48 hours before the event, then check both arrangements again the day before.

Start this plan in Lizzt

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