How to Organize a Filling Event for Bags of Love
Plan., Take a weekly inventory and spread the word about how much of what items are needed.,Take a "final" inventory and delegate specific shopping lists to individual volunteers.,Follow up with the shoppers to be certain everything got purchased...
Step-by-Step Guide
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Step 1: Take a weekly inventory and spread the word about how much of what items are needed.
Create a time line and task list.
You'll need number of bags to fill, number of volunteers, key volunteer assignments, a venue, tables, chairs, etc. (with rationale behind WHY each is needed and HOW MANY of each are needed. , Needs to be repeated weekly in the 4 weeks leading up to the event.,,,,, Bathroom bag fillers
- Fill Gallon ziplock baggies by age and gender and label for easy grabbing by the large bag fillers.
End of line inspectors / coordinators who will choose the correct bathroom bag to put in each filled large bag.
End of line bag sorters/counters who will relay what is still needed to those at the beginning of the line so that we end up with a roughly equal number of bags for each age group and gender.
Persons to tidy up afterward, replace unused items in storage, breakdown tables, vacuum, etc. (best if chosen well in advance, but can be done the day of the event if need be) ,,,,, -
Step 2: Take a "final" inventory and delegate specific shopping lists to individual volunteers.
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Step 3: Follow up with the shoppers to be certain everything got purchased and nail down volunteer drivers to take the bags to the Receiving Organization on the day of the event.
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Step 4: Take inventory again and sort out the donations by item and make any last minute purchases of additional items needed.
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Step 5: Set up the venue tables
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Step 6: chairs
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Step 7: white board
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Step 8: etc and photo copy the filling check lists for the volunteers to use as they fill a bag
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Step 9: set up signage.
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Step 10: Survey the volunteers
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Step 11: introduce them to the filling process and assign groups to do the following key tasks: Large Bag Fillers - check off age and gender at beginning of line before going down the row of tables to fill.
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Step 12: Circulate throughout the room
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Step 13: encouraging everyone
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Step 14: answering questions and following up on completion of tasks.
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Step 15: Pack up unused items for storage.
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Step 16: Breakdown tables/chairs and put away.
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Step 17: Transport bags to receiving organization.
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Step 18: Write thank you notes to each participant and donor.
Detailed Guide
Create a time line and task list.
You'll need number of bags to fill, number of volunteers, key volunteer assignments, a venue, tables, chairs, etc. (with rationale behind WHY each is needed and HOW MANY of each are needed. , Needs to be repeated weekly in the 4 weeks leading up to the event.,,,,, Bathroom bag fillers
- Fill Gallon ziplock baggies by age and gender and label for easy grabbing by the large bag fillers.
End of line inspectors / coordinators who will choose the correct bathroom bag to put in each filled large bag.
End of line bag sorters/counters who will relay what is still needed to those at the beginning of the line so that we end up with a roughly equal number of bags for each age group and gender.
Persons to tidy up afterward, replace unused items in storage, breakdown tables, vacuum, etc. (best if chosen well in advance, but can be done the day of the event if need be) ,,,,,
About the Author
Heather Hughes
Heather Hughes has dedicated 3 years to mastering lifestyle and practical guides. As a content creator, Heather focuses on providing actionable tips and step-by-step guides.
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