Pantry on the Go Event Planning Toolkit

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2 Pantry on the Go Event Planning Toolkit Hello! I am pleased to introduce you to the Maryland Food Bank s Pantry on the Go program. The Pantry the Go Program is an important and effective distribution channel for the Maryland Food Bank. This program provides high-volume, one-day distributions to communities that are not adequately served by established food assistance programs or food pantries. An average Pantry on the Go event distributes about 6,000 pounds of food, enough to feed more than 200 families. Hosting a mobile food pantry event is an inspiring experience! History has shown that the most successful host agencies are willing and able to invest time in planning their distribution event. Being reliable is also essential, as food-insecure families will be depending on your team to coordinate a successful event. The first step in this process is for the Maryland Food Bank to determine if this program is a good fit for the needs of your community. To do so, we will set up a site visit to: Review these materials. Assess your organization s capacity to host a Pantry on the Go event. Assess the level of need in your community. Assess the proposed event site to ensure there is space to host a food distribution. The final step, once approved, is for your organization to schedule its first Pantry on the Go event! From start to finish, this process can take from 1-3 months to complete. We developed this toolkit to be your step-by-step guide. Please read it carefully and continue to refer to it with any questions you might have. From floor plans and timelines to promotion guidelines this manual holds all the information a new host site will need to execute a successful Pantry on the Go distribution. Of course, you can always call us with any questions! On behalf of the Maryland Food Bank, I thank you for your interest in partnership and I look forward to working together to serve your community! Sincerely, Katie Beltz Pantry on the Go Program Manager 1

3 Planning a Pantry on the Go Event Scheduling with the Maryland Food Bank The first step in holding a Pantry on the Go event is to schedule it with the Maryland Food Bank. Deliveries are made Monday through Friday, between 8 a.m. and 3 p.m. Ideally a Pantry on the Go event should be scheduled at least three months in advance. This gives us time to adjust our delivery schedule to include your event and gives you time to advertise and plan. Suggested Planning Timeline * 3 months out Schedule with MFB 1 month out Organize volunteers 3 weeks out Advertise 1 week out Pull together materials needed/print forms Day of drop See page 7 for an example timeline of the day * First timers should contact MFB at least a month earlier and allow extra time for each milestone. 2

4 Signing our Memorandum of Understanding Before the Maryland Food Bank can schedule a food delivery for an event, partners are required to sign the Memorandum of Understanding (MOU) included in this folder. This MOU is your agreement with the Maryland Food Bank to operate a Pantry on the Go event following the guidelines set forth by the food bank. This agreement ensures that your organization will comply with the laws set by the local, state, and federal government as well as the standards and regulations set by The Maryland Food Bank and Feeding America. Failure to comply with the guidelines set in this MOU may result in a termination of this partnership. It is in your best interest to share all information contained in the MOU with anyone involved in the operation of your program, including volunteers. The MOU is located in the pocket of this folder. Once reviewed and signed, fax or this MOU to the Pantry on the Go Program Manager. Baltimore Office fax: pantryonthego@mdfoodbank.org Eastern Shore fax: potg-east@mdfoodbank.org Western Branch fax: potg-west@mdfoodbank.org Promoting Your Event: Publicizing Once you receive confirmation of the delivery schedule from the Maryland Food Bank, you can begin publicizing your event to the community. Keep in mind that setup for an event typically takes about two hours. Clients should not have to wait if setup is running behind, so be sure to advertise the event start time accordingly. If you need help developing flyers, the Maryland Food Bank can provide a template and a copy of our logo. All flyers should include: Name of the event and names of hosts or sponsors Date, time, and location of the event A message similar to A food distribution for those in need Contact information 3

5 Strategic client targeting To prevent overwhelming numbers and unqualified people from attending these events, we do not allow advertisements in the newspaper, on the Internet or social media, on the radio, or on the local news prior to your Pantry on the Go event. Your event, and the food we provide for it, is intended to help individuals in need; Because we don t turn people away at these events, sending the right message to the right audience is particularly important. For example, please do not use phrases like: Free Food for Anyone to promote your event. Some helpful strategies for promoting your event: Distribute the flyer to nearby pantry or soup kitchen clients Hand out the flyer to your current clients Post the flyer in community centers, senior centers, or go door to door in low income neighborhoods / apartment complexes Involve local places of worship or reach out to guidance counselors at schools with low income students Advertise with nearby agencies including government agencies that serve your target population Media outreach If you would like to encourage the media to cover your event during or after the distribution, that is acceptable. Warning about promoting an event: Do not promote or advertise an event unless you have received verbal or written confirmation that your date has been added to the Maryland Food Bank s delivery schedule. We will not be able provide food for events that haven t been scheduled properly. 4

6 Preparing for Your Event Materials you will need (based on a 6,000 lb drop for families): Plastic Grocery Bags *mandatory; no paper bags accepted* (You can purchase some at Costco for $15 or get them donated from local grocery stores. You can also encourage clients to bring bags from home and re-use boxes from the food on your Drop.) Volunteers (10-15 people; make sure some are strong enough to do hard manual labor) Sign-in Sheets (at least 20 to 30 copies) 6 10 Tables (one for registration and some for food) Chairs (just a few in case clients or volunteers need to sit) Box Cutters/Scissors Tape Stickers (if you are taking pictures or filming, more on this on page 11) Pens/Pencils/Markers Blank Paper (to make signs) Name Tags or Another Identifier (to identify your employees and volunteers) Trash Bags and/or Dumpster (to dispose of pallets and other waste) Refreshments for Volunteers (not required, but water may be essential on hot days) Sign-in sheets You must use the sign-in sheet provided in this packet to check-in your clients. Every family receiving food at this event must sign this sheet this serves as a self declaration of need. For reporting purposes, consider having a volunteer oversee the sign-in sheet to ensure that each field is filled out accurately. Phone numbers listed on the sign-in sheet are to be used only in the case of a product recall. At the conclusion of the event, you will be required to report to us the number of clients served at your event on your Host Organization Report form included in this packet. We do not track or record any of your clients personal information, and you are not required to send us copies of your sign-in sheets. You are, however, required to keep the sign-in sheet on file for two years for audit purposes. We will ask to see your files when we come to visit your site. 5

7 Using a client choice distribution model Pantry on the Go events are based on a client choice model, meaning that, when appropriate, recipients can select what they want from the food available. This food distribution model gives clients a sense of dignity and decreases food waste, as clients are able to choose foods they like, quantities they can handle, and products they know how to prepare. It s also more efficient and makes prebagging unnecessary. Setting up for food distribution Before distribution starts, volunteers and staff sort delivered food into stations based on food types. When the truck arrives the driver will give you a copy of your order. Based on that order, you will need to decide how many items a client can select from each food station and indicate that number on a piece of paper at each table. Once the distribution begins, clients will walk down the grocery aisle, taking food from one side of the table while volunteers greet them and help them select their food, other volunteers remove empty boxes and restock from the other side. Volunteers should be prepared to guide clients as they walk through the line and assist older/disabled clients in carrying their bags to their cars. Entrance Partner/Info Table Clients Waiting Line Example of Drop Layout Exit Sign in Table Food Category 1 Food Category 2 Food Category 3 Food Category 4 Food Category 5 Food Category 6 Food Category 7 Bags + Empty Boxes (Give to Clients) Recycling/Trash Volunteer Workspace Extra Food For Re-Stocking (If Necessary) 6

8 Day of the Event Suggested Day of Event Timeline (based on 1 p.m. delivery time) 12:30 p.m. Volunteers arrive and are given a brief orientation. They set up the distribution area so there is space to accommodate the food when the truck arrives. 1-1:45 p.m. The truck arrives and unloads the pallets of food. 1:45-2:45 p.m. Volunteers organize the food and the room for distribution. (Clients may start lining up, but try to adhere to the advertised event time) 2:45-3 p.m. Hold a brief pre-distribution meeting to ensure all volunteers know their roles. 3-5 p.m. Clients sign in and volunteers distribute the food. 5 p.m. Clean up begins, unless clients are still arriving. Appropriate arrangements are made for leftover food. 7

9 Executing Your Event Before the Event Volunteer Orientation: Ask volunteers to arrive 30 minutes before the truck is scheduled to arrive. Please give each volunteer some kind of identifier like a nametag, t-shirt, or an apron. While waiting for the truck, provide an overview of the day and the rules. When prepping volunteers, be sure to cover: Event procedure and guidelines Food distribution basics and the client choice model Client needs/customer service Other organizations attending the event Conditions of the MOU and violations of policy * Ensure all volunteers understand the rules your organization has agreed to follow in this packet and the MOU. Employees and volunteers MAY NOT prepare/serve the food for the Drop, eat, set aside, or save food at anytime or for anyone. Going through food ahead of time to set aside items for your organization or for anyone is prohibited. Delegating tasks: After providing your team an overview of the day, assign designated tasks to each volunteer. Be sure that each individual understands their responsibilities for the event. Some of the tasks you will delegate include: Setting up the distribution area; moving boxes and/or tables Sorting through the food and removing any unfit items (see below) Overseeing the sign-in table and sheets and passing out bags or boxes for carrying food Managing the line of clients (security/flow management in order to keep things running smoothly) Emptying boxes and re-stocking tables Removing empty boxes and trash (either to break down or to give to clients to carry food in) Informing clients about what/how much they can take and helping them select food Helping clients carry bags or boxes to their cars 8 Cleaning up at the end of the event

10 Moving leftover food to storage/pantry/or other qualified facility Parking lot attendant When the Truck Arrives Arrival and paperwork: Show the driver where to park, which entrance to use, and where you would like him to place the food. He will give you delivery paperwork to sign. Make sure to review the paperwork compare what is on the order form with what you received and be sure to check for any bad products. If there are any problems with your delivery, call us right away (preferably before the driver leaves). If the driver is late, contact your food bank representative. Sorting out unfit items: At the Maryland Food Bank, we do our best to provide the highest level of service. Our donations are sorted by volunteers, and sometimes food can go bad or packaging can break. Please have your volunteers look through the items (either before or during distribution) to remove anything that looks rotten or moldy or opened. Items in dented or misshapen containers are edible, as long as there is no breach in the packaging. (for more information, see the food safety brochure) Distribution Time Maintaining the line: Plan ahead and know where you would like the line to form. Please make sure the line is in a safe location and that clients are comfortable and there is no cutting. Clients will likely start lining up before the event has even started. Starting the event early is not recommended. Signing in: At the advertised start time, clients should begin moving to the sign-in table where they receive bags for food. The sign-in table should not worry about moving quickly slow and steady is the way to go. This ensures that sign-in sheets are filled out accurately and keeps the line in the food area from becoming crowded. Please consider having a volunteer assist clients in completing the sign-in sheets. Food distribution: After sign-in, clients move into the food line where volunteers at each food station greet them and let them know how much of each type of food they can take. There should be extra bags on hand in case clients need extras or need to double bag. Volunteers should also be prepared to restock the tables and keep a lookout for clients who need assistance carrying their groceries. At times, you may need to adjust the amount of food you are giving out based on how quickly or slowly products are selected. 9

11 After the Event Extra food: Organize leftover food for transport/storage and make sure clients or volunteers do not take extra food. If you have a feeding program and can store it onsite, move your extra produce and perishables to refrigeration and lock up your extra dry goods. You can also deliver bags to shut-ins or senior centers. If you can t store the food, reach out to neighboring hunger-relief organizations to ensure no product goes to waste. Make sure they know the food is only available after the event. Trash: The Maryland Food Bank will not return to your event site to pick up leftover food or trash. It is the hosting organization s duty to provide adequate trash disposal. Trash may include wooden pallets, cardboard boxes, any bad food, and other packaging materials. The wooden pallets are the only exception; the next time one of our trucks is scheduled to come to your site the driver can pick up the pallets if you would like. Post-Event Reporting: Returning your Host Organization Report: The Host Organization Report needs to be filled out after each event and returned to the Maryland Food Bank within a week. The sign-in sheet summary at the top of the document is the most important part of this form. We need this to be accurate and complete because this is the information that is used to submit grants and to report to our funders. Make sure your sign-in sheets and Host Organization Report are stored in a safe place so you can fax or mail your Host Organization Report back to the Maryland Food Bank during the following week. Sites that do not complete and return their report form will not be eligible to host another Pantry on the Go event until it is returned. 10

12 FAQ S Do our clients qualify for food? At a Pantry on the Go event, agencies are not authorized to question a client s eligibility. However, through targeted promoting, your organization should specifically reach out to food-insecure individuals within your community. This method isn t fool-proof and we understand that, occasionally, unqualified people may slip through but 35 years of experience has proven this is rare and worth the risk. We have also included a qualifying line at the top of the sign-in sheet; by signing it, each client is stating that they are in need of food assistance. What if we have extra food? Prior to each event, each site is required to have a plan in place with another nearby organization if you can t store the extra food in your own pantry. Let that organization know you will call them toward the end of the event to pick up leftovers. Do not allow anyone to take food before you have finished serving your clients. Make sure you have arranged appropriate transportation and storage space for the food, and have your volunteers assist your partners in loading any the vehicles if they don t have help of their own. The Maryland Food Bank strongly discourages organizations from throwing away extra food. If you need help finding a place for the extra food, please contact the Pantry on the Go Program Coordinator. Please do not give extra food to people who have already been through the line or volunteers. The food has been designated for people in need and it should be donated to an organization that will use it for that purpose. Can I photograph or record this Pantry on the Go event? If you decide to photograph or film your clients, please set up a system so clients who do not wish to be photographed are respected. We recommend using a sticker system: Ask everyone in line if they want to be photographed. Those who say no get a sticker. Let photographers/videographers know not to photograph or film people with stickers. 11

13 Can I invite other community service organizations to participate? There may be other service or government agencies that your organization would like to partner with to provide clients additional information and services at your event. This is encouraged. Food distributions provide excellent opportunities for community outreach, and any agencies you invite will need space to set up a table to speak with your clients. We recommend placing them before the sign-in table or off to the side. How many volunteers will I need and who can help? Ten to 15 volunteers should be sufficient to ensure your event runs smoothly, but it will depend on the size of your event. You have many options for volunteers; religious institutions, service organizations, and local businesses all make great choices, but preferably not your own clients. If you are looking for financial support, inviting local businesses that may be interested in sponsoring your organization is a great idea. If you decide to use your own clients as volunteers, they need to be made aware of our guidelines; when receiving food from the distribution, client volunteers receive the same treatment as other clients volunteers are not entitled to receive extra food items or set aside food for themselves or others. For more information, contact: Baltimore Office 2200 Halethorpe Farms Road Baltimore, MD Pantry on the Go Office pantryonthego@mdfoodbank.org Western Branch 220 McRand Court Hagerstown, MD Pantry on the Go Contact potg-west@mdfoodbank.org Eastern Shore Owens Branch Road Salisbury, MD Pantry on the Go Contact potg-east@mdfoodbank.org 12

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