How to organise a toy collection

A toy collection works best when donors know exactly what they can bring and volunteers know where each item goes. Start by securing a drop-off location, setting collection rules and opening registrations before promoting the event. Then plan the flow from reception to checking and sorting, confirm collection or pickup arrangements, and schedule enough volunteers for each shift. On the day, set up labelled sorting tables, a clear walking route and a staffed reception desk before accepting the first donation.

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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 a drop-off location
2
Set collection rules
2 people
3
Create a registration form
4
Send invitations
2 people
5
Distribute promotional posters
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Create volunteer schedule
2 people
9
Confirm pick-up arrangements
2 people
10
Check the shopping list
2 people
11
Do the shopping
2 people
12
Collect tables and chairs
2 people
13
Set out sorting bins
2 people
14
Print collection stickers
15
Print Sorting Labels
16
Inform volunteers

Event

17
Open venue
2 people
18
Set up the reception desk
3 people
19
Set up sorting tables
4 people
20
Mark the walking route
2 people
21
Hang decorations
2 people
22
Prepare coffee and tea
2 people
23
Staff the reception desk
2 people
24
Accept donations
4 people
25
Check donations
3 people
26
Sort toys
6 people
27
Set rejected items aside
2 people
28
Label boxes and bags
2 people
29
Answer visitor questions
2 people
30
Serve coffee and tea
2 people
31
Refill drinks
32
Collect waste
2 people
33
Accept final donations
3 people
34
Close sorting trays
3 people
35
Take donations to storage
6 people

Aftercare

36
Take down tables and chairs
4 people
37
Wash dishes
2 people
38
Clean the venue
4 people
39
Empty waste containers
2 people
40
Inventory materials
2 people
41
Return borrowed materials
2 people
42
Pack remaining toys
3 people
43
Archive donation records

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Clothes racksqty 2
Waste binsqty 4
Storage cabinetsqty 4

Equipment

Laptop
Label printer
Hand trucksqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4
Serving spoonsqty 4

Tableware

Reusable cupsqty 80
Reusable platesqty 50
Cutlery setsqty 50

Decorations

Welcome bannersqty 2
Information boardsqty 6
Directional signsqty 10
Tableclothsqty 8
Name badgesqty 30

Lighting

LED lampsqty 4

Cleaning

Broomqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 12
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the donation rules before sending invitations. State which toys are accepted, whether they must be clean and complete, and how donors should register any special requirements; changing the rules after promotion creates confusion.
Separate reception from sorting. Place the reception desk near the entrance, then use labelled sorting tables and bins farther inside so donated toys do not block arrivals or create queues.
Build the volunteer schedule around the busiest period, not just the opening and closing times. Assign separate people to reception, donation checks and sorting, with at least one handover period between shifts.
Print collection stickers and sorting labels before setup day. Keep spare labels at the reception desk and test the label printer with the laptop before volunteers arrive.
Confirm pickup arrangements before shopping and venue setup. Check the number of tables, chairs, storage areas and hand trucks against the expected donation volume, and leave time after closing to check every donation and clean the room.

Frequently asked questions

How far in advance should I organise a toy collection?: Secure the drop-off location and set the collection rules at least 4 weeks before the event. Open registrations and send invitations once the rules and location are confirmed, leaving the final week for volunteer schedules, labels and pickup details.
How many volunteers do I need for a toy collection?: Plan for at least 1 volunteer at reception, 2 people checking donations and 2 people sorting during the busiest period. Add one shift lead when the event runs longer than 3 hours or uses several sorting areas.
How should I set up a toy donation sorting area?: Place the reception desk at the entrance and arrange sorting tables in a one-way flow. Use one clearly labelled bin or table for each category, keep the walking route visible, and leave roughly 1 metre of passage space between stations.
When should I confirm toy pickup arrangements?: Confirm the pickup date, time, access route and storage requirements at least 7 days before collection day. Recheck the arrangements the day before, after you know the expected donation volume and final closing time.

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