Distribution day is the day your participants and supporters have been waiting for! They’ve been anxious to see – and finally taste – the delicious, organic and fairly traded goodies that they purchased during your catalog fundraising campaign.
You’ve wrapped up your fundraiser and submitted your master order form. Now, it’s time to prepare space to receive your group’s shipment so that you — and any helpers you’ve recruited — can separate individual orders and package them up for supporters to take home! If you set up tables before the shipment arrives, you can avoid handling all the products twice by simply placing them where they need to be for distribution as you check them in. In order to accomplish this, you need to know the sizes of the products to make a spot for them all. This kind of visual guide for product placement is called a plan-o-gram or a schematic.
Fundraising orders that are approximately $2,000 will require at least four tables that are four feet in length or longer. Larger orders will likely need more space. If you can, avoid placing your tables against the wall as you may need the room behind (and under) them to stack extra cases of product. Also, leave enough room between the tables so you can comfortably walk around them during distribution.
Allocate one table per product category and place them in the same order as they appear in the fundraising catalog:
Using separate pieces of paper, write the name of each product in the fundraising catalog (products may vary from example below) and place them, in the same order, on the matching product tables. (In the unlikely event an item was not ordered, still place a note to mark its place so people can follow along the order form with ease.)
Once every product is indicated, use the diagrams below to plan the space on the table tops so everything fits. Arranging things in the same order as the catalog will expedite distribution and help eliminate mistakes. This is true whether you and your helpers prepare orders for each participant or whether you plan an assembly-line for distribution day where supporters pick up the products themselves. Should you choose the latter, be aware that more errors can occur –plan extra supervision to ensure all products go home with the correct people!
All measurements below are approximate. Products are measured from left to right.
Chocolate needs approximately 40” of table space.
We hope this guide helps you prepare enough space so you can have your best distribution day ever!
Do you have tips or photos to share from your distribution day? If so, please help others by sharing them in our small group of Equal Exchange Fundraising Coordinators on Facebook.
If you’re in the early stages planning your campaign, here are tips on Logistics and Collecting Orders. Also, we provide insights for schools to distribute their orders per class room which are helpful for any fundraising organizer.