How can you manage in-kind donations during an emergency?

While in-kind donations can sometimes be a valuable resource in EM, it's essential to have a strategic plan for accepting & using them. As an EM SME, I've seen the importance of using data analysis to assess needs to ensure donations meet situational demands. Accepting in-kind donations isn’t just about quantity; it's about the quality & relevance of items to the affected community. Best practices dictate that donations should align with the cultural & ethical values of the beneficiaries to avoid any unintended harm or offense. Finally, in-kind donations are more useful for public assistance projects than for helping people as in-kind donations for people often are cast-offs that no one wants, causing added strain on the system.

If you work with a logistics and warehousing company on a regular basis, include them in your planning for in-kind donations. They will often have the space, people, and resources necessary to receive, sort, catalogue, and store donations that are helpful - and to dispose of those that aren't. This also helps keep those in-kind donations away from the actual site of the disaster and preserve the skills and abilities of emergency responders and managers for mitigating the consequences of the disaster by off-loading the management of "stuff" to those who know logistics.

Publish or Perish, that's not just a saying university professors use. Get your lists out in public quickly and update them frequently. This should be a bridal or a baby registry and include not just what, but where (multiple drop off locations and PODS - points of distribution) and in what quantities. Perishable food for instance is useful but has a shelf life and cold storage has a capacity limit. Logistical areas need to accept, inspect, organize and then distribute and they don't want ten tons of good stuff even if it's on the lists, dropped off in a five-ton warehouse. Not all at once.

I emphasize in all the training I do to track volunteer time. Not just the professional types like Red Cross but spontaneous volunteers. These volunteers that do the grunt work like COOD labor etc. Register them document their time. That and donated resources that come in from business.

Agree, Dick, and I use US DOL labor for general work and any licensed craft labor at US DOL or STTL prevailing wage rates. This is essential when tracking by STTL applicants for (example) FEMA match.

Accepting in-kind donations to an Emergency Management agency must begin and end with a precise documentation process. As an LEO supervisor it is my responsibility to review all legal paperwork that flows through my platoon. The attention to detail cannot be overstated. Failing with in-kind donations and grant opportunities will crush your organization through negative publicity, possibly including disciplinary action and culminating in prison time. Take some time to educate yourself in the grant process to avoid confusion on the back-end. Remember, this is the moment in which there is not intentional or unintentional scandal Let's keep it that way.

Managing donations during an emergency involves coordination, transparency, and clear communication. First, set up a central coordination team to control the collection and distribution of donations. The local authorities, NGOs, and community leaders can help to understand the most urgent needs and ensure resources are allocated efficiently. Having establish a transparent system for tracking donations and expenditures builds trust. Clear communication is crucial. Inform the public about what items or funds are most needed and provide regular updates on how donations are being used.