Develop a roster of all the volunteers. Be sure to get each person’s full name and contact information so you can keep everyone informed during the planning stage.
Host a meeting three to five weeks prior to the food drive so the volunteers understand the goal of the food drive, what is required of them, the timeline of the drive and background on the selected organization you are supporting. Provide a take-away sheet with the information provided at the meeting.
Develop a schedule for the volunteers so that you have sufficient support throughout the day. Keep in mind peak hours will need more volunteers than the early and later hours of the event. Communicate the schedule to all the volunteers two weeks prior to the food drive so there is time for rescheduling if needed.
Suggested tasks for volunteers include:
- Make and distribute flyers/signs for promoting the event
- Promote the event through their contacts and local community organizations
- Staff the event (including set up and take down)
- Transport food donations to the recipient organization
- Follow-up communication, including the results of the drive and thanking the supporters
For more tips on project management, see the Nuts and Bolts Guide for Organizers at www.CreateTheGood.org/how-to/nuts-bolts-project-organizers.