Therefore, organization skills are a must, because of the weekly, monthly and yearly paperwork, inventory, which must be maintained and, especially for our weekly distribution. This is crucial for corporate donations; most funders want documentation of the event they have funded.
Volunteers and workers must be organized as well as event tasks should be created and organized, or you will have too many or not enough volunteers. This will allow you to match event tasks with the appropriate volunteers. Ideally you want to match an adequate volunteer to the appropriate event task.
Being a non-profit organization, we request donations from outside companies/organization, and we must adhere to the guidelines that these organizations have in place for us to receive donations.
The best way to put together an event with a large distribution is to:
- Determine who will receive the donations (food, clothing), this is basically the goal of the event.
- Create a budget, this will let you know how much money it will take to host this event.
- How will you get the information from the people who will receive the donations (registration form, sign in sheet)
- How will the donations will be distributed to the people? (volunteers)
- Who will perform the administrative tasks? (paid staff or volunteers or both).
- Where will inventory be stored?
- Who will distribute the donated items, what is the game plan for distributing those items?
There is so much to consider when planning a community event, however it is so rewarding to bring a community together either to help or unify or both. One of these should be the focus of your community event.
These are just the very bare basics for putting together a community distribution; other things to consider are:
- Once you have determined your goal, next thing to do is outline how you want the event to flow; be as creative as possible, during this process don’t be too concerned about cost, once you create your budget, you will know what you can afford for your event. This process will also help you to determine your planning process for the event.
- The planning process should include logistics such as:
- Location of the Community Event, should the community event require permits?
- How will the people receive the donated items, should there be a registration, fee or free?
- Where will the donated items be stored and distributed from, do you need a permit if it’s not held at your facility.
- How many volunteers will you need?
- How many people can be served at the community event?
There are still many things to considered for a community event, the best way to stay organized is to utilize an event planning checklist.
I have created an event planning checklist and its FREE in the prints section of my website. Feel free to download at any time and save to your laptop or computer or tablet. This event planning checklist will help you put a timeline with the event tasks that have to be completed before and after the event.
This blog post will help you get started with planning your community event and any other event.