How to Start a

Food Rescue Organization

A GUIDE BY FOOD RESCUE HERO
 FOOD RESCUE STARTUP GUIDE
Table of Contents

03 Introduction to Food Rescue

07 Introduction to Building a Food Rescue Organization

09 Non-profit Basics

12 Tips for Success

14 Food Donor Management

18 Non-profit Partner Management

22 Volunteer Management

26 Data

29 Next Steps for Growth

30 Appendix

31 Donor Onboarding Form

33 Retail Location Onboarding Form

34 Non-profit Partner Onboarding Form

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 FOOD RESCUE STARTUP GUIDE
Introduction to
Food Rescue
Overwhelmed by need in
your community when limited
solutions exist? Ready to make
a real and sustainable change?
Interested in using perfectly
good, but unsellable food, that
would otherwise be wasted and
redirect it to people who need it?

Food Rescue is a direct

response to the disconnect
between food waste,
hunger, and environmental
sustainability. We waste up to
40% of our food globally. That
translates to over 1.3 billion
tons annually and means food
is the #1 material in landfills.1
This shouldn’t happen while
1 in 5 people go hungry every
day in the US. According to the
United Nations, if we recover all
the food that is lost or wasted,
we will have enough to feed
all those who are hungry, four
times over. Together through
the power of collective action,
we can change this!

1. http://www.fao.org/news/story/en/item/196402/icode/

3
 lbs is diverted from a landfill from one store
COVERING THE BASICS

FOOD RESCUE STARTUP GUIDE

annually!” – David Deets, Director of Store
Development and Sustainability for
Good food belongs to people not Brown’s ShopRite Superstores
landfills: Food Security
Food waste is an environmental problem.
“412 Food Rescue has managed to effectively Food production uses 10% of the energy
end hunger in our public housing community.” budget, 50% of the land and 80% of all
– Michelle Sandidge, Chief Community freshwater consumed in the United States.
Affairs Officer HACP According to the Environmental Protection
Agency, over 97% of food waste generated
In 2019, one in eight, 35 million Americans ends up in a landfill generating a large portion
were food insecure.2 Recent projections show of methane emissions.6
food insecurity rates could reach up to 1 in 3
adults and 1 in 2 children in some states.3
There are critical gaps in our food
Food Rescue can make a big impact on this access network: Why Food Rescue?
problem. Based on a 2018 Food Rescue Hero
Impact Survey, 90% of our food donation Food waste happens in a highly distributed
recipients reported an increase in food network, millions of pounds wasted in
security, 92% agreed that Food Rescue hundreds of thousands of locations across
helped to make ends meet and 86% reported the country. Usually each instance is a
increased access to healthier food.4 relatively small quantity, too small to be cost
effective for trucks to recover.
Everyone has a right to healthy We rescue highly perishable food and most of
food: Increase Food Access Points the rescues concentrate on smaller quantities
of food that can fit in cars.
“It is difficult to juggle three children on a two
bus trip to the market. It is hard enough to Food Rescue complements food banks, pantries
carry a gallon of milk and produce, let alone and other hunger organizations by using
afford them. I’m doing the best I can, but volunteers to rescue highly perishable food in
my kids rarely got fresh fruit and vegetables uncertain quantities on an irregular schedule.
before this program.” – Mom, Philly Food
We do not bank food, but rather, directly
Rescue participant
transfer surplus food from source to the
Many people affected by hunger and poverty recipient, perfect for small quantities of
live in food deserts and often lack adequate highly perishable food. The missions of the
transportation and enough hours in the day to non-profit distribution partners that we work
access traditional food pantries. In addition, with may not be primarily to address hunger,
only 15% of food provided through pantries however they serve individuals and families
are fresh foods.5 who are food insecure and often already there
to access other critical services.
Creating new food recovery and
redistribution networks that effectively By going directly to where the consumers are
deliver fresh and highly perishable food located we are able to ensure that this food
(produce, meat, dairy, bread) directly to is used quickly - imagine that a food donation
those who need it most is vital. It is also key can be dropped off in the morning and by that
to bring food to where people already are evening it can be on someone’s dinner table.
– overcoming barriers to food access like
transportation and time.
2. https://www.ers.usda.gov/webdocs/publications/99282/err-275.
pdf?v=6770.3

Climate change requires immediate 3. https://www.brookings.edu/blog/up-front/2020/05/06/the-covid-

19-crisis-has-already-left-too-many-children-hungry-in-america/
action: Environmental Impact
4. https://412foodrescue.org/wp-content/uploads/2018/04/412-
Food-Rescue-Executive-Summary.pdf
“Our employees love the daily pick ups and
5. Fast Company, November 2017
ease of use. They are far more engaged and
6. https://www.epa.gov/sustainable-management-food/
happy to participate. On average, 33,000 sustainable-management-food-basics#what 4
THE TRIPLE BOTTOM LINE OF FOOD RESCUE

FOOD RESCUE STARTUP GUIDE

Food from Keeping food out of
grocery store the landfill reduces
is rescued. methane emissions!

Store saves money

on waste disposal,
enjoys tax benefits,
and employees
feel good.

Volunteer
picks up food.
Quick and easy,
feels great, and
builds community.

Food is
delivered the
same day.
Helps reduce
hunger, reduces foo
dbudget for non-
profits, and provides
healthy fruits and
vegetables hard to
come by.

5
Collective action: Impact

FOOD RESCUE STARTUP GUIDE

SAVING THE WORLD ONE CAR LOAD AT A TIME.

AS OF OCTOBER 2020:

SEVEN 18,749
CITIES IN THE FOOD RESCUE REGISTERED FOOD
HERO NETWORK RESCUE HEROES

6,047 124,045
FOOD DONORS RESCUES COMPLETED

22.7 12.3
MILLION MILLION
POUNDS OF FOOD POUNDS OF CARBON
RECOVERED EQUATING TO EMISSIONS MITIGATED
15.9 MILLION MEALS

2,316
8960 NON-PROFIT PARTNER
HOME DELIVERIES ORGANIZATIONS

Does Food Rescue really work? We’ve done a study to assess the impact of Food Rescue on the
people receiving the food. Visit this link for a full download.

Impact Stories from across the network:

Food Rescue Hero Network responds to COVID-19
Prince William Food Rescue Partners with Food Rescue Hero

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 FOOD RESCUE STARTUP GUIDE
Introduction
to Building
a Food Rescue
Organization
How do you bring Food Rescue
to your community? There are
two ways to go about this. You
can start your own or propose
Food Rescue to an existing
non-profit in your area.

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 FOOD RESCUE STARTUP GUIDE
Before you decide what to do, If you find an organization you
start with research. would like to work with:
Find out if there is an existing Food Rescue Pursue a meeting to propose your ideas.
Organization (FRO) in your area: • Understand your value add:
• GuideStar is a free database of non- • Can you assist with a specific project
profits. Search by city, state, or keyword or gap they might have?
ie: Food Rescue, food recovery, hunger • Can you boost organizational
organizations. efficiency, effectiveness?
• Google Food Rescue and your location to • Can you drive broader social and
see more organizations nearby or check systems change?
Refed’s innovator database. • Try the 3C Model, focused on cooperation,
• Food Finder can help identify food pantries coordination, collaboration.
and services in your local area. • If you desire to start your own non-profit
• Funding Information Network database of partnering with another non-profit for fiscal
non-profits that have received grants in your sponsorship is also an option as you get
location for Food Rescues or other missions. started, available in the next section.
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 FOOD RESCUE STARTUP GUIDE
Non-profit
Basics
If you wish to establish your
own Food Rescue organization
here are the basics.

9
 FOOD RESCUE STARTUP GUIDE
Why partnering with • Legal entity ensures the non-profit mission
or achieving non-profit status is above personal interests
matters in Food Rescue • Limited Liability

Legal Guide to Food Recovery Considerations:

• Planning, time, effort and resources
The Bill Emerson Good Samaritan Food
Donation Act of 1996 exempts those who • Must develop reliable income streams
make good faith donations of food and grocery • Reporting annually to the IRS
products to non-profit organizations that feed
• Shared control with others and subject to
the hungry from liability for injuries arising
all bylaws and regulations
from the consumption of the donated food.
• Public information

Advantages and considerations to

starting a non-profit organization As you start the process of
becoming a non-profit, one option
Advantages: is fiscal sponsorship
• Tax exemption/deduction
Fiscal Sponsorship is an autonomous
• Eligible for grants from public and arrangement which a non-profit sponsors
private sources nonexempt projects to qualify for funding
opportunities like grants. 10
THE FIRST STEPS TO 6. Build a website and social

FOOD RESCUE STARTUP GUIDE

STARTING A NON-PROFIT media presence
Consider a platform to help your
1. Develop a name, mission organization raise donations, recruit
and vision volunteers and share your story
Picture your successful organization ten with the community.
years in the future. Consider: • The main priorities of social media
• Objective– Purpose marketers at non-profits are to
• Advantage– How do we do things fundraise, generate brand awareness,
better or differently? recruit volunteers or share news.
• Measurable Goals- What needs to be • Create accounts on Facebook, Twitter,
done to achieve the objective? LinkedIn, and Instagram.
• Generate an email list through
2. Choose a board of directors MailChimp, HubSpot, etc.
Consider expertise in specific areas, Consider engaging a website consultant,
experience and commitment. work with our team directly, or try a online
template building guide:
3. Create bylaws
• Visit A Non-profit’s Guide to Building
These are the rules and procedures your Simple, Low-Cost Websites
organization follows to ensure legality and
productivity: Bylaw Templates

4. Tax-exempt status
• IRS checklist for tax-exempt applications
• The IRS provides guidance and
instructions on applying for tax-exempt
status.
• IRS Publication 557 – Tax-Exempt
Status for Your Organization
• Or call 1-877-829-5500 for additional
support.

5. Key plans to develop

The below links are resouces to
developing your non-profit.
• Business Plan
• Budget
• Financial Management Strategy
• The Wallace Foundation’s The Skills to
Pay the Bills

For more information, visit Starting a Non-profit: Guide by USAGov or this Step by Step Guide by the
National Council of Non-profits.
For local resources, visit Starting a Non-profit by The Center for Non-profit Resources or Find Your
State Association by the National Council of Non-profits.
11
 FOOD RESCUE STARTUP GUIDE
Tips for Success
We have learned some lessons
over the years both locally and
nationally. Below are our top
tips for success.

12
TRUST IS CURRENCY Dignity

FOOD RESCUE STARTUP GUIDE

Food Rescue provides opportunities to It’s in the details: Food Rescue has so many
connect with people from all walks of life. moving parts. It is easy to bypass the details.
Trust can take on many forms. It is the CORE How food is distributed? How is the program
foundation of any network. Here are some introduced? Is the space clean? These can
great ways to build it. influence a person’s experience and sense
of dignity leaving them feeling nourished,
supported, valued and a sense of control.
Reliability
Kind Service: In food recovery, life can
Start with what you are able to handle move very fast. Remembering to slow down
consistently. The need is great. It makes enough to engage with others in a way that
sense to want to rescue as much as makes them feel appreciated, valued and
possible. The danger is when we commit respected. Going the extra mile for donors,
to rescuing surplus food and we are unable volunteers and partners can really make your
to consistently show up the food donors organization stand out.
and recipients get frustrated. Donors take
significant time to gather food and partners ➞ Listen to feedback and find ways to make
to distribute it. Only committing to what your the experience efficient, easy and even
network can handle is key. unique.

Stay organized and professional: with ➞ Return missed calls, follow up on

spreadsheets or technology to improve concerns, and avoid long hold times with
reliability, communication and impact tracking. a polite and professional live human.
This makes it easy to share your vision with ➞ Show gratitude whenever possible and
food donors, funders and participants. have fun!

Plan and Communicate: make a reliable and

consistent plan and when it changes make Understand your community
sure to have clear communication with your
Identify needs, concerns and areas they most
network so they understand how operations
desire help.
are changing to improve the experience.

Safety is trust

Following food safety guidelines for Food

Rescue purposes is mostly common sense,
especially if you are not storing or processing
food. Understanding guidelines makes it
possible for everyone in your network to feel
secure.
• Train volunteers on safe food handling
procedures during transport.
• Provide online ServSafe or safety training
for non-profit partners to ensure food is
distributed with time and temperature in
mind.
• Work closely with food donors to be sure
food is gathered (culled) safely.
• Consider partnerships with the health
department and other non-profits.
• Plan for the inevitable: Even with the best
procedures how can your team support a
volunteer who gets lost or a flat tire? What
is your communication plan? 13
 FOOD RESCUE STARTUP GUIDE
Food Donor
Management
This chapter includes
information about how
to recruit and onboard
food donors in general,
including restaurants, food
service providers, food retail
businesses, and more. The first
section explains the process of
approaching new food donors
and highlighting the multiple
benefits of participating in a
Food Rescue program. The
second and third sections
depict donor onboarding, as
well as donor management
for small-scale donors. Larger
donors and grocery store
chains that require additional
assistance and are covered in
the next chapter.

14
 Employee Satisfaction: Employees do not
RECRUITING FOOD DONORS

FOOD RESCUE STARTUP GUIDE

enjoy throwing away surplus food. In fact,
Reach out to large restaurants, food service it can create negative feelings toward the
providers, and food retail businesses in the company. They would rather see this food
area. Ask them about their food waste and going back to the community. Partnering with
any measures they use to reduce waste. Try a Food Rescue organization can increase
to set up an in-person meeting to highlight employee morale and satisfaction.
the benefits of donating surplus food (as
Zero Waste Goals: Many cities and
detailed below).
municipalities have zero waste goals.
Currently cities are primarily tackling this
Benefits of Donating Surplus Food with incentives and outreach with a strong
zero-waste message. But as we look at
There are several benefits of donating what’s ahead, we are likely to see incentives
surplus food and participating in Food grow and stronger policies developed around
Rescue operations. However, some retailers reducing food waste. More funding is being
or store managers might need some more directed to measuring food waste, evaluating
information about how it would not only food waste reduction programs and policy
benefit the larger community, but also their development. Other countries are developing
own business or organization. These are stronger policies now, such as banning
some of the most compelling reasons for grocery stores from throwing away food
businesses to donate their surplus food: when there is a need at food banks (France)
Tax Advantages: Most retailers can deduct The Norwegian government has pledged
the cost of ingredients plus half of the lost to cut food waste in half by 2030. Japan, a
profits from any donated food. Local state country with very little space to dedicate to
laws may provide additional benefits as well. landfills, is working to educate students on
reducing food waste so the next generation
Legal Protections from Liability: Retailers has a stronger understanding of the
and restaurant owners are often afraid of importance and practices of sustainability.
being held liable for any donated surplus Working towards these goals in sustainable
food. Be sure to tell them about the 1996 Bill ways now in our communities shows a
Emerson Good Samaritan Law that provides company’s leadership and commitment to
store owners legal protections when they the community.
donate food.
Cost Savings: Reduce waste management
Positive PR and Community Relations: and organic costs with fewer pickups.
Partnering with a Food Rescue organization
and committing to end hunger and Rescued Food vs. Food Bank Donations:
eliminate food waste will help foster good If they already have a relationship with a
community relationships. The partnership local food bank, be clear that Food Rescue
can also be used in promotional materials organizations pick up food that others do
and contributes to their Corporate Social not. This includes soon-to-expire products,
Responsibility goals. damaged produce, and prepared foods. Offer
to work alongside any existing programs to
Participating Competitors: Highlight be the “and” not the “or”.
competitors and other businesses already
enjoying the benefits of partnering with Low Effort: Little effort is required on the part
Food Rescue. of the food donor after setting up a regular
pickup schedule and onboarding employees.
Morality: Food waste has no benefits and
there is a strong argument that it is simply We also provide donors with an FAQ covering
wrong. Doing the right thing (redirecting common concerns and questions.
food surplus to communities and individuals
experiencing food insecurity) feels good. Minimum Commitment Required
Many store employees and even owners will
have altruism as their NUMBER ONE reason The minimum commitment required from
to donate. It’s great to share stories of the the food donor varies based on the size and
impact their donations could have. set up of the business. Larger businesses 15
or retailers may have specific donation first step towards building a long-lasting,

FOOD RESCUE STARTUP GUIDE

guidelines and processes they need to symbiotic partnership with the corporate
follow whereas smaller businesses may partner. The donation agreement should be a
not. Generally, the following items are base level donation agreement that protects
needed from food donors in order to set up a from liability, loosely explains the details
successful partnership. of the partnership. It should NOT contain
• Onboarding time and information (see promises that cannot be delivered on and
questions below) should be broad, in order to allow time and
experience to further shape what works and
• Packaging, storing, sorting, and preparing
what doesn’t.
food for volunteers
• Coordinating pickup logistics (assisting
with directions, coordinating schedule,
MANAGING DONORS
signing for food, etc.)
Keeping it simple and maintaining a positive
relationship with our food donors is key.
ONBOARDING FOOD A best practice for managing food donors is
DONORS via regular check ins. We suggest connecting
with food donors on a quarterly basis, via
After approaching a food donor, highlight the
email or in-person to see if their needs and
benefits of donating surplus food, and start
priorities are being met by their participation
to build the foundations of a partnership with
in Food Rescue. In this general check-in,
that food donor. Ask the following questions
consider the following questions:
to get a sense of how to set up rescues with
each food donor. • Are we meeting and preferably exceeding
your expectations for this program?
• What is the best time of day for pickups?
What are their hours of operation? • How can we improve your experience?
• What is the best day of the week • Are there other considerations or ideas?
for pickups? • Has personnel or quantity of food
• What kind of surplus food do they items changed?
normally have? Perishable, non-perishable, • Are there any schedule changes?
prepared, etc.
• What data is most useful to help your
• Who will sign off for donations or meet with organization (shrink, sustainability goals)?
the volunteer upon arrival?
• Are there any special directions for where a
volunteer should pick up food?
• Is there freezer space to store surplus food
before pickup?
• Does a weekly rescue suit their needs more
than one-time rescues?
• Do they have any standard procedures to
follow for food donations?
• Who will be the point-of-contact
for donations?

We’ve provided a General Donor Onboarding

Form and a Retail Location Onboarding Form
for you to use.

Donation Agreement

The final step in the negotiation process

is the donation agreement. It is also the
16
Developing a regular cadence of conversation How Food Rescue Can

FOOD RESCUE STARTUP GUIDE

will allow the Food Rescue organization to Complement Food Banks and
keep track of and understand the needs
Other Hunger Programs
of the food donor and encourage their
participation. This is also a great opportunity 1. The Food Rescue model excels at
to show gratitude or share an inspiring story redirecting highly perishable surplus food
from the participants. at the store level.

2. One to one match per store provides full

traceability and non perishable reclamation.
PRO TIP on Donor Management
• Existing models work very well with non
Make sure you cultivate donor relationships
perishable and warehouse level reclamation.
at multiple levels. It is important to have,
keep, and nurture the good will of the boss. 3. Food Rescue assures that no amount of
Providing reports on impact, and reduction surplus food gets wasted.
in their waste disposal, tax implications and
social/earned media mentions are all of
• Most of our rescues concentrate on the
interest to this set.
“long tail” – smaller quantities that represent
the daily churn of food operations. Most
But don’t ignore store/warehouse level
of these donations can fit in cars.
employees that make it happen for you.
Often having a good relationship with the 4. When Food Rescue organizations respond
warehouse inventory manager is the best quickly to sensitive time frames, it helps
relationship you can have. Make sure to food donors dump less and rescue more.
include these employees in social media
• Food approaching sell by and expiration
shout outs, holiday card lists and so on.
dates that require immediate response
and direct transfer to organizations who
can use them right away. This preserves
quality and does not require banking.
WORKING WITH THE 5. By matching non-profit organizations well
FOOD BANK with the food they receive, food rescue can
ensure full utilization of the surplus food.
The primary question from donors is “How
do you work with Feeding America?” 7 Food • Food Rescue mobilizes volunteers to
Rescue complements food banks, pantries pick up planned and ad hoc rescues –
and other hunger organizations. We do when the donor needs the pick up.
not food bank, but rather, directly transfer 6. Because the Bill Emerson Act requires that
surplus food from source to the recipient. food is not sold, it means there is never a
The missions of the organizations we work cost to non-profits to rescue food.
with may not be to address hunger, however
they serve individuals and families who are • Food Rescue Hero not only provides
food insecure. We rescue highly perishable food in food deserts but also in
food and most of the rescues concentrate transportation deserts – which make
smaller quantities of food that can fit in cars. it difficult for families, elderly and the
By going directly to where the consumers are disabled to travel to pantries.
located we are able to ensure that this food is
7. We work with non-profit organizations to
used quickly – imagine that a food donation
ensure full utilization of the food they receive.
can be dropped off in the morning and by that
evening it can be on someone’s dinner table. • Food Rescue Hero does not give
organizations more than they need.

8. We donate to food banks and pantries.

• Food Rescue Hero does not sell food.

7. Feeding America is the national organization that supports many

local food banks. 17
 FOOD RESCUE STARTUP GUIDE
Non-profit
Partner
Management
This chapter focuses on
the non-profit partner
experience and details why a
non-profit should accept
Food Rescues, how it can
benefit the communities they
serve, and what to expect
from a partnership with a Food
Rescue organization.

18
 • Consistent communication (need to inform
APPROACHING NON-PROFITS

FOOD RESCUE STARTUP GUIDE

Food Rescue organization if they are unable
First, conduct a survey of local charitable to accept a donation ahead of time)
food organizations to find out what is being
done in your area about recovering perishable
and prepared foods. If there is no other Food ONBOARDING NON-PROFIT
Rescue organization focusing on these types PARTNERS
of foods, you may be able to fill this gap.
There are usually resource lists including In order to give non-profit partners and the
food pantries, soup kitchens and meal communities they serve usable foods, you
programs that you can pull from to make your need to understand more about each non-
list of non-profit partners. Start calling these profit. A non-profit partner who does not
agencies and see if they could use surplus have a kitchen to prepare produce and meat,
perishable or prepared foods. Consider new should only receive prepared food trays and
partnerships like schools, daycare centers, ready-to-eat products. Similarly a perishable
and non-profit organizations that may serve donation that serves 100 people should
those in need in other ways. not go to a non-profit partner that sees
40 individuals per week. Ask the following
questions to understand the needs and
Benefits of Receiving Surplus Food
resources of each non-profit partner and
These are some of the benefits other non- match donations accordingly.
profits have gained by partnering with a Food • What kinds of food does the non-profit
Rescue organization. partner need?
• No cost access to ready-to-serve, fresh, • Where are they located?
perishable foods
• Do they have a freezer?
• Reduce food budgets (where applicable)
• Do they have a kitchen to prepare produce
and increase in-kind donations
or meat?
• More produce, meat, and other valuable
• How many people are they serving?
food items
• What are their hours of operation?
• Partnerships with local restaurants and
businesses • When is the best day/time to drop off food?
Multiple days?
• More volunteer involvement
• Would a Regular Rescue be feasible?
• Reduced reliance on their staff and
volunteers for donation transportation

PRO TIP on Onboarding

Minimum Commitment Required
If they are already receiving donations, find
The minimum commitment required depends out if they are using it all or spending time
largely on the resources and schedule of to rehome donations or worse, throwing it
the non-profit partner. However, the main out. Many non-profits are used to having
requirements can be found below. to take anything offered regardless of its
fitness for their organization. In order to
• Onboarding time and information (see
minimize the food waste from this process
onboarding questions below)
always make sure a donation is the right
• Preparation and storage of foods (if size for a partner. Assure them that if
receiving perishable food, they need to be they turn something down because it’s
able to immediately serve the food to the inappropriate, you will still call them the
community members or freeze the foods next time.
upon arrival)
• Coordinating drop off logistics (assisting
with directions, coordinating schedule, We have included a Non-profit Partner
signing for food, etc.) Onboarding Form for you to use.
• Knowledgeable about food safety
19
As you gain more non-profit partners, it Since this is often the largest hole for food

FOOD RESCUE STARTUP GUIDE

may be necessary to define priorities so donors, you will provide value to both the
that the recipients with the highest need receiving organization AND your food donors.
are served before those with a lower need,
and to mitigate any conflicts of interest.
Getting Started
Sort by neighborhood, number of people
they are feeding, whether or not they can Map the gap! Create a map of all food
prepare uncooked food, etc. in order to distributions and look for areas of high need
match non-profit partners with donations with low service. Once you Identify high need/
more efficiently. Donations should go to the low service areas look for programs in that
closest, highest need partner. High need area. This means neighborhoods with a high
indicators can include: density of poverty, lack of transit, and lack of
• Being their only source of food donations access to fresh, affordable food should top
your list. Suggestions for partners include:
• Lying in a transit desert
• Senior Centers
• Lying in a food swamp or desert
• Head Start and low income family
• Percentage of clients served that are under
support centers
the poverty line.
• Job training programs

ServSafe Certification • After school programs

• Veterans organizations
Food safety is an extremely important part
• Federally qualified health centers
of the process and it is critical to mitigate
the risk of serving unsafe food. There is an • Low income senior housing
online ServSafe course that is available, • Low income family housing
often at a discount for non-profits. At the • Public housing/housing authorities
very least there should be a staff member
that is ServSafe certified for food handling.
Review the requirements with each non-profit,
and explain the ServSafe Certifications and PRO TIP on How to Create a Map
course training required for participation. Making a custom map is easy with Google
Maps. All you need is a spreadsheet or CSV
file with your addresses in it, then follow
EXPANDING FOOD ACCESS. these steps.
GOING BEYOND 1. On your computer, sign in to My Maps.
THE PANTRY SYSTEM. 2. Open or create a map.
3. In the map legend, click Add Layer.
While food pantries and shelters are an 4. Give the new layer a name.
obvious starting point, many organizations 5. Under the new layer, click Import.
quickly find that the influx of fresh food from 6. Choose or upload the file, then click Select.
fresh rescue is too much for the existing 7. It will automatically upload.
network to handle. You will want to look
outside that network for nontraditional
partners such as low income housing
buildings, job training programs, veterans
programs, schools and the like. These
organizations will expand your options
for distributing food AND increasing food
access. For example, working with a Head
Start program could mean that parents don’t
have to take a separate bus to a pantry but
can pick up a bag of groceries when they pick
up their children. Also, many places such as
low income housing sites are open outside of
business hours and on weekends for delivery. 20
 FOOD RESCUE STARTUP GUIDE
Approach these organizations similarly to make sure that they are trained in the basics
how you would approach a food program. of food distribution and food safety.
Call and ask for the director or someone who
Steps to check for safety:
could speak with you about donating food.

Ask them a few questions that will help them 1. Review their distribution plan closely.
understand how this process can add value 2. Keep in mind food temperatures and
to their operations and provide assistance to ServSafe protocols.
those they serve. Examples:
• Are a majority of your constituents 3. Discuss the timeframe for distribution
food insecure? from the time the food is dropped off.
• Are finances or lack of access to high 4. Review storage facilities if appropriate –
frequency transit a barrier to obtaining most food should be distributed that day.
fresh healthy food for the people who use
your services? 5. Who is the point person? Will they be
• Would regular deliveries of fresh food that available weekly?
you could provide on site to people who are 6. How would adhoc donations be distributed?
at risk for food insecurity add value to your
service offerings?
• Once you establish interest you will
PRO TIP on Assessing the Need
onboard them similarly to any other partner;
interview them and determine their needs Many cities and hospitals have already
and capacity. conducted an assessment. Check online for
community surveys
Partnering with local housing authorities is
Key Differentiators
a great way to expand access in your area.
Unlike a traditional food distribution site, Housing authorities can be strong partners.
these partners will often be creating their Reach out to the community affairs officer
distribution practices from scratch at the or the resident services coordinator to
start of your partnership. You will need to discuss how you can work together.
21
 FOOD RESCUE STARTUP GUIDE
Volunteer
Management
Volunteers are the lifeblood of
Food Rescue. They are what
make it feasible to pick up
and deliver surplus food from
a highly distributed network
efficiently and economically. It
is critical that you ensure you
have a good balance of donors,
non-profit partners and
volunteers, to ensure smooth
operations. Strong publicity
will draw in many volunteers
assuming you have jobs for
them to do. But don’t rely
exclusively on word of mouth.
Make sure you have a plan
for recruiting volunteers. This
chapter focuses on onboarding
volunteers to do Food Rescues
for your organization. The first
section details how to find
volunteers and outlines the
benefits of volunteering with
a Food Rescue organization.
The second section includes
an onboarding process for
volunteers and expectations
while doing a Food Rescue.
The third and fourth
sections offer best practices
around marketing and
communications, as well as
social media campaigns.

22
RECRUITING VOLUNTEERS Why Volunteering for Food

FOOD RESCUE STARTUP GUIDE

Rescue is Appealing
Information Sessions — Volunteers generally participate in rescues
Hear a Hero to benefit the larger community and address
food insecurity. In addition to helping others,
When entering a new neighborhood, county or
volunteers can also benefit by partnering with
region, consider the power of relationships to
a Food Rescue organization.
help build your volunteer base. A successful
strategy for recruiting volunteers is to hold Simplicity and Convenience: Most Food
a recruitment and information session at Rescues can be completed in a few miles and
the home of an engaged volunteer or at a less than 30 minutes. It is easy to include a
coffee shop, where representatives from the rescue in a day full of activities.
Food Rescue Organization can talk about the
Family Friendly: Families are often looking
benefits of being a Food Rescue Hero and the
for the opportunity to work together for
impact to the community.
the greater good. Food Rescue is perfect
for all ages!
Tabling
Morale: Feel good and have an impact
Setting up a table (don’t forget to get on the environment, hunger, food insecurity,
permission if it is required) at local farmers’ and food waste.
markets, events, festivals, universities, or
Community of Food Rescue Heroes:
shopping areas is a great way to recruit
Volunteers become part of a larger
local volunteers. There, you can highlight the
community of Food Rescue Heroes and
benefits of volunteering locally.
advocates. They are invited to volunteer
appreciation events throughout the year.
Places of Worship
Legal Protections: The 1996 Bill Emerson
Reach out to places of worship and ask to Good Samaritan Law protects individuals
be included in their newsletter or service from any liability while donating food.
circular. Many also invite speakers in and
Visible Impact: Volunteers are uniquely
this is a great opportunity to reach a large
positioned to meet food donors and non-
audience.
profit partners, and see the impact donated
food can have in the community and on
Virtual Events food insecurity.

Many organizations have found out that

virtual events have a lot of benefits to them,
ONBOARDING VOLUNTEERS
including increased participation because
of the lack of travel time and hassle. Hold Unless you use an app, you will need to
virtual recruitment events or opportunities for gather this information manually from your
people to learn about the organization, giving volunteers. Ideally, keep the bar low so
people a low bar to entry way to become there are few barriers to volunteering. Ask
informed the following questions to understand the
preferences and availability of each volunteer
Social Media and Media in order to better assign rescues to them.
• Where do you live?
Many Food Rescue organizations got their
• Would you prefer to be On Call or take on a
start via social media. Make sure you
weekly rescue?
establish a presence with your brand identity,
and organizational personality early • What is your mode of transportation?
on as a way to build those relationships • What time of day do you prefer?
with volunteers.
• What day(s) of the week do you prefer?
• How would you prefer to be contacted?
23
Expectations for Volunteers Website: Your website should have

FOOD RESCUE STARTUP GUIDE

clear Volunteer, Food Donor Org and
It is important to create expectations and Non-profit sections.
guidelines for volunteers as well to ensure a
consistent and positive experience. These Social Media: Create a video to show
are some of the expectations and information the simple process and the 3 components
given to volunteers by Food Rescue and share.
Organizations. Network: Ask friends, family, the
• Do scheduled rescues on time and always organization’s board and staff to spread the
show respect and kindness to all parties. word, giving people a strong call to action for
• Do not take food for personal consumption. how to get involved.

• If you need a sub or to drop a rescue, please Community Outreach: Have a table at
let us know at least 24 hours beforehand. Farmers Markets; connect with vendors
• Report information (weight and contents of and shoppers.
rescue) accurately and in a timely manner. Data Management: Create an organized
• Please call immediately if you experience way to manage your data such as a CRM
any problems or issues along the way. (customer relationship management) system
to help you keep track of all of your contacts
Be sure each rescue is scheduled, assigned in the three categories (Volunteers, Food
to a volunteer and clearly communicated Donor Orgs and Non-profit Partners).
is crucial. Starting with a master schedule
and easy communication plan is a great first Follow-up: When you meet someone who
step. Using an app or platform with volunteer is a good prospect to be a food donor
engagement, scheduling, and management organization or non-profit partner make sure
built in may be a clear next step. you enter their information into your CRM
and follow up with an email outlining the
next steps for them. Prospective volunteers
should be encouraged to take a concrete next
ONGOING MARKETING AND
step (sign up for a rescue, attend a training)
COMMUNICATIONS and once they do that, you can enter them
Marketing is an important part of the process. into your CRM.
Through various kinds of marketing and
communications, you will attract your three
PRO TIP Ask food donors for support
groups of partners needed to make a Food
with a free cup of coffee or appetizer
Rescue organization work. The three groups
for Food Rescue Heroes or including a
are Food Donor Organizations, Non-profit
table tent in the restaurant about
Partners and Volunteers.
your organization.
You will connect with each of these groups
using the following types of activities and
others to create awareness, then draw
them closer to you through increasingly
personalized communications.

SEO: Optimizing your website using certain

keywords that are likely to be used by each
of your three partner groups. Make it easy for
prospective Food Donor Orgs, Non-profits
and Volunteers to find you. Brainstorm a list
of key words/phrases for each and make sure
they appear on your website - ideally on the
home page and in title tags.

Media: Getting the media to cover your

organization’s operations will help to get
the word out. 24
 • Overflowing trunkload of food to
SOCIAL MEDIA CAMPAIGNS

FOOD RESCUE STARTUP GUIDE

be donated
& BEST PRACTICES
• Pictures of volunteers with
Social media should be more than just an non-profit partners
afterthought or aside. You need a strategy, a • Volunteer with donor from warehouse
plan, and a consistent approach to help build • Quotes from donors/non-profit
your brand and your community of supporters. organizations
1. Your strategy should start with a • Pictures of kids on rescues
consistent “voice” reflecting a brand
Likewise there are things you should avoid
personality, one that resonates with your
posting as well
community of supporters. Everything
should flow from that voice. • Posts/pictures objectifying recipients to
elicit a sympathy response (sad looking
2. Create a schedule with appropriate posting kids, elderly people with tears in their eyes)
frequency on every platform. For example,
• Pictures of unsafe food rescue conditions
twitter should happen multiple times a
or that could be construed as such (a
day whereas Facebook and Instagram
trunk full of trays of prepared food on a hot
should be once or twice a day at most. The
summer day)
exception to this rule is if you are using
Facebook to get volunteers for rescues. • ONLY pictures of one thing (i.e. just food
pictures, or just volunteers) mix it up
3. Get to know what the community wants. • Off mission posts, i.e. separate your
Track which posts get the most interaction personal and organizational accounts
and adjust your approach accordingly.

4. Build your audience by partnering with local

businesses and influencers that have a
following and relate to the mission. Have
them post about you--donating to you, doing
a food rescue, or just loving the cause.

5. Consider Facebook ads to boost your

audience at key junctures. It is an affordable
and effective way to widen your reach.

6. Collect content from your volunteers. Don’t

be afraid to ask for pictures of exactly
what you need!

7. Respond in a timely manner to comments,

questions, or suggestions.

As for what to post, certain tropes just work.

Make sure to have a rotation of key content.
Keep a folder of pictures and quotes to use
when needed. You should always have posts
that do the following:
• Quotes reflecting impact – volunteer
“I never realized how much food
was being wasted”
• Sharing pics and telling stories of rescues
• Encouraging others to share on social

25
 FOOD RESCUE STARTUP GUIDE
Data
Keeping accurate data is
critical to being able to track
metrics, demonstrate success,
show progress and spot
trouble areas. From the start
keep a record of your rescues.
This chapter focuses on
what to track, how to track
it and what good data hygiene
looks like.

26
WHAT DATA SHOULD

FOOD RESCUE STARTUP GUIDE

BE TRACKED PRO TIP Food Rescue is usually fresh
rescue. Don’t include things like canned
Data is key. Good data helps us gauge the vegetables in the produce category.
results of our efforts, showing us if we are Demonstrating to funders that a high
rescuing more or less food at any given time, percentage of your rescues are fresh, healthy
and help us pinpoint problems and improve. food, difficult to access by people in food
Data also holds us accountable, helps us deserts, is a great way to show your value!
demonstrate our impact in the community
and makes us more attractive to partners
including funders such as foundations. If Other helpful data to track is missed rescues
you onboard using the templates provided and the reason the rescue was missed. Why
you should have the information critical to is this important? It helps you identify and
success. Communication channels, food fix problem areas and allows you to provide
safety status, availability, and other pertinent a high level of service to partners. Missed
data is in those intake forms. Also, food rescues are the number one way to sour a
traceability is important to many food donors. relationship with a food donor or non-profit.
Rescue data however doesn’t exist unless you Being able to recognize trends in this manner
capture it. For rescues you should track: will help you keep everyone happy. For
• Date example, if there is a particular food donor or
• Food donor cluster of food donors that you can never find
a volunteer to go to, outreach in that area to
• Category type of food in the donation and build your volunteer base can solve
weight of items in each category the problem.
• Non-profit partner receiving donation
• Volunteer
• Optional: method of transportation
• Optional: volunteer rating
• Optional: miles food traveled

Most of those are self explanatory but

let’s talk about tracking WHAT you rescue.
Different organizations track the type of
donation differently. Some keep very granular
information about donations. However, that
can be difficult to aggregate. At the same
time, simply keeping a total weight doesn’t
give enough information. You may want to
break it down into food types. An example
would be:
• Baked goods
• Meat and protein
• Non Food
• Non-perishable
• Other
• Prepared -individually packaged
• Prepared - Trays/Multi-serving
• Produce
• Other

27
 FOOD RESCUE STARTUP GUIDE
Google sheets or excel are a great, cost
HOW TO GET
effective way to track data as you begin.
AND TRACK DATA We’ve provided a link to a sample data tracker
The first step to tracking data is getting data. for this purpose. A technology platform
For one time donations, a food donor will that can track data in real time and filter
reach out to you and give you a description information can also be a logical next step.
of what and how much they are donating.
But this description may or may not be
accurate. Try to get verification from either DATA HYGIENE
a volunteer or the non-profit of the donation
content and weight. You can provide simple Be sure to use data validation in Google
bathroom scales to your non-profit partners Sheets or Excel to reduce spelling variations.
or volunteers to get an accurate weight, or This means you create a range of acceptable
you can estimate following guidelines on options for filling in any cell. For example if
standard weights. the cell is indicating that the rescue consisted
of “produce,” data validation will ONLY allow
For recurring rescues the content and weight a user to enter “produce” not “prd.” or “prod.”
will not have a donation intake call where or “produce”. Data aggregation is only as
the food donor will give you the weight. Of good as your data hygiene! It may not seem
the three nodes of a rescue, the food donor like a big deal to add together the columns of
is the least likely to be able to provide a “porduce” and produce to determine the total
weekly summary and weight of a donation tonnage of produce rescued, but the bigger
(with some exceptions). Places like Panera you get the more problematic that becomes.
or Whole Foods put their baked goods into The more fields you can standardize this way,
a bag and it either goes to a rescue or to a the more useful your data will be. Similarly,
garbage but they spend as little time and with recurring rescues, having a template
effort on it as possible. The two best options for those and making sure to fill in the
are your volunteer and your non-profit. We’ve data weekly will help you ensure accurate
had better luck getting reports from our information and reduce problems from
volunteers than our non-profit partners. Have lingering without being noticed.
your volunteers send you a picture of the
donation and the weight/content. Weight can
be determined either by standard estimates
or by a scale in their car. 28
Next Steps for

FOOD RESCUE STARTUP GUIDE

Growth
OUR SOLUTION
Food waste happens everywhere, everyday. detailed GPS directions, it makes it easy
Unfortunately, so does hunger. This means that for volunteers to jump in and stay engaged.
you have a lot of room to grow. As you scale, Additionally the platform will aggregate and
keep your donors, non-profit partners and filter data, so you never miss out on recording
volunteers balanced, so you can provide the impact like pounds of food, types of food or
best possible service to all of your partners. traceability for food donors and tax receipts.
Data is vital to tell the story of how you are
You will also need to grow your tools with
changing your community and also useful
your operations and infrastructure. What is
when approaching funders.
your vision and is there capacity to support it?
We partner with Food Rescue organizations
There are plenty of tools available to
in cities across the U.S and Canada. In
help manage data, financial donors,
every stage of your organization’s growth,
communications and operations that are low
finding the best long term path takes the
cost for non-profits. Tools like salesforce,
guesswork out of developing a solution for
mailchimp, routarific, etc. can help you
your community. It’s easy to adopt when
manage your increasing activity. The more
you are ready. From our low monthly
streamlined and integrated those tools are,
cost starter app to a fully customized white
the more time you can commit to the work
label platform. Find out more about it at
you are passionate about!
www.foodrescuehero.org.
The Food Rescue Hero app is one of several
Thank you for taking the time to explore our
that can help you manage the details. Our
start up guide! We would love to share more
logistics, community engagement and
helpful resources and solutions to help your
technology platform is unique because it was
organization. The need is so great. We can
built in tandem with our scaling Food Rescue
only do this if we work together. If you have
organization. We started with spreadsheets
additional questions, sign up for an upcoming
and maps too. As we discovered new
webinar or email us at info@412foodrescue.
solutions and ways to streamline, we added
them to Food Rescue Hero. Our technology
team and engineers are fully interwoven
into our Food Rescue team. Together we “Technology is just a tool.. A way for
run rescues and data reports, interact with
volunteers, food donors, and non-profit us to realize our own propensity to do
partners and constantly update our platform something for each other… We know that
based on those interactions. Our technology
and Food Rescue model are proven, because
people want to find their purpose. Can
we allow successes and challenges across we make doing good a part of our daily
our nationwide network to inform our updates.
We understand the beauty and grit in this
life? And what are the ways we can create
work. It takes unique tools and key building technology to make that happen?”
blocks to accomplish this vision. Therefore,
we provide training, strategy, and community FO O D R E S CU E H E R O FO U N D E R & C EO,
network support for our network partners. LE A H LI Z A R O N D O
Our app manages the process of connecting
Food Rescue opportunities with your non-
profit partners via volunteer drivers. With ad
hoc and weekly Food Rescue scheduling,
safety measures, push notifications and
29
 Volunteers, or Food Rescue Heroes as we
Appendix

FOOD RESCUE STARTUP GUIDE

call them, are at the core of Food Rescue’s
success. They are the ones who pick up
FAQS ABOUT FOOD RESCUE and deliver this food so that it does not
get wasted.
1. Mission of Food Rescue 5. What is the liability for food
To end food waste and get perfectly good donors?
food into the hands of those who need it. There is none! Thanks to the Bill Emerson
Good Samaritan Act, except in cases of
2. Why is it important to not
gross negligence, a food donor is protected
waste food?
from liability when donating surplus food
We waste up to 40% of our food globally —
to a non-profit organization for the purpose
translating to over 1.3 billion tons annually.
of helping the food insecure.
In the United States, we waste 62.5 million
tons and spend $218 billion a year (or 6. How is Food Rescue different
1.3% of our GDP) in “growing, processing, from a food bank?
transporting, and disposing of food that is Food Rescue complements food banks,
never eaten. In the United States, 1 in 7 are pantries and other hunger organizations.
hungry. According to the United Nations, We do not food bank, but rather, directly
if we recover all the food that is lost or transfer surplus food from source to the
wasted, we will have enough to feed all recipient. The missions of the organizations
those who are hungry, four times over. we work with may not be to address
According to the Environmental Protection hunger, however they serve individuals and
Agency, over 97% of food waste generated families who are food insecure. We rescue
ends up in the landfill. This comprises the highly perishable food and most of the
single largest component of municipal rescues concentrate smaller quantities of
solid waste, generating a large portion of food that can fit in cars. By going directly
U.S. methane emissions (a greenhouse gas to where the consumers are located we
21 times more potent than carbon dioxide.) are able to ensure that this food is used
quickly - imagine that a food donation can
40% of food going to waste translates to be dropped off in the morning and by that
20 pounds of food per person per month, evening it can be on someone’s dinner table.
worth $165 billion a year. The Food and
Agriculture Organization (FAO) estimates 7. How does Food Rescue ensure
that 52% of fruits and vegetables go to that the food is going to people
waste, food that supplies that highest who need it?
quality nutrition required to prevent Prior to being placed, all donations are
obesity and disease. vetted through a personal contact at the
receiving organization. A Food Rescue
3. Why does perfectly good food staff member will call the organization
get thrown away? and ask if they would like the food and if
• Over ordering of food. so, how much they can take. We do this to
• Food is not “pretty” enough to sell. ensure that we are not only delivering food
• Food is packaged incorrectly. that people want, but also in a realistic
• Leftover food from events. quantity that can be given away instead of
becoming food waste.
4. How does Food Rescue work?
8. How are you sure that people
Food Rescue works with local food
who receive the food are not
businesses (such as grocery stores,
wasting it?
restaurants, produce wholesalers, farmer’s
markets, etc.) to rescue their surplus The University of Pittsburgh conducted a
food and deliver it to community based study of Food Rescue’s drop off sites and
organizations (such as a shelter or family found that of all recipients, 90% were using
support center), where the food is then the food themselves and if they were not
given to those who can use it. using it themselves they were giving it to
30
friends and neighbors.
Donor Onboarding Form

FOOD RESCUE STARTUP GUIDE

ONBOARDING COMPETION DATE:

DONOR NAME:

DONOR ADDRESS:

MAIN PHONE:

TYPE OF DONOR

CATEGORY FOOD PANTRY

BAKERY GROCER

CORPORATION MANUFACTURER/PRODUCER

DISTRIBUTOR NON-PROFIT

EDUCATIONAL OTHER

EVENT FESTIVAL RESTAURANT

FARM UNCATEGORIZED

FARM MARKET

CONTACTS

NAME TITLE EMAIL

OTHER PHONE

DEPARTMENT CONTACT PHONE

31
Donor Onboarding Form (cont.)

FOOD RESCUE STARTUP GUIDE

WHAT ARE THEY DONATING?

BAKERY NONPERISHABLES

DAIRY PREPARED FOOD MULTISERVING

MEAT & PROTEIN PREPARED FOOD INDIVIDUALLY PACKAGED

NON FOOD ITEMS PRODUCE

WHAT ARE THEIR OPERATING HOURS? DO THEY WANT TO SCHEDULE

A REGULAR PICKUP?
SUNDAY
YES NO
MONDAY PICKUP DAYS HOW OFTEN TO
THEY ANTICIPATE
TUESDAY
HAVING
WEDNESDAY DONATIONS?

THURSDAY PICKUP WINDOW

FRIDAY

SATURDAY

WHAT ARE THE INSTRUCTIONS FOR VOLUNTEERS?

AGREEMENT SIGNED? YES | NO

NOTES:

32
Retail Location Onboarding Form

FOOD RESCUE STARTUP GUIDE

ONBOARDING COMPETION DATE:

LOCATION NAME:

LOCATION ADDRESS:

MAIN PHONE:

CONTACTS

NAME TITLE EMAIL

WHICH DEPARTMENTS ARE WE PICKING UP FROM:

PICKUP DAYS:

PICKUP WINDOW:

TIME OF PRODUCE CULL/STALES PULL:

WHERE TO ASK FOR PICKUP:

WHERE IS THE PICKUP STORED:

SIZE OF DEPARTMENT:

NOTES:

33
Non-profit Partner Onboarding Form

FOOD RESCUE STARTUP GUIDE

ONBOARDING COMPETION DATE:

NON-PROFIT NAME:

ADDRESS:

MAIN PHONE:

IS THIS A BRANCH OF ANOTHER ORGANIZATION?: YES | NO

IF YES, WHAT IS THE PARENT ORGANIZATION?:

TYPE OF SERVICE ORGANIZATION

FAMILY CENTER PANTRY

LOW INCOME HOUSING-SENIOR AND DISABLED SENIOR PROGRAM

LOW INCOME HOUSING-UNRESTRICTED SHELTER

MEALS ON WHEELS SOUP KITCHEN

OTHER YOUTH PROGRAM

CONTACTS

NAME TITLE EMAIL PHONE

WHAT CAN THEY RECEIVE?

BAKERY NONPERISHABLES

DAIRY PREPARED FOOD MULTISERVING

MEAT & PROTEIN PREPARED FOOD INDIVIDUALLY PACKAGED

NON FOOD ITEMS PRODUCE

WHAT IS THEIR STORAGE CAPACITY?

REFRIGERATED

FROZEN

NONPERISHABLE
34
Non-profit Partner Onboarding Form (cont.)

FOOD RESCUE STARTUP GUIDE

DO THEY HAVE A KITCHEN TO PREPARE FOOD? YES | NO

IS THERE SOMEONE ON STAFF SERVSAFE CERTIFIED? YES | NO

WHAT ARE THEIR OPERATING HOURS? DO THEY WANT TO RECEIVE A

REGULAR DONATION?
SUNDAY
YES NO
MONDAY BEST DAYS HOW OFTEN TO
THEY ANTICIPATE
TUESDAY
WANTING
WEDNESDAY DONATIONS?

DESIRED DELIVERY
THURSDAY
WINDOW:
FRIDAY

SATURDAY

WHAT ARE THE INSTRUCTIONS FOR VOLUNTEERS?

AGREEMENT SIGNED? YES | NO

NOTES:

35