What you need for a school supplies drive
A school supplies drive needs more than collection boxes and donated items. You will also need clearly labelled sorting areas, registration materials, packaging supplies and a simple way to track incoming donations. Plan refreshments for volunteers and visitors, plus enough tables, chairs and power access for the reception and sorting points. This checklist helps you buy or bring the supplies that are easy to overlook before collection and distribution day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 30
- Foldable tablesqty 4
- Clothes racksqty 2
- Stoolsqty 4
- Roll containersqty 6
- Storage cabinetsqty 4
Equipment
- Laptopqty 2
- Printer
- Extension cordsqty 4
- Power stripsqty 5
- Weighing scale
- Label printer
- Handheld microphone
- Coolersqty 3
- Kettlesqty 2
Tableware
- Coffee potsqty 3
- Mugsqty 50
- Glassesqty 50
- Platesqty 40
- Cutlery setsqty 40
- Serving traysqty 6
Office
- Collection boxesqty 30
- Plastic binsqty 20
- Sorting labelsqty 80
- Registration formsqty 300
- Ballpoint pensqty 30
- Clipboardsqty 6
- Calculatorsqty 4
- Staplersqty 4
- Scissorsqty 10
- Measuring tapesqty 3
Logistics
- Hand trucksqty 2
- Transport cratesqty 20
- Moving boxesqty 60
- Palletsqty 4
- Ratchet strapsqty 6
- Hand trucksqty 2
- Crate Labelsqty 100
Packaging
- Paper carrier bagsqty 150
- Cardboard envelopesqty 100
- Storage foldersqty 100
- Gift ribbonqty 10
- Packaging tape dispensersqty 4
School supplies
- Notebooksqty 300
- Ring bindersqty 100
- Casesqty 120
- Backpacksqty 80
- Drawing boxesqty 80
- Colored pencilsqty 120
- Pencilsqty 300
- Ballpoint pensqty 300
- Erasersqty 200
- Pencil sharpenersqty 150
- Rulersqty 150
- Set squaresqty 80
- Compassesqty 60
- Markersqty 150
- Glue sticksqty 150
- Scissor setsqty 100
- Coloring booksqty 80
- Count-up blocksqty 100
- Textbooksqty 80
Decorations
- Information boardsqty 8
- Directional signsqty 12
- Tableclothsqty 10
- Buntingqty 6
Lighting
- LED lampsqty 6
- Battery lanternsqty 4
Cleaning
- Waste binsqty 8
- Vacuum cleaner
- Mopqty 2
- Bucketsqty 3
Safety
- First aid kit
- Work glovesqty 12
- Safety vestsqty 10
- Non-slip matsqty 6
Catering
- Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Decaf coffee - 1 pack
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Small mineral water - 48 bottles
- Stir sticks - 200 pieces
- Paper napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 200 pieces
- Wooden forks - 200 pieces
- Wooden spoons - 200 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Mini rolls - 100 pieces
- Unsalted butter - 2 packs
- Margarine - 2 tubs
- Young cheese - 3 kilos
- Chicken breast topping - 2 kilos
- Hummus - 6 tubs
- Peanut butter - 3 jars
- Jam - 3 jars
- Chocolate sprinkles - 2 packs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Mandarins - 4 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Rice cakes - 8 packs
- Muesli bars - 100 pieces
- Cookies - 10 packs
- Mini muffins - 100 pieces
- Donuts - 60 pieces
- Vegan cookies - 6 packs
- Gluten-free crackers - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 1 jar
- Salt - 1 pack
- Olive oil - 1 bottle
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Cleaning wipes - 4 packs
- All-purpose cleaner - 3 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Toilet cleaner - 2 bottles
- Toilet brushes - 2 pcs
- Latex gloves - 2 boxes
- Bandages - 2 boxes
- AA batteries - 2 packs
- AAA batteries - 2 packs
- Printer paper - 5 packs
- Print cartridges - 2 sets
- Name stickers - 300 pieces
- Color stickers - 10 sheets
- Permanent markers - 20 pieces
- Wrapping paper - 10 rolls
- Packing tape - 12 rolls
- Rope - 4 rolls
Tips
- Prepare at least one collection box for each announced drop-off point, and label every box with the donation instructions before placing it.
- Set up separate sorting labels and plastic bins for each school-supply type. Keep damaged items in a clearly marked area instead of mixing them with usable donations.
- Bring registration forms, clipboards and ballpoint pens to the reception desk, with a laptop and printer available if registrations or inventory lists need updating on the day.
- Allow one table for reception and additional sorting tables so volunteers do not have to move boxes repeatedly. Bring extension cords and power strips if the laptop, printer or label printer will share one outlet.
- For a half-day drive, plan roughly two drinks per volunteer for the first four hours, plus snacks and enough mugs, glasses, plates and cutlery for the people working at the venue.
Frequently asked questions
- What do I need to buy for a school supplies drive?
- Start with collection boxes, plastic bins, sorting labels, registration forms, pens, clipboards and packaging materials. Add refreshments, serving items and any tables, chairs or equipment you cannot borrow.
- How many collection boxes do I need for a school supplies drive?
- Use at least one collection box per collection point, with one extra box if a location receives a high volume of donations. Label them before the first donation is accepted.
- How much food and drink should I provide for school supplies drive volunteers?
- For a four-hour shift, allow about two drinks per volunteer for the first four hours, plus one snack per person. Add coffee or tea supplies if volunteers will work through the morning or afternoon.
- When should I prepare the school supplies drive materials?
- Print registration and inventory forms, prepare labels and check collection boxes at least 2–3 days before the drive. Set out packaging supplies and test the printer, laptop and power connections before volunteers arrive.
Start this plan in Lizzt
Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.
Organize this event for free with LizztOrganize for free and invite your contacts!