HOSTING A DRIVE PROTOCOL_2016
Drive Set-up Protocol
Follow this whenever setting up a new Baby2Baby donation drive at a corporation, school and/or other location.
- If an individual reaches out inquiring about hosting a drive at their office, school, home or other location, send them the “Drive pitch” email (below).
Hi [NAME],
I hope you are doing well and thank you so much for your interest in hosting a drive to benefit Baby2Baby and the children we serve!!
We want to do everything we can to make the process as easy and seamless as possible for you. Here is some information that will guide you through the process and help clarify how our donationdriveswork:
Bin drop-off
Before thedrivebegins, we arrange for our courier service to drop off one of our eco-friendly, canvas bins to your location. We have both large and small bins that we can offer you.The smaller bins are 3 feet tall and about 2 feet in diameter, while the larger bins are 3 feet tall, 3 feet wide, and 2 feet deep. We can discuss what would work best for your space. You and I can also arrange a time for the drop-off that is most convenient for you.
When we deliver the bins we also will provide you with Baby2Baby informational postcards, tax receipts, and car seat history forms.
Timing
Once thedrivebegins, we arrange for our courier service to come once a week, or as often as you'd like, to clear the bin. You are also welcome to call any time you think a pick-up is necessary.We want to make sure your space is always neat and tidy!
Donation Items
We accept a broad range of new and gently-used children's items from clothing and diapers, to books and shoes. Please find a more comprehensive list attached. You are also encouraged to have a more targeteddrivefor some of our high need items like XXX (defer to Program team for a list of high-need items).
Please feel free to call oremailwith any questions you may have. We are looking forward to working with you!
All the best,
[NAME]
- Once the individual confirms that size bin they would like and when they would like to begin the drive, add the drive to the “Community” tab of the “Rolling bins tracker” spreadsheet ( Also include the date that the drive will end so you know when to expect the bin back.
- Add the bin drop-off and pick-up dates and any other information to the courier’s schedule here:
- The day before the bin is supposed to be dropped off, prep the Drive Folder. The drive folder should include:
- Baby2Baby informational postcards
- Baby2Baby sticker sheets
- Tax Donation receipts
- Car seat donation forms
- Follow-up with the drive contact to make sure the drop-off went smoothly and let them know that they can contact you if they need any additional materials or to schedule a pick-up.
- At the conclusion of the drive, be sure to send an email thanking the drive location and contact. Sample email below.
Dear [NAME],
I hope you are doing well and thank you so much for hosting a drive to benefit Baby2Baby and the children we serve! The drive at [LOCATION] collected so many wonderful donations and we are so grateful for your support.
If you would ever like to schedule another drive or volunteer at our headquarters, please don’t hesitate to reach out!
Very best,
[NAME]