How to organise a soup campaign from start to finish

A soup campaign needs more than a large pot of soup. Start by fixing the date, booking a suitable venue and estimating how many people will attend. Then recruit volunteers, collect dietary information and check what equipment and stock are already available. Food preparation, power supplies and serving arrangements should be planned before the event day. On the day itself, work backwards from serving time so the soup is reheated, the buffet is labelled and the room is ready before guests arrive.

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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
Record date and times
3
Recruit volunteers
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Assign volunteers
2 people
8
Check stock
2 people
9
Create a shopping list
2 people
10
Reserve tables and chairs
11
Do the shopping
3 people
12
Set up non-perishable supplies
2 people
13
Wash vegetables
3 people
14
Cut vegetables
4 people
15
Prepare soup base
4 people
16
Slice bread
2 people
17
Open venue
2 people
18
Unload materials
4 people
19
Set up tables
4 people
20
Set up chairs
3 people
21
Connect cooking equipment
3 people
22
Reheat soup
4 people
23
Set up the buffet and cash register
3 people
24
Place allergen cards
2 people
25
Chill drinks
2 people
26
Brief volunteers
2 people

Event

27
Welcome guests
3 people
28
Register donations
2 people
29
Serve soup
6 people
30
Refill drinks
2 people
31
Keep buffet clean
2 people
32
Empty trash bins
2 people
33
See off guests
2 people

Aftercare

34
Count and store cash
2 people
35
Wash dishes
4 people
36
Clean the kitchen
3 people
37
Clear tables and chairs
5 people
38
Leave venue clean
4 people
39
Return materials
3 people
40
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Buffet tablesqty 3
Coat racksqty 2

Tableware

Soup bowlsqty 150
Soup spoonsqty 150
Drinking glassesqty 150
Coffee mugsqty 60
Serving spoonsqty 8
Serving traysqty 6

Kitchen

Large cooking potsqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring jugsqty 4
Food containersqty 12
Kitchen tongsqty 4

Equipment

Soup kettlesqty 6
Induction platesqty 6
Extension cordsqty 8
Power stripsqty 5
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Thermometersqty 4
Cash boxesqty 2

Decorations

Tableclothsqty 10
Action bannersqty 3
Donation signsqty 4
Menu boardsqty 4
Allergen cardsqty 12

Lighting

LED lightsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 4
Mopsqty 4
Broom setsqty 3

Catering

Groceries

Tips

Set the serving time only after checking the venue’s opening hours and power supply. Allow at least 90 minutes before guests arrive to unload materials, arrange tables and chairs, and connect the cooking equipment.
Give volunteers specific shifts rather than asking for general help. You need separate cover for preparation, cooking, registration or donations, serving and clearing up, with a handover between each stage.
Collect dietary requirements when people register, not on the day itself. Prepare allergen cards before service and place them beside the relevant soup, bread or other food so guests do not have to guess.
Check stock against the final registration list at least 3 days before shopping. Include serving bowls, spoons, glasses, mugs and trays as well as ingredients; these are easy to overlook when attention is on the soup.
Test the power setup before cooking begins. Check that induction plates, soup kettles, coffee machines and kettles can run safely from the available sockets, extension cords and power strips without overloading one circuit.

Frequently asked questions

How far in advance should I organise a soup campaign?: Fix the date and reserve the venue at least 4 weeks ahead. Recruit volunteers and send invitations soon after, then confirm registrations and dietary requirements no later than 3 days before the event.
How many volunteers do I need for a soup campaign?: For a small campaign, plan on at least 1 volunteer for every 10 to 15 guests, with a minimum of 4 people covering preparation, serving, registration and clearing up. Add separate kitchen help if vegetables and soup are prepared on site.
When should I prepare the soup for the campaign?: Wash and cut vegetables and prepare the soup base according to your kitchen capacity, preferably on the day before or early on the event day. Reheat the soup close to serving time and check its temperature before putting it on the buffet.
What do I need to check at the venue before a soup campaign?: Check access, tables, chairs, kitchen space, water, refrigeration and electrical sockets at least 1 week beforehand. Confirm where cooking equipment, coolers, cash boxes and food waste will be placed so setup does not block guest traffic.

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