Food Rescue Plan – A Step-by-Step Overview for Event Managers & Planners
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NOTE 1: A successful food rescue requires advance planning. This brief guideline will suggest checklist items to add to your planning process.
NOTE 2: A food rescue plan is a "contingency plan;" there is always a chance that you will NOT have food left over to donate, so avoid disappointment by letting key stakeholders know this in advance.
- Event manager or planner indicates desire to stage a food rescue; include in the RFP
- Negotiate contract clause that reflects agreement on what to do IF food is left over
- Identify local charity, contact charity and determine game plan, IN CASE there is food left over (generally shelters/soup kitchens for prepared foods, food pantries/food banks for packaged foods)
- Determine if charity has appropriate (e.g. refrigerated) truck or van and can pick up immediately after event OR secure alternate refrigeration/transportation arrangements
- Identify/appoint a Food Rescue Coordinator (FRC). Could be staff of planner, client, facility or charity
- Invite FRC to appropriate planning and pre-convention meetings
- Develop collection and logistics plan with FRC
- Determine type/form of potential leftover food, if packaged, as in food show, if prepared, as in banqueting event, or if both, as in food festival, etc.
- Determine if boxes or aluminum pans/lids will be needed, estimate number and who will supply- Print up brightly-colored stickers for "Food Rescue" to be applied to boxes, pans, etc.- Determine if other equipment (e.g. Queen Mary, carts, pallets) is needed at venue to collect food- Secure permission from facility for food rescue team to circulate event (security, catering, loading dock) and to stage truck (if required) at/near loading dock, service entrance.- Plan communications with head chef/vendors/purveyors/other chefs advising procedure for leftovers, where they will go, who they will benefit, language on Bill Emerson Good Samaritan Act- Please ensure that any necessary instructions/permissions are included in BEO- FRC plans volunteer needs and develops recruitment plan; can charity provide volunteers?- Plan for volunteers’ presence at event: i.e. parking, gathering point, dress requirements, credential requirements, name tags (suggest brightly-colored), meals or refreshments, if for an extended time- EXECUTE!!
