Building a collection site in practice

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Collection volunteers should arrive some time before the start of the collection to check the location and set up the collection point. If the shop is unfamiliar, it is a good idea for the person responsible for the collection to arrive even earlier.

The collection point should be located in a prominent place after the shop’s checkout or front door, where customers can easily bring donations. The best place for leaflet distributors is at the entrance to the shop so that customers are informed of the collection as soon as they enter.

Construction teams

Tasks can be divided into two groups:

• Marketing material erectors
• Builders of the collection point

Usually, the person in charge of the collection will agree with the shop staff and will provide the necessary furniture and equipment.

Building a collection point

Collection point builders assemble the collection point, either with a table, shopping trolleys or an outdoor event tent. The most common methods are:

• A table borrowed from a shop where donations are brought. A disposable tablecloth or Lions tablecloth can be placed on the table with the collection advertisements clearly displayed on it. The table can also display items collected as an example to donors.
• A dedicated event tent and table where donations are brought. Placed next to or near the shop’s front door in the parking lot.
• Shopping trolleys as return points where donations are sorted immediately. Advertisements can be attached to the trolleys, for example with S-columns, so that donors can see what to put in which trolley.

It is important to ensure that the collection point is not in the way of the route and that the car and trolleys used for transport are parked in the right place. It is a good idea to start packing donations during the collection, either directly into delivery boxes or shopping trolleys, so that once the collection is complete it is easy to transfer them to the distributor.

Setting up billboards

Advertisers should place available advertisements and signs in prominent locations, especially along people’s routes. Racks can be borrowed from the retailer to mount the advertisements. Roll-ups and other billboards should be positioned in such a way that they remain securely upright and are clearly visible to the public.

Flyer distributors should be placed at the entrance gates of the shop, with enough flyers and a clear message to communicate to customers. Initially, different ways of approaching customers can be tested and the most effective one chosen.

Example placement inside the store:

• At the outside door, on stands borrowed from the shopkeeper, a collection advertisement is placed, for example, on both sides of the door.
• Flyer distributors on both sides of the shop entrance gates.
• The collection point is between the shop checkout and the exit route.
• The collection point has roll ups next to or behind the table.
• The table has A3 size advertisements and donated products on it.

Example layout outside the shop:

• Outside the front door, there are stands borrowed from the shop with a collection advertisement, e.g. on both sides of the door.
• Flyer distributors are on both sides of the shop entrance door (outside).
• The collection point is in a prominent location near the front door, e.g. in a parking square next to the shop.
• A large banner will be displayed in the marquee to inform about the collection.
• There will be a table with donated products

At the shop, plan what kind of collection point would be best for the shop. Make a checklist of all the tasks involved in setting up a collection point and take it with you to your first collection. You can email it to yourself or print it out on paper to have it available when you are building your collection at the shop. Attached is the ALAP bag instructions as a template. You can also use it as it is.

On the day of the collection, set up your first collection point.

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