Toy Collection Checklist

A toy collection needs more planning than placing a box by the door. You need a confirmed drop-off location, clear donation rules, a registration process and enough volunteers to receive and check items. The collection day also depends on practical details such as labelled sorting tables, stickers, a marked walking route and a staffed reception desk. Use this checklist to work through the arrangements in order, from the first venue booking to the final donation check.

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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

Reserve a drop-off location
Set collection rules
2 people
Create a registration form
Send invitations
2 people
Distribute promotional posters
2 people
Process registrations
2 people
Collect dietary requirements
Create volunteer schedule
2 people
Confirm pick-up arrangements
2 people
Check the shopping list
2 people
Do the shopping
2 people
Collect tables and chairs
2 people
Set out sorting bins
2 people
Print collection stickers
Print Sorting Labels
Inform volunteers

Event

Open venue
2 people
Set up the reception desk
3 people
Set up sorting tables
4 people
Mark the walking route
2 people
Hang decorations
2 people
Prepare coffee and tea
2 people
Staff the reception desk
2 people
Accept donations
4 people
Check donations
3 people
Sort toys
6 people
Set rejected items aside
2 people
Label boxes and bags
2 people
Answer visitor questions
2 people
Serve coffee and tea
2 people
Refill drinks
Collect waste
2 people
Accept final donations
3 people
Close sorting trays
3 people
Take donations to storage
6 people

Aftercare

Take down tables and chairs
4 people
Wash dishes
2 people
Clean the venue
4 people
Empty waste containers
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Pack remaining toys
3 people
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 what types of toys you accept, where people should drop them off and any condition or safety requirements, so volunteers are not making different decisions on the day.
Create the registration form early and collect dietary requirements at the same time. Give yourself at least 7 days to process registrations, assign volunteers and adjust the coffee, tea and refreshment setup.
Confirm pick-up arrangements before the collection opens. Check the vehicle, collection time, loading route and available hand trucks at least 48 hours in advance, rather than waiting until donations are already sorted.
Plan the venue around separate receiving and sorting areas. Set out labelled sorting bins and sorting tables before opening, then place the reception desk near the entrance so donated toys do not block the walking route.
Open the venue at least 2 hours before the advertised start time. This allows time to set up tables, chairs, signs, banners, labels, refreshments and the laptop or label printer before volunteers and donors arrive.

Frequently asked questions

How early should I start planning a toy collection?: Start at least 4 weeks before the collection date. Reserve the drop-off location first, then allow time for donation rules, registration, invitations, volunteer scheduling and collection arrangements.
How many volunteers do I need for a toy collection?: Plan separate cover for reception, sorting and collection support, rather than assigning everyone to one general role. Final numbers depend on attendance, but create the schedule at least 7 days ahead and include overlap during opening and closing.
What should I prepare the day before a toy collection?: Print collection stickers and sorting labels, check the shopping list, confirm pick-up arrangements and pack signs and information boards. Complete these checks at least 1 day before the event so missing supplies can still be replaced.
How long before opening should I set up the venue?: Allow 2 hours for the full setup. Use this time to arrange tables and chairs, sorting bins, the reception desk, directional signs, the walking route, refreshments and any power connections.

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