Fundraiser collection-day checklist
Plan a smoother handover, from checking orders to giving every volunteer a clear job.
Give each volunteer a clear role and keep one reliable record of orders. Use this checklist for a product fundraiser, then adapt it to your supplier and collection venue.
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Before delivery arrives
Confirm the expected quantities and delivery window. Make sure someone can receive the goods and check the order. Share the collection time with supporters early, including parking, the exact entrance and what to do if they cannot make it.
Keep the handover simple
Set up a place to look up names, a place to pack or retrieve orders, and a clear collection point. One person should mark orders as collected so two volunteers do not hand out the same order. Keep customer contact details out of public view.
For chilled or frozen food, follow the supplier's storage and transport instructions. Ask in advance what facilities you need and how long orders can stay at the collection point. Do not assume a school hall or car boot is suitable storage.
Handle missing or uncollected orders
Record the name, missing item and agreed next step. Check with the supplier before promising a replacement or refund. Keep a separate list of uncollected orders and arrange a safe handover with those supporters.
Close the loop with your community
Reconcile the final costs and payments before announcing how much the group raised. Thank the volunteers and supporters, then explain what happens next with the funds. Note what you would change for the next fundraiser while it is still fresh.
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