A well-organized kit-building event can empower volunteers to assemble hundreds of classroom supply kits in just a few hours. With the right preparation, structure, and communication, your organization can create a smooth and impactful experience that directly supports local teachers and impact students.
Preparation
Begin by scheduling a three- to four-hour block for your volunteer session. This timeframe allows participants to assemble a meaningful number of kits without feeling rushed. Before volunteers arrive, set up tables that each feature a different supply type. This assembly-line format ensures efficiency and prevents bottlenecks.
It’s helpful to create one sample completed kit so volunteers can easily reference the desired final product. Printing simple instructions for each assembly station further streamlines the process and keeps everyone aligned on expectations.
During the Event
As the event begins, volunteers should rotate through the stations to collect the required items for each kit. With this structure, most volunteers can complete approximately 15–20 kits per hour. It’s useful to designate a small team or a few staff members to conduct quality checks. These reviewers confirm that each kit is complete, consistent, and ready for distribution.
Packaging
Once kits are assembled, place the items into zip-top bags, clear pouches, or plastic kit bags,whichever format best meets your organization’s needs. If you are creating grade-specific kits, label each one accordingly to ensure easy distribution. Completed kits should then be boxed, counted, and prepared for delivery or pick up.
Delivering Kits to Schools or Nonprofits
After the event, coordinate with the Teacher Free Store Manager to arrange a drop-off date and location. Providing an accurate count of completed kits is essential for inventory and reporting. If appropriate, you may also request photos, stories, or impact feedback from the Stem Library Lab to share with your team or supporters.
Internal Communication Template
When preparing your team to participate, you may send them a communication such as:
Subject: Support Teachers by Building Classroom Kits
Our organization is participating in a classroom supply initiative to support local teachers and students. We will purchase items (via Amazon or wholesale kits) and host a volunteer event to assemble these classroom kits, which will be delivered directly to educators in need. More details—including dates, supply lists, and volunteer sign-up opportunities—will be shared soon.
Budgeting & Quantities
Kit building is flexible and can accommodate various budgets. A basic kit typically costs between $10 and $20 depending on contents and Amazon pricing, while more comprehensive kits range from $20 to $40. For group events, we recommend assembling at least 25–100 kits to maximize volunteer engagement and impact. Creating a simple tracking spreadsheet can help you monitor quantities ordered, kits planned, and overall costs.
Next Steps
To begin planning your event, review which kit your organization would like to create and determine the specific contents. Coordinate with the Teacher Free Store Manager to discuss assembly dates for the kits, as well as logistics for hosting the kit-building day at STEM Library Lab. Once plans are confirmed, communicate roles, expectations, and event details clearly to all participants to ensure a smooth and successful experience.
