How to organise a toy collection from start to finish

A toy collection runs smoothly when donations move through the room in one direction: welcome, check, sort and store. Start by booking a suitable room, setting a fundraising or collection target, and agreeing what charities can accept. Then organise volunteers around registration, donation checks, sorting and transport rather than putting everyone on the door. This plan covers the setup, visitor information, collection bins, refreshments and handover details that are easy to leave until the last day.

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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 room
2
Set the fundraising goal
2 people
3
Create visitor information
2 people
4
Send invitations
2 people
5
Recruit volunteers
2 people
6
Process registrations
7
Collect dietary requirements
8
Schedule volunteers
2 people
9
Approach charities
2 people
10
Arrange pickup times
2 people
11
Plan the transport route
2 people
12
Do the shopping
2 people
13
Print donation criteria
14
Label collection bins
2 people
15
Prepare sorting layout
2 people
16
Confirm volunteers
17
Check room and key
2 people

Event

18
Set up tables
4 people
19
Set up collection point
3 people
20
Set out sorting bins
3 people
21
Set up registration desk
2 people
22
Hang decorations
2 people
23
Set out coffee and tea
2 people
24
Welcome volunteers
2 people
25
Explain roles and criteria
2 people
26
Accept donations
3 people
27
Register donations
2 people
28
Check the toys
4 people
29
Sort toys
5 people
30
Note missing parts
2 people
31
Fill boxes and bags
4 people
32
Refill drinks
2 people
33
Serve snacks
2 people
34
Stack full boxes safely
3 people
35
Check transport load
2 people

Aftercare

36
Dismantle the collection point
4 people
37
Collect waste
3 people
38
Wash dishes
2 people
39
Clean the room
3 people
40
Transport toys to storage
4 people
41
Deliver toys to beneficiary organization
3 people
42
Return leftover items
2 people
43
Archive donation records
44
Send thank-you message
2 people

What to bring

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

Furniture

Folding tablesqty 8
Chairsqty 20
Coat racksqty 2
Transport trolleyqty 2

Storage

Plastic containersqty 20
Cardboard boxesqty 60
Sturdy storage bagsqty 40
Palletsqty 4
Roll containersqty 4

Equipment

Laptopqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Handheld scannersqty 2
Coolersqty 3

Tableware

Mugsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30
Pitcherqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Kitchen knivesqty 2

Decorations

Welcome sign
Information boardsqty 6
Buntingqty 4
Tableclothsqty 8

Lighting

LED lampsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the donation criteria before invitations go out. Print the rules and display them at the collection point so visitors know whether toys must be complete, clean, safe and suitable for reuse.
Plan the room as a one-way route: registration desk first, labelled collection bins next, then the sorting layout and temporary storage. Leave clear access for a transport trolley or roll containers.
Create the volunteer rota in shifts rather than asking people to stay all day. Confirm each person shortly before the event and give every shift a specific role, including who explains the criteria.
Agree charity pickup times before the collection opens. Match the expected volume to boxes, plastic containers, sturdy storage bags or pallets, and keep one accessible route from storage to the pickup point.
Do the practical check the day before: test the laptop, printer, extension cords and power strips, check the room key, and prepare coffee and tea so volunteers are not solving setup problems during arrivals.

Frequently asked questions

How early should I start organising a toy collection?: Start at least 4 to 6 weeks before the collection. Use the first two weeks to reserve the room, set the target and approach charities, then allow time for invitations, volunteer scheduling and transport planning.
How many volunteers do I need for a toy collection?: For a small collection, plan on 6 to 8 volunteers per shift: two for registration and welcoming, two for checking donations, and two to four for sorting and moving items. Add a separate transport team if pickups happen during opening hours.
How do I organise the sorting area for donated toys?: Set up the sorting area before visitors arrive, with one clearly labelled bin or box for each agreed category and a separate space for items that need a decision. Keep at least one clear aisle and place storage closest to the planned pickup route.
When should the charity collect the donated toys?: Arrange the first pickup time before sending invitations, and confirm it again 24 to 48 hours before the event. If the collection lasts several hours, schedule a second pickup when storage could fill before closing.

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