HOSTING A COLLECTION
Everything you need to know, from communicating with your nonprofit partner and getting the word out to logistics planning and delegating responsibilities at the collection site.
LAUNCH
Start an F4F Club and get friends involved.
COLLECT
Collect fresh groceries and other essentials.
DELIVER
Deliver to families in need in your community!
Quick Hits
Nonprofit Partner Communications
Email Template: New Nonprofit Partner
Hi all,
My name is (name), and I'm the President of the (school name) Club of Families4Families. Our club hosts grocery collections throughout the school year. We then deliver these groceries to partner organizations who distribute the goods based on families they know who are most in-need in the community.
We researched (insert partner name) as a chapter, and (write two to three sentences about why you feel they would be a good partner. For example: we believe Good for the Gander would be an amazing partner. Your dedication to serving underprivileged youth is a cause we would love to support in any way possible).
If you’re available to meet via (phone call, Zoom, Teams, etc. – whatever is best for your club or school), we would love to connect!
Looking forward to meeting soon.
All the best,
(Insert name)
Families4Families Student Club (President, Community Engagement Coordinator, etc.)
Considerations When Choosing a Nonprofit Partner
Are there opportunities for community engagement and collaboration? Can they attend grocery collection events at the school, speak to the school about their cause, or offer additional volunteer opportunities (i.e. reading to toddlers in the partner’s program, attend a field day with students they support, play chess, checkers, cards, or a board game with senior citizens supported by the program, etc.)?
Is the nonprofit partner a small, local organization, or an arm of a large, national organization? F4F Student Clubs should aim to partner with nonprofits that have a deep understand of the local community. This helps with identifying families most in need, but the organization will also be able to speak to specific issues facing the community, the history of that issue, and how they’re working to address the issue (and by extension, the F4F Student Clubs with the groceries it delivers).
Is the nonprofit partner sustainable? Do they have a full-time, salaried Executive Director, or are they entirely volunteer-based? Organizations with full-time staff will better be able to speak to the world of nonprofit entrepreneurship.
Do they have a staff member willing to develop a deep relationship with the F4F Student Club? Are there opportunities for mentorship from the chapter’s contact at the nonprofit partner?
Looking for a Nonprofit Partner?
Email admin@families4familiesdmv.org to learn more about how we help clubs choose the right nonprofit partner for them!
Using Sign Up Genius
Recruiting Grocery Donors, Volunteers and Drivers
Email Template: Recruiting Student Volunteers
Hi!
Our (insert school name) Families4Families Club is looking for volunteers to help with our grocery collection event on (insert date and time). Many families in our community don’t know where their next meal will come from, or can’t afford healthy options when grocery shopping. With your help, we’re hoping to secure groceries and other essentials for families based on this Bag of Basics list (link to your Bag of Basics checklist) and deliver them to (insert partner organization).
Students will receive service-learning credits for their time spent volunteering. If you’re interested, sign up here (link to your club’s scheduling platform) or contact (insert your Club President’s or Club Student Involvement Coordinator’s email).
We look forward to seeing you on (insert date)!
With gratitude,
(Insert name)
Families4Families (Student Involvement Coordinator, President, etc.)
Email Template: Finding Drivers to Deliver Groceries to Nonprofit Partner
Hi Parents of (insert school name),
My name is (insert name) and I’m the (President, Vice President, Logistics Coordinator, etc.) of (insert school name)’s Families4Families Club. We’re holding a grocery collection on (insert date) at (insert time) at (insert location, i.e. the school bus circle, field house/gym, lobby/foyer/entrance hall, etc.). We’re looking for (number of drivers needed based on Bags of Basics or donations signed up for) to help transport the groceries to (insert partner organization name and address).
If you’re available and would like to help, please email me and let me know by (date 3-4 days before scheduled food drive).
Looking forward to hearing from you soon!
Kind regards,
(Insert name)
Families4Families Club (President, Vice President, Logistics Coordinator, etc.)
Providing Directions to the Collection Site
Directions to the collection site should be given assuming the volunteer or grocery donor has never been to the school. Consider:
What entrance to the school should the volunteer use?
Where on campus is the collection taking place? How should the volunteer get there from the entrance?
Are there landmarks (i.e. a sports field, statue, or garden) to use as reference points?
Signs indicating the way to the collection should be posted at all main entrances to the school and at all intersections on the school’s campus (i.e. parking lots, bus loops, etc.).
Creating Signs and Banners for the Collection Site
Banners
Custom F4F Vinyl Banners with the F4F logo and individual school logo can be ordered here.
Logos
Students often customize the F4F logo to include their school’s logo and their nonprofit partner’s logo (see example to the right). This link provides access to the template on Canva to edit the logo.
Signs
Putting signs directing volunteers and donors to your grocery collection is one of the most important tasks of the day! Options include:
Ordering a yard sign like this one
Hand-writing a sign on poster board
Posting volunteers at the entrance and at key intersections to hold a sign and help direct volunteers and grocery donors
Transporting Groceries to Your Nonprofit Partner
Here are some key factors to keep in mind:
Food Safety and Quality:
Ensure that all donated items are non-perishable and not damaged or expired.
Separate food items that require special handling, like fragile items or those in glass containers.
Keep perishable and non-perishable items separate to avoid contamination.
Proper Packaging:
Use sturdy boxes, crates, or containers to prevent crushing and damage during transport.
Pack items in an organized manner to make unloading and distribution easier at the nonprofit partner's location.
Temperature Control:
For perishable items, ensure proper temperature control during transport to prevent spoilage. Non-perishables should still be kept in a controlled environment to avoid extreme temperatures.
Secure Transport:
Securely load and arrange items to prevent shifting and damage during transit.
Use appropriate restraints to prevent items from falling over or spilling.
Communication with Nonprofit Partner:
Keep in touch with your nonprofit partner. Let them know when your leave and your estimated time of arrival, as well as any traffic delays.
Volunteer Support:
If possible, have student volunteers come along for the transport to assist with loading and unloading. This makes the process smoother and faster.
Emergency Preparedness:
Have a contingency plan in case of unexpected delays or emergencies, such as vehicle breakdowns.
Respect for Recipients:
Handle the donations with care and respect, as they are meant to provide assistance to individuals and families in need.
By considering these factors, you can help ensure that the groceries are transported safely and effectively from the food drive to the nonprofit partner, ultimately contributing to the success of their efforts to provide assistance to those in need.
Reporting Student Service Learning Hours
All work done toward having a successful grocery collection counts for SSL. Keep track of the time you spend doing the following:
Sending texts, emails, Snapchats, etc. to peers and parents to find volunteers, donors and drivers
Sending emails to your nonprofit partner to confirm the collection date, deliver time, and notify them of groceries expected
Creating posters and graphics to hang around school, local businesses, and on social media to promote the collection
Time at the collection event
Time spent driving from the collection to the nonprofit partner (if you are driving or a passenger to the driver)
SSL verification (if required from F4F instead of or in addition to a faculty advisor) should be sent to shariah@families4familiesdmv.org.
Modifying and Splitting Up the Bag of Basics
The Bag of Basics is meant to act as a guiding document for establishing a collection list. It was created based on the needs of Families4Families’ earliest nonprofit partners.
Many nonprofits have specific needs for the community they support - Halal or Kosher, limited access to refrigeration for perishable items, or supplemental food donations from food banks and local farms, just to name a few. An F4F Student Club should aim first and foremost to meet the needs of the nonprofit partner. If this requires modifications to the Bag of Basics, then follow their guidance!
Nonprofit partners may also have a specific method for distributing the bags of groceries you deliver to them. Some deliver entire Bags of Basics to families, as was the original F4F model. However, others may host a market-style distribution, where families come and pick out individual items they need. Others still may break up the Bag of Basics and incorporate the items with other grocery donations received from a food bank or other individual food donors (as an example, Kingdom Care Senior Village, who partners with Stone Ridge, receives food bank donations and hosts canned food drives along with Bags of Basics). When in doubt, shape the F4F grocery collection model to the needs of your partner.
Many student clubs also find it difficult to request donations of entire Bags of Basics from their community. In lieu of this, clubs many break up donations slots in Sign Up Genius into half bags, quarter bags, “shop the aisle” (invented by the Whitman F4F Student Chapter) or individual items. Whatever way your student club finds it easiest to collect groceries, go for it! The act of holding a collection, volunteering and developing a relationship with your nonprofit partner are much more important than the number of meals you collect - more meals are just a bonus!
Tax Deduction Forms for Grocery Donors
Some grocery donors may ask for a donation receipt for tax purposes. The donation of groceries (i.e. a bag of basics, a half bag of basics, or extras) is called an “in-kind donation.” The template for this in-kind donation receipt can be downloaded as a Microsoft Word document here, or copied and pasted from the section below. If you have ANY QUESTIONS, reach out to shariah@families4familiesdmv.org or note the request in the post-drop form. Our team can provide an in-kind receipt via email as well.
In-Kind Donation Receipt Acknowledgement Template
[Address]
[Date]
Dear [Name],
On behalf of our Board of Directors, staff, and student leaders, thank you so much for your generous donation to Families4Families! The compassion and generosity of the [Name] is helping to keep families in need from going hungry.
On [Date], you made a gift of [Item(s) – i.e. bag of basics] to our cause. Your generous donation consisted of [Items, if multiple] valued at [Amount].
No goods or services were provided in exchange for your financial donation.
With gratitude,
Hunter Rich
Executive Director
Families4Families
Families4Families is a 501(c)(3) nonprofit organization of the Internal Revenue Code (EIN 85-2436333). Your contribution is tax deductible to the extent allowed by law. No goods or services were provided in exchange for your financial donation.
In-Kind Donation Values
Bag of Basics = $100
Half Bag of Basics = $50
Extras = Ask donor or note the extra item in the post-drop form
Completing the Post-Drop Form
Your event insights in a snap! After each collection, the F4F team will send a quick Google Form to get the details of the collection. Share stats like volunteers, bags collected, time spent, and a few pics. Your input helps us understand the event better. This form will be sent out within 24 hours of the collection, so try to complete it ASAP!
Taking Pictures at the Collection
Ways to Grow Your F4F Student Club
Growing Families4Families at your school requires effective planning, engagement, and promotion. Here are some strategies to help you expand your chapter's reach and impact:
Clear Mission and Goals:
Work with our team to define a clear mission and specific goals for your club. This will give potential members a sense of purpose and direction.
Engaging Meetings:
Plan engaging and interactive club meetings. Incorporate discussions, guest speakers, workshops, and activities that align with your chapter's mission. Call on F4F’s staff to help - that’s what we’re here for!
Visibility:
Promote your club through posters, announcements, social media, and school newsletters. Create eye-catching visuals that highlight your club's activities.
Collaboration:
Partner with other clubs, organizations, and local community groups to pool resources and expand your club's impact.
Inclusivity:
Create a welcoming environment that values diversity and inclusivity. Ensure that all students feel comfortable and empowered to participate.
Leadership Opportunities:
Offer leadership roles within the club, such as president, vice president, secretary, social media director, student involvement coordinator, logistics coordinator and/or community involvement coordinator to allow students to take on responsibilities and develop their skills.
Orientation and Onboarding:
Host orientation sessions for new members to introduce them to the club’s mission, ongoing projects, and how they can get involved.
Showcase Success Stories:
Share success stories and impact reports from past projects. This will demonstrate the club's effectiveness and motivate new members to join (taking pictures at the collections will help with this!!).
Community Awareness:
Participate in school events, fairs, and community service fairs to raise awareness about your club’s activities.
Online Presence:
Create an Instagram for your F4F Student Club. Regularly update with information about upcoming collections, collaborations and accomplishments.
Regular Communication:
Maintain consistent communication with club members through emails, group chats, or messaging apps. Keep everyone informed about meetings, events, and opportunities.
Skill Development:
Work with Families4Families’ headquarters to hold workshops or training sessions that help members develop skills relevant to community service, leadership, and project management.
Feedback and Flexibility:
Seek input from club members on project ideas and activities. Be open to adjusting plans based on their interests and suggestions.
Recognition and Rewards:
Recognize and celebrate the contributions of club members. Consider awards, certificates, or other forms of appreciation in addition to the F4F National Celebration held at the end of the school year.
Long-Term Projects:
Engage in a nonprofit partner relationship that will have a lasting impact on the community. Long-term initiatives help establish your club's credibility and commitment.
Alumni Engagement:
Stay connected with former club members and involve them in mentoring or supporting current projects.
Participation Incentives:
Offer incentives for active participation, such as certificates and club merchandise. Make sure you also promote the availability of student service learning hours!
Remember that building an F4F Club takes time and effort. Remember, if you build it, they will come. By implementing even a couple of the strategies above and continually adapting based on feedback, you can grow your club into a serious force for positive change in your community.
Following Up After the Collection
Email Template: Volunteer Thank You Email
Hi everyone,
(Day) was an amazing day! Together we were able to provide (number) meals and other essentials including (extras received during collection) to families in need. Thanks to all of your support, our club was able to provide a week of food for (number) families of (nonprofit partner and their website hyperlinked).
Thank you to everyone who helped make this happen. This was a group effort. Shout out to (notable club members) and (advisor) who came and helped volunteer at the drop zone and helped us deliver to (partner org). Thank you to all of you that donated groceries. Thank you to (list all other club members who helped with specific jobs).
The families of (nonprofit partner) are incredibly grateful for our support. The amazing Executive Director of (partner org) said “(quote from Executive Director or someone at the partner org about F4F and how much the delivery meant to their families).”
Our partners have confirmed that these "Bags of Basics" are more than just groceries...they help show these families that they are loved and supported during this challenging time!
Our next delivery is on (date). Let's get creative and think of other fun ways to get our whole chapter involved and make sure that we have an even more successful delivery to (partner org)!
Below are some pictures from the collection!
*Insert a few photos from the event*
Thank you again for everything that you all are doing to support the families (partner org).
All the best,
(your signature)
Email Template: Post-Collection Grocery Donor Thank You
Dear (name),
Thank you so much for your generous donation to the (school/neighborhood/etc.) Families4Families Student Club on (date). Thanks to the generosity of the (school or neighborhood name) community we were able to deliver (number) meals and other essentials (including masks, hand sanitizer, and paper products) directly to the families of (partner organization) (link to partner org website) on (day) (morning/afternoon).
We are really excited about launching/continuing this club at (school or neighborhood). It is such an amazing opportunity for us to be able to give back. We are truly grateful for your support and hope that you will continue to support us throughout the school year.
The amazing Executive Director of (partner org) said “(quote from Executive Director or someone at your nonprofit partner about F4F and how much the delivery meant to their families).”
We will be collecting groceries and other essentials next at (place) and delivering them to the families of (partner organization). Our next collection is on (date).
Follow us on Instagram (@f4fofficial) to stay informed about all of the F4F Student Clubs around the country.
Thank you again for your support.
With gratitude,
The (school or neighborhood) F4F Club
Families4Families is a 501(c)(3) nonprofit organization of the Internal Revenue Code (EIN 85-2436333). Your contribution is tax deductible to the extent allowed by law. No goods or services were provided in exchange for your financial donation.