Introduction to the ReS-Food Training Course for Humanitarian Organisations

Humanitarian Organisations are a significant factor in food donation, and it is crucial people involved in these organisations to be fully informed about food waste. This part of the educational material is specially designed for professionals and volunteers these organisations who are committed to reducing food waste through the rescue of surplus food.

Readers will learn about key areas such as food surplus management, food safety, and the role of community of donors. The Modules cover essential factors for quality management in non-profit organisations, including food safety standards and logistics, as well as the analysis of relevant rules and regulations.

Additionally, these Modules aim to equip those involved in humanitarian organisations with the necessary tools to more easily approach and collaborate with businesses that have surplus food, preventing it from becoming food waste. It also addresses the challenges faced by charity organisations in food donation and provides strategies to overcome these obstacles. Practical examples and innovative campaigns like “Save the ‘ugly’ food” and “Drop the change” will inspire creative solutions for reducing food waste. By the end of this sector, readers will be equipped with the knowledge and tools to manage surplus food and promote sustainable practices.

 

MODUL 1: FOOD SURPLUS

Past practices and habits in the production and consumption of food have resulted in large amounts of food waste. Worldwide, up to a third of the food produced is thrown away. For this reason, food waste is considered one of the most important problems that need to be solved in order to achieve sustainability in food production and consumption.

Food surpluses occur at every point along the food supply chain, from farm to fork, and are described as the quantity, availability, and nutritional requirements of food that exceed the real demand for food. The resulting surplus of food usually becomes food waste, which has been recognised as one of the global problems of our time, as shown in Figure1.

Redistributing food surplus improves the availability of food for those who have difficulty accessing nutritious meals, leading to improved health and wellbeing and reducing food waste. Collaboration between food producers, distributors, retailers, consumers and humanitarian organizations improves the efficiency and organization of the food supply chain. Such partnerships promote innovative approaches to using and redistributing food surplus, optimizing resource use and minimizing food waste. Establishing such links improves the overall efficiency (utilization) of resources within the food supply chain. Tackling the problem of redistributing food surplus requires a holistic approach and the cooperation of all stakeholders within the food supply chain. The problem is the complexity of the whole process, as it is not possible to accurately predict the amount of surplus food that will be produced. By identifying businesses that have surplus food, it is possible to create targeted plans for the recovery of surplus food, redistribution and reduction of waste.

The management of donated food is very important to ensure efficient distribution and the reduction of waste. Partnerships with food banks, charities and other relevant organizations are essential for effective coordination.

In addition, the company/organisation should establish standard operating procedures (SOPs) for the handling, storage and distribution of donated food and implement robust mechanisms to monitor and evaluate the quantity, quality and use of donated food. Finally, an assessment of the impact of reducing food waste and the efficiency of the process of distributing donated food should be carried out. The most common reasons for food surplus in meal preparation are overproduction, miscalculation, quality control and human error. The above factors point to deficiencies in planning, coordination and accuracy in meal preparation. Proper meal planning can therefore significantly reduce the occurrence of food surplus.

Food surplus should be categorized by type, e.g. fruit, vegetables, dairy products, cereals or ready meals. This categorization helps to better understand the nature of food surpluses and facilitates targeted redistribution. The most common types of surplus food from the Ho.Re.Ca. sectors, supermarkets and other food chains are: perishable food, non-perishable food, ready meals, bakery products, surplus ingredients and surplus stock.

A systematic method of identifying, communicating purpose, and selecting the company is used to successfully engage companies that have surplus food and are willing and able to contribute to food surplus redistribution activities. This collaborative strategy helps build a strong network of surplus food businesses and ensures a more equitable, sustainable and waste-free food system while reducing hunger and helping to protect the environment.

The responsibility for identifying companies that have surplus food in the Ho.Re.Ca. sector, supermarkets and food chains usually lies with charities, food banks, non-profit government organizations (NGOs) or other actors involved in food recovery and redistribution. One of the most important factors in selecting companies that have surplus food available is compliance with strict food safety and hygiene regulations to ensure the quality and safety of the donated food. Transparency is also required regarding the manufacturing processes, the origin of the ingredients and the additives and preservatives used.

To ensure the safety and acceptability of donated food, it is crucial to identify and map the quality criteria for surplus food from the Ho.Re.Ca. sector, supermarkets and other food chains. By implementing robust processes to identify and record quality parameters, charities, food banks and non-governmental organisations can ensure that surplus food from the Ho.Re.Ca. sector, supermarkets and other food chains meet the required safety and quality standards for redistribution to those in need.

Food safety is fundamental to its quality and was introduced as a term to increase consumer confidence in the food they consume. It refers to the conditions and procedures for handling, preparing and storing food in a way that prevents its contamination and thus reduces the possibility of foodborne illness.

Moving beyond food security through the pursuit of food security, which refers to the need for all people to have access to food. At the World Economic Forum on Nutrition in Rome in 1996, it was concluded that food security is achieved when all people at all times have sufficient quantities of safe and nutritious food to meet their nutritional needs and lead active and healthy lives.

Food is considered safe for human consumption if it has no adverse effects on human health when consumed as intended. The first step is to develop comprehensive quality guidelines that describe specific parameters for assessing the quality of surplus food. Important factors include appearance, texture, odour, taste, package integrity, expiration date and any legal requirements. The creation of quality guidelines requires collaboration with food safety experts, regulators and sector/industry stakeholders to establish robust and relevant quality parameters. To protect the interests of consumers and ensure the best possible information, various mechanisms are used, such as legal regulations, frequent controls, clearer food labeling, and the introduction of an insurance system, all with the aim of improving food quality.

Quality assurance and food safety systems can be mandatory (e.g. HACCP - Hazard Analysis and Critical Control Points) or voluntary (ISO 22000 - International Organization for Standardization, IFS - International Food Standard and BRC - British Retail Consortium). HACCP is an internationally binding, systematic method for identifying, assessing and controlling food hazards that is integrated into all other food quality and safety systems. The ISO 22000 series of standards arose from the need of the food industry to create an international standard that is accepted and recognized in all countries and that deals with the management of food safety in the entire chain "from field to fork". The IFS standard was developed by German, French and Italian retail chains to control the manufacturers of major retail chain brands. It combines the principles of HACCP with the requirements of the quality management system and hygiene requirements. The BRC technical standard was developed to help retailers meet their legal obligations to protect consumers. The global umbrella organization responsible for food safety is the Codex Alimentarius Commission (CAC).

To ensure that the food distributed by NGOs is safe, nutritious and of good quality, quality management is essential. By implementing sound quality management, NGOs can improve the safety, nutritional value and overall quality of the surplus food they distribute.

Food donors can donate food through intermediaries in the surplus food donation chain or directly to the end consumers, as shown in Fig. 2.

The key factors for quality management in non-profit organizations that distribute surplus food are:

Preparation of food safety protocols

Food safety protocols must be established and implemented in accordance with applicable regulations and recommendations. This includes ensuring that surplus food is properly handled, stored and transported to prevent contamination and ensure the safety of surplus food.

Carrying out a supplier evaluation

Supplier evaluation involves the assessment and selection of producers and dispensers of surplus food based on their compliance with food safety standards, quality assurance processes and regulatory compliance.

 Carrying out quality controls

Establishing a quality control procedure to verify the surplus food received may include visual inspections, temperature monitoring and sensory evaluations to detect signs of spoilage, contamination or quality problems.

Proper storage and handling as a priority

Proper food storage and handling should be practiced to prevent food damage or decomposition. Adequate storage facilities and equipment must be provided, and it must be ensured that food is stored at the correct temperature, properly organized and protected from pests, cross-contamination and other factors that could affect its quality.

Keep track of expiry dates and best-before dates

Regular monitoring and management of shelf life and expiry dates (Fig. 3) of surplus food/raw materials is essential. Prioritise distribution based on remaining shelf life to ensure recipients receive food that is still within the acceptable consumption period.

Creation of standard operating procedures (SOP)

It is important to develop standard operating procedures (SOPs) for various aspects of food surplus distribution, including the receipt, sorting, storage and distribution of food. SOPs can help maintain consistency and provide guidance to volunteers and staff involved in the distribution.

Training and education of staff and volunteers

Comprehensive training of staff and volunteers in food safety, quality management and proper food handling practices can help ensure that everyone involved in the distribution process understands their roles, responsibilities and best practices.

Maintaining documentation and traceability

It is important to keep detailed records of surplus food transactions, including information about the donor, quantity received, distribution date and recipient information. This documentation enables traceability and allows potential problems or recalls to be resolved.

Feedback from the recipients

Mechanisms should be put in place to obtain feedback from recipients on the quality and suitability of the surplus food supplied.

Who is responsible for the donated food? The food donor is responsible for food safety until the food is collected by an intermediary in the food donation chain or, in the case of direct donation, by the final recipient. The intermediary in the food donation chain is responsible for food safety from the moment the food is collected from the donor until it is distributed to the final recipient.

Determining the target population and geographic area where food collection and distribution will take place is a key strategy in the charity project's activities. Food charities are non-profit organizations that provide food assistance to people experiencing food insecurity or hunger. The selection of the target population and geographic areas depends on the mission, vision and available financial resources. Some food aid organizations focus primarily on serving specific groups of people, such as children, the elderly, refugees, the homeless, people with low incomes or people with disabilities. The heterogeneity of the target population puts additional pressure on charities.

There are different ways to organize the redistribution of food surpluses within the EU, but they can be broadly divided into two categories: "backline" and "frontline" organizations (Fig. 4). It should be noted that some organizations may combine elements of both categories. Backline organizations act as a bridge between the food supply chain and "frontline" organizations. They collect donated food from various sources, adhering to rules and regulations on food hygiene, safety and consumer information. They then distribute it free or at low cost to a network of qualified and registered partner charities. Volunteers sort the food, check its date and quality and pack it for distribution. Frontline organizations have direct contact with people in need of food assistance and can also collect donated food from a variety of sources, following the same rules and regulations as backline organizations. These organizations may provide food that can be cooked at home (e.g. pasta, vegetables, canned goods, etc.) or ready-to-eat/prepared meals.

Charitable organizations often use various methods to provide food assistance, such as food banks, food pantries, soup kitchens, meal programs, etc. In addition, successful and adequate funding for these organizations is very important. The most common problem that charities face in relation to food assistance is the inability to secure sufficient funding. To this end, charities can also work with external agencies to make their initiatives viable and/or overcome the uncertainty of their funding.

Standards for food safety and transfers

The Food Transfer Standard 1 for food safety covers general nutritional needs ensuring that the dietary requirements of those in need are satisfied. Food Transfer Standard 2 for food safety refers to acceptability and suitability. In order for the food to be utilized successfully and efficiently in the homes, it must be appropriate and acceptable to the recipients. Food quality and safety or Food Transfer Standard 3 means that the food supplied is of sufficient quality and suitable for human consumption. Supply chain coordination/management falls under Food Transfer Standard 4 as systems that are timely, transparent and unbiased help to effectively manage commodities and the associated expenditure. The Food Transfer Standard 5 addresses distribution and targeting with regard to food safety. Targeted food distribution is a quick, efficient, transparent, safe, dignified, and situation-appropriate approach.

Food use is covered under Food Transfer Standard 6 Food is handled, prepared, and consumed in a responsible and safe manner. All 6 standards are shown in Fig. 5.

Transport logistics in the food donation process

Transport logistics in the food donation process includes the planning, coordination and execution of the transportation of donated food from the donors to the recipient organizations. Evaluating the most efficient and cost-effective method is the first step in planning the transportation of donated food. Planning should consider various factors such as quantity and type of food, distance, delivery schedules and available resources.

Considering the quantity and type of food, you need to select the appropriate vehicles. For example, perishable food requires refrigerated vehicles, while non-perishable food may be transported using regular vehicles.

The distance between pick-up points, distribution centres and end consumers requires route optimization. If possible, a partnership with delivery services is more than welcome. Food banks and relevant organizations (food distributors) involved in food recovery and redistribution may face different challenges related to food transportation depending on geographical location and delivery range, management objectives, timeframe and frequency of demand. Food transportation efficiency is a key factor in network design issues that affect large areas. Food distribution decisions are also influenced by the correctness and quality of the food that reaches the recipients.

Donations are often irregular and insufficient to meet demand. Therefore, food distributors have to make a trade-off between equity (ensuring that everyone in need has an equal chance of being served) and efficiency (serving as many people in need as possible). Furthermore, one of the difficult and important tasks of food distributors is to divide up the heterogeneous supplies they receive.

The storage and preservation of donated food plays a key role in the long chain of food donation activities. Proper storage of donated food ensures the safety and quality of the food and thus the efficient distribution of healthy food to end consumers. Key practices include proper temperature control, maintaining hygiene, rotating stock according to the FIFO (first-in, first-out) principle and adhering to expiration dates. Techniques such as categorization, labelling and coding of food products enable accurate tracking of selected stocks.

To summarize, food donation, collection and distribution operators must take the following important steps:

• Ensure that appropriate hygiene and quality standards and practices are in place at the warehouse.
• Explain to the donor organization all relevant information required by EU legislation on food information to consumers, in addition to any applicable national laws.
• Consider accepting non-chilled, chilled and frozen food as long as the food can be safely stored, transported and delivered in accordance with applicable food hygiene and safety regulations.
• Ensure adequate hygiene and safety standards for delivery vehicles and ensure that they are capable of maintaining a cold chain.Legal regulationA thorough understanding of the relevant national and EU regulations and directives relating to the donation, collection, transportation, storage and distribution of food is essential to start the appropriate activities.The General Food Law Regulation - adopted in 2002 as Regulation (EC) No 178/2002 - lays down general legal obligations and requirements for food safety in the Member States. It also lays down criteria for determining whether a food is "safe" or not, prescribes traceability and places responsibility for compliance with food safety regulations on operators. In January 2006, the EU introduced a new set of food safety regulations.The EU and national documents relevant to most businesses can be found under the following links:EUEuropean Commision: Food DonationEU Platform on Food Losses and Food Waste: Recommendations for Action in Food Waste PreventionSerbiaZakon o donacijama i humanitarnoj pomoćiZakon o porezu na dodatu vrednostCroatiaZakon o hraniZakon o poljoprivrediPravilnik o doniranju hrane i hrane za životinjeOdluka o donošenju plana sprječavanja i smanjenja nastajanja otpada od hrane Republike Hrvatske za razdoblje od 2023. do 2028. godineObavijest komisije o smjernicama upravljanja sigurnošću hrane za djelatnosti maloprodaje hrane, uključujući donacije hranehttps://eur-lex.europa.eu/legal-content/HU/TXT/?uri=uriserv:OJ.C_.2017.361.01.0001.01.HUN&toc=OJ:C:2017:361:TOC#ntr62-C_2017361HU.01000101-E0062Commission Notice providing guidance on food safety management systems for food retail activities, including food donations 2020/C 199/01 C/2020/2941https://eur-lex.europa.eu/legal-content/HU/TXT/?uri=uriserv:OJ.C_.2020.199.01.0001.01.HUN&toc=OJ:C:2020:199:TOCHungaryA guide to preventing food waste in the food industryhttps://portal.nebih.gov.hu/documents/10182/1218772/maradeknelkul_utmutato_ELELMISZERIPAR_webes.pdf/580e6f4d-b9b9-4756-02ce-0481970c3e05A guide to preventing food waste in the commercial sectorSince the adoption of the EU guidelines, a number of changes have been made to EU food hygiene rules to facilitate the transfer of more food. For example, Commission Regulation 2021/382 clarifies how the "use-by" date and "best-before" date should be used, especially when food is donated. The EU guidelines set out food safety obligations that apply to all businesses involved in the redistribution of food. In contrast to the guidelines, which have no legal force, regulations have the force of law. In addition to the EU directives, the redistribution of food is subject to national food safety legislation.A standard operating procedure (SOP) is a document that provides clear and detailed instructions for the uniform and efficient performance of a specific task or operation. SOPs are important to ensure consistency, avoid misunderstandings, comply with legal requirements and increase productivity and safety.Appropriate SOPs address food safety, handling procedures, food temperature control, food traceability and specific documentation requirements. Strict implementation of prepared SOPs related to food safety according to national and EU regulations is ensured through hygiene controls, HACCP principles, traceability systems, allergen management and proper handling techniques to prevent foodborne illness and ensure the most important aspect - the complete safety of donated food.Available materials:Standard Operating Procedure Example (Primjer standardnog radnog postupka)Standard Operating Procedure Template (Predložak standardnog operativnog postupka)

Glossary

Bakery products – include bread, rolls, cookies, pies, pastries, and muffins, are usually prepared from flour or meal derived from some form of grain.

Best before expiry date - the day or month before which food or drink should be eaten or drunk; the date after which food or drink begins to lose its quality or taste (Cambridge dictionary)

Charity - an organization whose purpose is to give money, food, or help to those who need it, or to carry out activities such as medical research that will help people in need, and not to make a profit (Cambridge dictionary)

Donation – money or goods that are given to help a person or organization, or the act of giving them (Cambridge dictionary)

Expiration date – the date printed on the container of an item for sale, especially food or medicine, after which the item can no longer be sold and should not be used (Cambridge dictionary)

HACCP – A hazard analysis and critical control point (HACCP) is a system that identifies, evaluates and controls hazards to food safety.  It is implemented by food businesses to ensure safe production, storage and transport of food. (EFSA definition)

Perishables (perishable foods) – are foods that spoil easily, decay, or become unsafe to eat if not kept at a certain temperature. These foods should be stored properly and kept in the refrigerator or freezer. Perishable foods can also be called fresh foods or foods that need to be kept cold, and foods that need to be stored right away. Perishable foods include meats, poultry, fish, dairy, and even cooked leftovers. (Cambridge dictionary)

Non-perishable foods – are able to be stored in a pantry or at room temperature without having to worry about impending spoilage. Non-perishable foods can also be called foods that are long-lasting, shelf foods, or foods that do not need to be kept cold.   foods include peanut butter, rice, canned fruit and vegetables, crackers, and jarred pasta sauce. (Cambridge dictionary)

Ready-to-eat food – Food intended by the producer for direct consumption without the need for cooking or other processing (EFSA definition).

Recipient - a person who receives something (Cambridge dictionary)

Shelf life – the length of time that a product, especially food, can be kept in a shop before it becomes too old to be sold or used (Cambridge dictionary)

Surplus - (an amount that is) more than is needed (Cambridge dictionary)

Traceability - The ability to track the journey of a foodstuff or ingredient through all stages of production, processing and distribution (EFSA definition).

Use to – a date that is printed on a container of food, medicine, etc. to show that it may not be safe to use it after that particular date (Cambridge dictionary)

Volunteer - a person who does something, especially helping other people, willingly and without being forced or paid to do it (Cambridge dictionary)

Literature

EU Platform on Food Losses and Food Waste (2019). Recommendations for Action

European Commission (2018). EU guidelines on food donation (2017/C 361/01), Official Journal of the European Union

European Commission. (2019). Study on food donation and food waste prevention in the EU. https://ec.europa.eu/food/sites/food/files/safety/docs/fw_eu-actions_study_food_donation_2019_en.pdf

European Commission. (2020). COMMISSION NOTICE providing guidance on food safety management systems for food retail activities, including food donations (2020/C 199/01). Official Journal of the European Union, 57.

European Commission. (2020, June 12). 2020/C 199/01 - Commission Notice providing guidance on food safety management systems for food retail activities, including food donations. Official Journal of the European Union, 63. Retrieved from https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=OJ:C:2020:199:FULL&from=EN

European Commission. (2022, September 16). Commission Notice on the implementation of food safety management systems covering Good Hygiene Practices and procedures based on the HACCP principles, including the facilitation/flexibility of the implementation in certain food businesses 2022/C 355/01. Official Journal of the European Union, 65. Retrieved 8 11 2023 from https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=OJ%3AC%3A2022%3A355%3AFULL

European Committee for Standardization. (2020). EN 12875:2020 - Foodstuffs - Determination of nitrite content. https://www.en-standard.eu/csn-en-12875-foodstuffs-determination-of-nitrite-content/

Food and Agriculture Organization of the United Nations. (2018). Food loss and waste reduction: A guide for foodservice establishments. http://www.fao.org/3/i8294en/I8294EN.pdf

Food and Drug Administration. (2020). Food Safety Modernization Act (FSMA). https://www.fda.gov/food/food-safety-modernization-act-fsma

Food Banks BC . (2018). Perishable Food Recovery: A Step-by-Step Guide. Retrieved from kamloopsfoodbank: https://www.kamloopsfoodbank.org/wp-content/themes/food-bank/pdf/food-recovery-manual.pdf

Food Waste Reduction Alliance. (2016). Best practices and emerging solutions toolkit: A guide to reducing food waste through donation. https://fpra.ca/wp-content/uploads/2019/08/FWRA-Toolkit.pdf

FoodDrinkEurope, EuroCommerce, FEBA . (2016). Every Meal Matters: Food Donation Guidelines. Retrieved August 11, 2023, from https://www.fooddrinkeurope.eu/wp-content/uploads/2021/09/6194-FoodDrink-Europe-Every_Meal_Matters-1.pdf

FoodDrinkEurope. (2017). Guidance on food donation and food waste prevention in the food and drink industry. https://www.fooddrinkeurope.eu/uploads/publications_documents/Food_Donation_Study.pdf

Garcia-Garcia, G., Woolley, E., Rahimifard, S., Colwill, J., White, R., & Needham, L. (2017). A methodology for sustainable management of food waste. Waste and Biomass Valorization, 8(6), 2209-2227. https://29september.eurofoodbank.org/wp-content/uploads/2020/09/Infographics_EN.pdf in Food Waste Prevention https://food.ec.europa.eu/system/files/2021-05/fs_eu-actions_action_platform_key-rcmnd_en.pdf

International Organization for Standardization. (2020). ISO 22000:2018 - Food safety management systems - Requirements for any organization in the food chain. https://www.iso.org/standard/65464.html

International Organization for Standardization. (2020). ISO 9001:2015 - Quality management systems - Requirements. https://www.iso.org/standard/62085.html

Ministry of agriculture of Croatia – https://poljoprivreda.gov.hr/istaknute-teme/hrana-111/sprjecavanje-nastanka-otpada-od-hrane/222

National Restaurant Association. (2021). ServSafe: Food safety training and certification. https://www.servsafe.com/

Nitzsche, P., Simba, A., & Gourmelon, G. (2020). Analyzing the drivers of food waste generation in the hospitality sector: A case study of hotel restaurants. Sustainability, 12(9), 3586. doi:10.3390/su12093586

Ockerman, H. W., & Basu, L. (2017). Encyclopedia of meat sciences (2nd ed.). Academic Press.

Oragui, D. (2023, August 6). How to Create an Effective Standard Operating Procedure (SOP). Retrieved from Helpjuice: https://helpjuice.com/blog/standard-operating-procedure

World Resources Institute. (2019). The business case for reducing food loss and waste: Catering and restaurants. https://www.wri.org/research/business-case-reducing-food-loss-and-waste-catering-and-restaurants

Presentation

Congratulations on completing Module 1 of the ReS-Food Training Course. Don't forget to share your achievement with your friends!

 

 

MODULE 2: FOOD SAFETY

Safety Aspects during the Redistribution of Food for Charity Organizations

Food safety involves rules of hygiene in the production, processing, retail and control of food of plant or animal origin, that insure the hygienic propriety of food, including the rules of informing the consumers. All actors in the supply chain, from the participants in the production process, distribution, warehousing, retail objects and delivery to the consumers, are obliged to respect the legal regulations and directives in the field of food safety. Consideration of food safety from the industry to the market includes aspects such as food origin, labeling practices, hygienic standards, additives, pesticide residues, biotechnological policy and legal regulations for import-export and food certification. On the other hand, practices from market to consumer give priority to ensuring food safety at marketplaces and during the preparation of food for consumers.

Chapter 12 in the EU Acquis, the sum of mutual rights and obligations for all EU members, includes detailed rules in the field of food safety, veterinarian and phytosanitary policies. General policy on food products prescribes hygienic rules for the production of food products (https://europa.rs).

Analysis of rules and regulations on food safety that apply to food donation

In EU countries, due to the application of numerous regulations, directives and documents based on recommendations and guidelines, food safety is handled from the production through processing to distribution and consumption (Table 1).

Regulation is a binding legal act, and directive is a legal act, whose goals must be achieved, where EU member states have the freedom to choose the appropriate form (law, legal by law), that will enable them to realize the goals set. Continuous care about this food aspect, protects the public health, ensures consumer trust, and allows for easier movement of health-safe food inside the unique market of the European union.

Aside from the EU guidelines, member states have their own national legislation and guidelines that define the existing legislations and directives on food safety more closely.

Table 1. Legal acts and guidelines on food safety

Regulations	Descriptions
EU Regulation No 852/2004	Regulation determines general hygienic requests for food producers, including the aspect of food donation (space, equipment, personal hygiene, training, and documentation).
EU Regulation No 853/2004	Regulation determines special hygienic rules for producers of food from animal sources (meat, dairy and fish) and at the same time ensures that donated food of animal origin fulfills the safety standards.
EU Regulation No 178/2002	Regulation determines general principles and regulations including food safety and traceability, as well as those of food intended for donation. This regulation highlights the responsibility of business entities that handle food to provide hygienically  safe food to the market, including donated food.
EU Regulation 2019/828	The goal of regulation is to encourage food donation and minimize food disposal with clarification of provisions about responsibility for food donation. Regulation offers legal protection to food donors, highlighting the increase of donations by minimizing legal risks for donors.
EU Directive 2000/13/EC	Directive regulates food labeling and ensures full disclosure of ingredients, allergens, nutritional contents and shelf-life of food products. Correct labeling ensures good practice of food donation.
EU Directive 2002/99/EC	Directive determines requests for health of animals used for production, and placement of products from animal sources on the market, that are intended for human consumption.
EU Food Donation Guidelines 2017/C 361/01	EU provides guidelines and recommendations for adequate food donation (food handling, warehousing, transport and communication in the donation chain) in accordance with the good donation practices of the EU countries).
EU Food Law Guidance	Guidelines of the European commission on different aspects of the EU food law, including safety (labeling, traceability and management system).
EFSA Guidance	Scientific opinions, guidelines and risk assessments of the European food safety agency (EFSA) in the field of food safety with the goal to support EU institutions and member states in making decisions.
Codex Alimentarius Guidelines	Guidelines for the application of Codex Alimentarius of the internationally recognized standards, guidelines and other recommendations related to food, production of food and food safety so that the EU could ensure food safety and encourage socially responsible behavior in trade.

Food donation

Redistribution of surplus food that is generated in any stage of the chain of food production and distribution, is conducted without compensation, through direct donation to the socially vulnerable persons, or through food banks that act as mediators between donors, charity organizations and end users. Donated food can be fresh food (meat, fruit and vegetables), prepared food/meal, partially prepared or frozen food. Donors are subjects in the food business, physical or legal entities, who donate surplus food from any stage of the food supply chain (production, retail, preparation and delivery of prepared food, HoReCa). Intermediary in the food donation chain is a non-profit physical or legal entity, i.e. charity organization (social supermarkets, public kitchens) enrolled in the appropriate Register of intermediaries in food donation.

End users of donated food can be socially vulnerable persons, persons who are victims of a natural disaster, non-profit legal subjects that offer services of accommodation and/or food to their proteges (Picture 1).

Food banks play an important role in the donation, as non-profit organizations that collect, store and distribute surplus food that is still safe for consumption. The first food bank was established in Arizona (USA) in 1967, and the first one in Europe was founded in France in 1984. Nowadays, in European countries there are national federations of food banks. In the EU, national banks are networked and they form the European Food Banks Federation - FEBA (European Food Banks Federation) with headquarters in Brussels since 2018  (https://food.ec.europa.eu). In 2018, FEBA network counted 421 food banks from 24 countries with 31.700 charity employees, out of which 85% were volunteers. Placement of food on the market is also considered as donation, which requires adequate application of legal rules in this field. Food donor is responsible for the hygienic safety of food until the moment the food is taken over by the intermediary in the donation chain or the end recipient, in the case of direct donation. Charity organizations, intermediaries in the food donation chain are responsible for food safety from the moment of taking over the food from food donors, until the moment the end user receives the donated food.

The European commission encourages member states to redistribute surplus food, i.e. donate, by providing a legal framework and guidelines for good practices of food donation in the EU countries. Directive EZ 2018/851 about food waste highlights the need to minimize food waste in the EU for 50% by the year 2030, and advises member states to encourage food donation, and lower surplus food being redirected for animal feed or processing into non-food products. In 2019 in the European Union, a decision was made about establishing a mutual methodology for measuring food waste. Farm to Fork (F2F) Strategy also views food donation as an important link in minimizing food waste made by consumers and retail objects in the EU by 2030. (https://food.ec.europa.eu/document/download).

Under the Action plan for circular economy, The European Union created Guidelines for Food Donation (https://eur-lex.europa.eu)  so as to use active participation of members states in food donation to minimize food waste, and thereby preserve natural resources and the environment.

Application of the guidelines on food donation that were published by the European commission in 2017, ensures a high level of food safety, health and hygienic safety, traceability and responsibility. When it comes to the fiscal framework, the majority of the EU member states (20-27 members), with the aim to encourage food donation, canceled the obligatory tax for donated food. The multiple importance of food donation is also recognized on the international level. In the framework of the United Nations Agenda, it is estimated that by 2030, food waste per capita would be halved.

Taking care of health and hygienic safety of food is the priority goal in donation, because it lowers the health risks for users of donated food. Therefore, inside the EU there are regulations and directives for donating food and animal feed, and also numerous guidelines that facilitate the application of good practices in the field of food safety, are in the process of being developed. These rules and guidelines play a key role in enabling food donations by charity organizations and humanitarian organizations inside the EU. By establishing hygienic standards, ensuring food safety and providing legal protection to the donors, the mission of charity organizations to minimize hunger and food insecurity is supported, simultaneously preserving the health and welfare of food recipients.

Obstacles in food donation

Despite the existing regulations and raising awareness about the importance of handling surplus food, the statistical data show that due to the numerous obstacles, only 10% of surplus food from the entire supply chain is adequately used. The main obstacles in the redistribution of surplus food through donation are the lack of information on the types of food that can be donated, and understanding of the protocol for food donation. Food is often donated that is close to the expiration date,  thereby raising a justified question of whether the food at the end of the donation chain is safe for consumption.  Even though food producers inside the factories consistently apply the standards that ensure the health and hygienic safety of products, they also pose some ambiguities when it comes to food donation. The most common dilemma of potential donors is whether they can donate products that reached the expiration date on their label. Aside from that, there are some logical questions related to adequate storing, packaging, transportation and labeling of donated food. Apart from the regulatory question, producers partially have justified dilemmas regarding the tax payment on donated food. The obligations of economical nature discourage both the producers and the sellers from donating surplus food, and that is why they often wait for the expiration of the ’’use by’’ date, and destroy the food.  For all of the above-mentioned reasons, numerous factories and organizations unnecessarily reject health safe food, and thereby miss the opportunity to mitigate the consequences of food insecurity, and give support to socially vulnerable groups.

An additional problem is presented by the ambiguities that the competent inspections have, due to the lack of clear guidelines for solving the issues that the donors in the field of food safety face. It is important to note that many food producers find it hard to make the decision to donate food because they fear the potential responsibility if the consumer gets sick. The survey conducted in 2016 by the Food Waste Reduction Alliance (FWRA), and the Initiative for Cooperation of the Food Industry, confirmed that 50% of the producers, 39% of restaurants and 25% of retailers and wholesalers who participated in the survey, stated that the concern for responsibility in the case of consumers getting sick represents the main obstacle for donations.

Problems of charity organizations

Charity organizations who intermediate in the donation chain also face problems related to the safety of donated food. The food collected from donors is being transported, stored and redistributed through the network of connected charity organizations (local organizations, public kitchens, the Red Cross). Identification of all the participants in food donation is important because of transfer of responsibility for the safety of donated food along the donation chain. Food donor is responsible for the safety of food until the moment the intermediary in the food donation chain takes over the food, or the end recipient in the case of direct donation. The intermediary in the food donation chain is responsible for the safety of food from the moment of taking over the food from the donor until the distribution of food, i.e. until it reaches the end recipients. The majority of charity organizations lack the adequate conditions for receiving larger food quantities (cold storage, warehouses, human resources), especially when it comes to receiving  food that is close to the expiration date. Food donation has not entirely come to life in European countries precisely due to the insufficient technical capacities of the intermediaries in the donation chain. Human resources represent an important issue from the safety aspect, i.e. the large number of volunteers involved in the work of charity organizations, who also need to pass the hygienic minimum, the exam of general knowledge on health safety of food. Even though the volunteer workforce is of extreme importance for the society, volunteers often lack the skill needed to perform specific tasks within charity organizations. In some European countries, a section of volunteers are people sentenced to community service. Those people often lack the true motivation for any kind of education and charity work as a whole. The lack of answers to all the listed problems, as well as the insufficient number of trainings of all the actors in the donation chain, discourages the handling of surplus food, and thereby minimizes the society’s concern about the socially vulnerable people, natural resources and the environment. 

Overcoming obstacles and motivating charity organizations to donate food

Despite the existing legal regulations of the EU, the majority of charity organizations in the EU member states still lacks a clear picture of the importance of donated food’s safety, as well as their own responsibilities concerning this issue. Continuous education about all the aspects of food safety represent a way of overcoming the existing obstacles. However, the first important step in resolving this problem is registering all the intermediaries in the donation chain. The competent ministries need to take care of the registered intermediaries, and not only help them in removing the ambiguities that they have related to regular and obligatory reporting on the volume of collected food, but also offer full support to all the interested charity organizations so as to include them in the food donation chain. According to this, it is necessary for the government and the competent ministries to create the appropriate incentive framework for safe donation (Picture 2).

National guides for understanding the European regulations and additional requests on food donation, play an important role in overcoming the obstacles. The mentioned guides offer more detailed information about the food that can be donated, safety and labeling of the food intended for donation.

Examples of good practices in food donation

France is one of the European countries with the best donation practice, and also the most consistent application of the regulations on food safety. In France, a special decree prescribes that each subject in the food business is responsible for health and hygienic safety of products. Transfer of ownership and responsibility over food is conducted by signing the official document for each received donation with all the necessary information. The donors have national guides with listed hygienic conditions that must be fulfilled during the distribution of donated food.

Italy is also one of the countries that adequately overcome the obstacles related to the application of the legal regulation for safety of donated food.

Italy was the first to introduce Good Samaritan Law, the law inspired by the American Bill Emerson Good Samaritan Act, that protects donors from lawsuits for health safety of donated food. The uniqueness of this law is based on the fact that food donation from the donor to the intermediary in the donation chain is considered as donating food to the end recipient. Despite the fact that Italy has one of the best organized food banks in Europe, and that introducing the Good Samaritan Law encouraged donations, Italy is still the leader in the volume of food waste. With the goal to solve the aforementioned problem, in 2016 a new law was established that made donations easier through the changes in the tax framework. The new law is based on initiatives and incentives towards all the participants in the food donation chain. Special attention in the law is focused on clarifying the terms ''best before'' and ''use by''. The term ''best before'' determines the date until which it is preferable to use the produce, but it allows the donors that if there is a surplus of food of preserved quality and intact packaging, to make the donation after the given date. On the other hand, Italian law states that the term ''use by'' refers to the specific perishable and short-lived products, and represents the exact date of expiration, after which the food can no longer be donated (Picture 3).

The United Kingdom (UK) has a detailed legal framework relevant for food safety, that relies on the UK laws, laws of the member states (Great Britain and Northern Ireland), as well as some EU laws that were retained after Brexit. On the national level, the law formed the Food Standards Agency, that offers help to all those in the food business, and cooperates with the local authorities on the matters of applying the rules and regulations on food safety. The local authorities conduct a regular inspection monitoring  of all subjects in the food business. The United Kingdom also has laws that standardize and clarify the date labels on products in accordance with the Codex Alimentarius and the EU Food Information Regulation (FIR) that prescribes two-fold labeling of dates on food declarations. With the aim to minimize the unnecessary food waste, the law of the United Kingdom prescribes that food producers use the term ''use by'' when there are limitations of durability from the aspect of hygienic safety of the product, while in other case they should use the term ''best before''. The Ministry of Environment,  Food and Agriculture in the Great Britain clarified legal regulations on food safety, and enabled donation (and sales) of food with the expired ''best before'' date, if the quality of the product is preserved, and prohibited the sales or donations of food with the expired ''use by'' date. Aside from that, the British government launched extensive campaigns whose goal is the education of consumers about the labeling of products' shelf-life on food declarations. Adopting national and individual regulations on the safety of donated food, establishing the system for labeling shelf-life by applying the two-fold date listed in the standards of Codex Alimentarius, offering non-refundable aid and incentives to entities in the food business, are good approaches of the UK to solving the problems related to food donation.

The EU lacks the legislation about food donation that is consistently applied in all member states, so the states developed their own approaches to solving the problem of redistribution of surplus food. As was stated above, only a few EU member states, like Italy and France, have good national laws for food donation, while some countries like Germany, Romania, and Sweden established only the guidelines for managing food donations. Some countries inside the EU realize food donations only based on the specific administrative texts on this topic. Overcoming obstacles in food donation in the countries that have still not achieved a high level of organization within the donation chain, when it comes to the issue of food safety, is possible only through good cooperation with the local authorities and ministries, as well as organization of continuous trainings on the following topics:

• Hygienic preconditions for persons who handle the donated food
• Conditions of transportation and storing of donated food
• Food traceability in the donation chain
• Basic freezing principles of food intended for donations
• Storing and transportation of food from the HoReCa sector
• Labeling of food intended for donations
• Analyzing legal regulations, directives, and guidelines on food safety

Literature

https://food.ec.europa.eu/document/download/0c7e0d66-eb0c-484d-92fc-f2c5e23855bb_en?filename=fw_eu-platform_20230511_sub-flwm_pres10.pdf

https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=OJ:C:2017:361:TOC

https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32004R0852

https://faolex.fao.org/docs/pdf/eur63427.pdf

https://www.legislation.gov.uk/uksi/2019/828/pdfs/uksi_20190828_en.pdf

https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32000L0013

https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32002L0099

https://food.ec.europa.eu/document/download/7143f94e-600f-4df5-acef-5b332e7e44ec_en?filename=fs_eu-actions_action_platform_key-rcmnd_en.pdf

https://faolex.fao.org/docs/pdf/eur214110.pdf

https://commission.europa.eu/document/download/fdb2fe1e-d767-4386-8dbd-8edfb45b4e7a_en?filename=eu_food_law_en.pdf

https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:52017XC1025(01)

https://efsa.onlinelibrary.wiley.com/doi/abs/10.2903/j.efsa.2020.6306

https://europa.rs/images/publikacije/Bezbednost-hrane.pdf

https://ec.europa.eu/echo/files/policies/food_assistance/them_policy_doc_foodassistance_en.pdf

https://www.fao.org/fao-who-codexalimentarius/codex-texts/guidelines/en/

https://food.ec.europa.eu/document/download/472acca8-7f7b-4171-98b0-ed76720d68d3_en?filename=f2f_action-plan_2020_strategy-info_en.pdf

Bounie D. , Arcot J., Cole M., Egal F., Juliano P., Mejia C., Rosa D., Sellahewa J. (2020). The role of food science and technology in humanitarian response. Trends in Food Science & Technology, 103, 367-375.

European Commission established the Platform on Food Losses and Food Waste (FWL) 10 in 2016

European Commission. (2020). Farm to Fork Strategy: For a fair, healthy, and environmentally-friendly food system.

Presentation

Congratulations on completing Module 2 of the ReS-Food Training Course. Don't forget to share your achievement with your friends!

 

 

MODULE 3: COMMUNITY OF DONORS

How to build and expand the donors and charity network

An effective method of managing surplus food involves redistributing it to charity organizations or food banks. Following prevention, the most favorable choice in the food waste hierarchy is repurposing surplus food for human consumption.

According to Eisenhandler and Tzur (2019), food banks are facilities like warehouses or depots utilized by organizations such as food pantries, community kitchens, or shelters to offer food aid to those experiencing food insecurity.

The objective of a Food Bank or other Humanitarian Organizations is to assign value to food that would otherwise end up in landfills, despite being safe and nutritious for human consumption. In addition to their primary aim of aiding those in need, they also contribute to ecological preservation by reducing waste, which has significant environmental repercussions.

These organizations typically depend on suppliers such as food companies and other contributors, functioning essentially as wholesalers. Some of their key beneficiaries and stakeholders include:

• Families, children, and youth organizations, addiction treatment centers, religious shelters, labour unions, and similar groups.
• Food producers, distributors, supermarkets, wholesalers, warehouses, retailers, transportation firms, financial institutions, advertising and communication agencies, public entities, as well as a variety of national and international organizations.

Food collection is not a new fundraising concept, but it serves as a cornerstone for food banks worldwide. Neglecting the initial step of food collection can result in a significant loss of donations.

Food banks or other humanitarian organizations can approach local restaurants, cafes, resorts, and other establishments for food donations. Achieving a higher donation rate often requires visiting these locations in person, when feasible, and explaining the purpose of the food bank. Inquire if they have surplus food nearing expiration that they could donate instead of discarding. Many establishments are willing to donate such items.

Steps to Create or Expand Your Donor Network

• Identify your ideal food-donors:
  To start growing your donor network, figure out who your ideal donors are. These are the people most likely to support your cause and share your values. It is possible to use social media, email, cold calling or door-to-door techniques in order to create your donor network. Use tools like surveys, social media, or donor databases to gather information about your current donors and potential supporters. Then, tailor your speeches or messages to meet their needs.
• Extend your influence:
  The next step to grow your donor network is to increase your outreach and visibility. Find ways to connect with potential donors who may not know about your startup or cause yet. You can use various methods like referrals, events, media, partnerships, online platforms, or direct mail. Also, involve your existing donors and supporters to spread the word. Be strategic and creative in your outreach, offering value and relevance to your prospects. Aim to catch their interest and invite them to learn more about your startup or cause.
• Interact with your potential supporters:
  The next stage in expanding your donor network involves actively involving your potential supporters and guiding them through the donor journey. It's important to establish trust and connection with them while demonstrating the impact of their support. Utilize a variety of methods and strategies to engage your prospects, including email, phone calls, social media, webinars, newsletters, and storytelling. Offer valuable and compelling content that informs, motivates, and encourages them to get involved. Personalize your communication to make it more interactive and responsive, and be attentive to their feedback, questions, concerns, and objections.
• ” Ask for the gift ”:
  The next step in expanding your donor network is to request donations. This is when you directly and clearly ask your prospects for their support. Be confident and persuasive in your request, explaining how their donation will make a difference. It's important to be respectful and adaptable, providing various options and benefits for different donation levels. Make the giving process simple and convenient, and express gratitude for their generosity and dedication.
• Keep your donors engaged:
  The next step in expanding your donor network is to keep your donors coming back and becoming loyal supporters. It's crucial to nurture and care for your relationships with them, showing how much you value their support. Use different methods like thanking them, asking for feedback, giving updates, hosting events, or conducting surveys to retain your donors. Offer them relevant and timely information that highlights the impact of their contributions. Encourage their participation and invite them to be part of your community.

Some donors prefer to stay engaged and actively participate in their cause. When a donor becomes more invested, this connection can be nurtured and one long-term partnership can be developed. By highlighting their involvement, it is feasible to attract more supporters to join the food donor network.

• Increase your network:
  The last step in expanding your donor network is to broaden your connections. This involves using your current donors and supporters to bring in new ones. You can motivate them to refer, introduce, or invite others to join your cause. Additionally, utilize tools and platforms that allow your supporters to share or food-raise for your organization. Recognize and appreciate your donors and supporters for their efforts, fostering a culture of generosity and expansion.

Limited resources, increasing food aid demand, and competition affect the demand network. Surplus food (SF) availability is crucial for transactions, yet specifics are uncertain until the internal ‘sell-by’ date. The supply side needs low redistribution costs and has various SF management options. Regular SF availability strengthens ties, but sporadic surplus demands flexibility and coordination for recovery. Supply regularity hinders relationship development, leading to both regular and sporadic ties. To boost SF recovery, new connections and existing relationships need enhancement (Sundgren, 2022).

Food aid groups build trust by meeting donors' expectations. This mirrors alliances in business where credibility matters. Strong relationships involve consistency, fairness, and close involvement, but knowledge gaps exist among supply chain management (SCM) professionals about food waste hierarchy and redistribution. Educating SCM professionals can help, as food waste occurs at all supply chain stages. Firms can then responsibly redistribute food, relying more on personal knowledge than product type.

Logistics of food Redistribution, Infrastructure development and Routing design

Many humanitarian aid groups, like food banks, serve as bridges between food resources and those in need. Typically, these organizations receive food from companies and individuals, process it at storage sites, and then distribute it to people in various ways, sometimes through non-profit groups or government agencies. For social economy entities like food banks, financial gains and economic measures aren't the focus. Instead, they prioritize social and environmental impacts. In this way, food banks play a crucial part in fostering sustainability within the food supply chain.

Most food banks start and run locally, often with limited resources and uncertain food supplies. They rely on donations, which can vary in frequency, type, quality, and amount. Because of this, it's important to distribute food fairly within the food bank. Also, food banks depend a lot on volunteers, which can sometimes lead to problems like having inexperienced workers, resistance to change, high turnover, and issues with accountability.

Charities and non-profit organizations are vital in tackling societal issues, such as poverty alleviation and disaster relief. They depend on donors' generosity for funding, but equally crucial is the efficient distribution of resources to those who require assistance.

 

The warehousing requirements of a humanitarian organization vary depending on the specific needs of individual response efforts and the overarching goals of the organization. Organizations dealing with large quantities of non-perishable goods may require multiple warehouses across different locations. Conversely, organizations focusing on targeted interventions, such as psychosocial programs, may have minimal need for a comprehensive warehousing strategy and may opt to procure and deliver directly from vendors as needed for specific projects. In addition to the anticipated volume of goods, specialized storage requirements also influence the warehousing approach; managing medical supplies, for instance, necessitates meticulous inventory management and potentially specialized storage conditions, while durable non-food items (NFIs) may only require basic protection from the elements.

Typically, humanitarian aid agencies adopt a distribution model similar to commercial networks. This model involves international and local warehouses, which act as consolidation centers, feeder facilities, and final distribution points for delivering goods to affected populations.

Regional/International Warehouses

An international or regional warehouse acts as a hub for receiving items from vendors, donors, or partners. This allows humanitarian organizations to check, sort, and prepare the cargo for further distribution. These warehouses also serve as pre-positioning facilities, holding supplies for emergencies, and as feeder facilities, gradually restocking other warehouses in the supply chain.

While many agencies use regional warehouses, they shouldn't be seen as the only option. Running a large warehouse, especially in a remote area, can be costly and requires extra staff and time to maintain. If an agency isn't ready to cover the expenses or oversee the facility properly, they might choose to outsource warehouse management or skip having a regional warehouse altogether.

Positioning a Regional Warehouse

When choosing where to put a regional warehouse, think about these things:

Transport Links	Is the warehouse close to big ports and airports with enough capacity?
Response Area	Is the region active for aid work, and does the location fit with the overall plan?
Type of Aid	Will the warehouse be used for quick responses or longer-term projects?
Facilities	Does the location have the right size and quality of buildings? Do you need special storage like climate control?
Cost	Is it affordable to work in the country? Are there any benefits like free trade zones or exemptions for aid work?
Political Stability	Is the country's government stable and not likely to have conflicts or policy changes?
Technical Help	Are there skilled workers or companies nearby who can perform repairs and manage the warehouse?

Management of a Regional/International Warehouse

Regional or international warehouses can be custom-built facilities with trained staff or operated by third-party logistics providers. Ideally, these warehouses should use computer-based inventory management tools for efficient planning. The operating environment of such warehouses should be stable, focusing on cost-effective operations. Many organizations have centralized warehouses globally, offering services to other humanitarian groups for a fee.

Central Warehouse - Response Area

The number and location of warehouses needed in a response area depend on the volume and type of activities, as well as the operational areas. Many response organizations prefer to have at least one central warehouse in the country or area of response.

A central warehouse in the response area is typically located in the capital city or a major commercial center with good infrastructure. Its location can vary based on the organization's needs and response goals. In larger areas or activities, organizations may need large warehouses in multiple locations. A central warehouse is usually positioned close to sea and airports, manufacturing facilities, skilled labour, and transportation services. It can be managed directly by the agency or contracted to a third-party provider in areas with enough commercial activity.

The central warehouse acts as the main point for receiving goods into the country and consolidating locally purchased items. The goal of a centralized warehouse strategy is to ensure a steady supply of relief items to remote or difficult-to-reach areas while maintaining enough stock to meet demand. Some organizations may opt for direct deliveries from vendors or international ports to field warehouses or distribution sites instead of a central warehouse strategy.

Field Warehouses

Field warehouses usually don't have the same level of infrastructure as central or international warehouses. Storage conditions are often limited, and improvements may be needed for special requirements like temperature control. Security is a major concern at field warehouses, and extra measures such as fences and guards may be necessary. Cargo is typically moved and stacked by hand with minimal storage equipment like shelves.

The workforce at field warehouses may consist of casual labourers with little warehouse experience, and inventory systems are often paper based. Setting up a field warehouse can be chaotic and even dangerous, especially in urgent humanitarian situations. Therefore, management needs to be practical and action-oriented, focusing on quickly and efficiently making aid available while ensuring accountability.

Logistic Operation Sections among Humanitarian Food Distribution

Currently, humanitarian organizations in several countries manually manage food delivery processes, such as food stocks and delivery schedules, by recording the processes on paper. The information that staff or managers need to know at all times in order to have the potential for improvement is (a) to know in real time the status of food stocks in each facility, (b) to share the information throughout the food bank system for food delivery, and therefore (c) to improve work times and efficiency. The staff must deliver food, even if the delivery route is lengthy and not the most efficient. Moreover, manually planning food delivery schedules can result in uneven task assignments for the staff. These issues can result in wastage of resources, both in terms of time and financial expenses.

As food stocks and requested amounts and types of food from individuals and/or organizations constantly change, it's crucial that the information related to the food in the system is continuously updated and reflected in real-time.

The operation system comprises three main mechanisms: the stock management mechanism, the work schedule management mechanism, and the delivery management mechanism.

• Stock Management Mechanism

The stock management mechanism is responsible for storing and overseeing current information about food stocks in each facility. Some of the data components for each food stock include:

1. Name of the food
2. Category (e.g., beverage, canned food, produce, seasoning, etc.)
3. Expiration date
4. Quantity
5. Weight
6. Arrival date
7. Facility where the food is located

Staff members at each food bank manually update, add, and delete this information when there are changes in the stock status.

• Work Schedule Management Mechanism

This system mechanism manages staff work schedules. The information includes the staff member's name, task names, and the start and completion times of each task. By entering this information into the system, similar to the inventory management mechanism, the work schedules of all staff members will be shared and updated.

• Delivery Management Mechanism

This mechanism oversees the food delivery schedules for all facilities of the food bank. Currently, it includes the following details:

1. Origin facility of the food shipment
2. Destination facility of the food shipment
3. Name of the food
4. Quantity
5. Delivery date and time
6. Assigned delivery staff

Once a food delivery is completed according to the schedule inputted into the system, the stock information related to the delivery is usually manually updated between the facilities.

Humanitarian organizations can enhance their processes by collaborating with software or information systems companies to digitize various functions and processes. The development of such software can assist in scheduling, data collection, and optimizing food distribution. Additionally, the software company may also engage in voluntary actions and contribute monetarily to support the food collection organization through its human resources department.

Monitoring the procedures. Following-up protocols and visits to donors and charities.

Monitoring and follow-up procedures play a crucial role in ensuring transparency, accountability, and efficiency in managing donations and charitable activities. By implementing effective monitoring protocols and conducting regular follow-up visits to donors and charities, organizations can strengthen relationships, maintain donor trust, and maximize the impact of charitable contributions. In this training material, we will explore key strategies and best practices for monitoring procedures and conducting follow-up visits in the context of donor management and charitable activities.

Understanding Monitoring Procedures

Monitoring procedures involve systematically observing, evaluating, and overseeing the processes and activities associated with managing donations and charitable initiatives. This includes monitoring the entire donation lifecycle, from soliciting contributions to disbursing funds and assessing the impact of charitable programs. Monitoring procedures help ensure compliance with legal and ethical standards, identify potential risks or discrepancies, and track the effectiveness of resource utilization. By establishing clear monitoring protocols, organizations can detect issues early on and take proactive measures to address them, thereby enhancing transparency and accountability.

Key Components of Monitoring Procedures include:

1. Documentation and Record-Keeping: Maintaining meticulous documentation and comprehensive records is the cornerstone of effective monitoring procedures. This involves recording all pertinent details of donation-related transactions, communications, and activities in a systematic and organized manner. By establishing standardized documentation procedures, organizations ensure consistency and clarity in recording donor information, contribution details, and disbursement records. Utilizing appropriate tools or systems, such as donor management software or database systems, streamlines the process of record-keeping and enhances accessibility and retrieval of information. Accurate and transparent record-keeping not only facilitates transparency and auditability but also serves as a valuable resource for analysis, reporting, and decision-making.
2. Regular Audits and Reviews: Conducting periodic audits and reviews is essential for evaluating the effectiveness and integrity of donation processes and financial records. Internal audits, performed by independent or internal auditors, scrutinize internal controls, compliance with policies and regulations, and the accuracy of financial statements. External audits, conducted by external auditing firms or regulatory bodies, provide an impartial assessment of financial practices and adherence to legal and regulatory requirements. These audits identify any irregularities, errors, or discrepancies, enabling organizations to rectify issues promptly and strengthen control measures. Regular reviews of donation processes and financial records enhance accountability, mitigate risks, and instill confidence among stakeholders in the organization's financial management practices.
3. Performance Metrics and Reporting: Establishing performance metrics and reporting mechanisms is essential for evaluating the impact and effectiveness of charitable programs. By defining clear objectives and measurable indicators, organizations can assess program outcomes, track progress, and demonstrate accountability to stakeholders. Performance metrics may include quantitative measures such as:

• the number of beneficiaries served,
• funds raised, or
• outcomes achieved, as well as qualitative indicators such as beneficiary satisfaction or community impact.

Regular reporting on program performance enables organizations to communicate results transparently and effectively to stakeholders, including donors, board members, regulatory agencies, and the public.

Data-driven decision-making based on monitoring progress against predefined indicators allows organizations to identify areas for improvement, allocate resources strategically, and optimize programmatic outcomes.

Useful documentation regarding the Monitoring and Review process on Humanitarian Organization with more detail information for further consideration: -          https://www.unitar.org/sites/default/files/uploads/pprs/monitoring-and-evaluation_revised_april_2017.pdf -          https://www.intrac.org/wpcms/wp-content/uploads/2020/07/ME-of-humanitarian-action.pdf

Conducting Follow-Up Visits to Donors and Charities

Follow-up visits to donors and charities serve as an opportunity to strengthen relationships, express gratitude for contributions, and gather feedback on charitable initiatives. These visits provide a personal touch to donor stewardship efforts and demonstrate a commitment to transparency and accountability. When conducting follow-up visits, consider the following:

   

Preparation and Planning: Before scheduling a follow-up visit, it's crucial to invest time in thorough preparation and planning. This involves reviewing the donor's history with the organization, including past contributions, interactions, and any specific preferences or interests they may have expressed. Additionally, gather relevant information about ongoing charitable initiatives or projects that align with the donor's philanthropic interests. Clearly define the objectives and agenda for the visit, outlining specific topics for discussion or areas of inquiry. By being well-prepared, you demonstrate professionalism and attentiveness to the donor's priorities and concerns, maximizing the effectiveness of the visit.

Effective Communication: During the follow-up visit, prioritize meaningful and engaging communication with the donors and charity representatives. Take the time to listen attentively to the donor's perspectives, motivations, and expectations regarding their charitable contributions. Encourage them to share feedback, concerns, and suggestions openly, and address any questions or inquiries with transparency and honesty. Effective communication builds rapport and strengthens relationships, laying the foundation for continued engagement and support.

Gratitude and Recognition: Expressing genuine appreciation and recognition for the generosity and support of donors is essential during follow-up visits. Take the opportunity to sincerely thank donors for their contributions and the positive impact they have made on the organization's mission and beneficiaries. Provide personalized recognition that acknowledges the significance of their involvement and the tangible outcomes achieved through their donations. Share specific examples or success stories that illustrate how their contributions have been utilized and the lives they have touched. By expressing gratitude, you reinforce the value of their partnership and inspire continued support and loyalty.

Feedback Collection and Action Planning: Actively seek feedback from donors and charity representatives on their experiences with the organization and its charitable initiatives. Encourage them to share their perspectives, including suggestions for improvement or areas where additional support may be needed. Take notes during the conversation to capture key insights and observations. After the visit, carefully review the feedback received and identify actionable steps for improvement or adjustment. Use this feedback to inform strategic decision-making, programmatic adjustments, and future fundraising initiatives. By incorporating donor input into your planning processes, you demonstrate a commitment to responsiveness and continuous improvement, fostering a culture of accountability and collaboration.

Effective monitoring procedures and follow-up visits are essential elements of successful donor management and charitable activities. By implementing robust monitoring protocols and conducting regular follow-up visits, organizations can ensure transparency, accountability, and donor satisfaction. By prioritizing donor stewardship and engagement, organizations can foster long-term relationships, inspire continued support, and maximize the impact of charitable contributions.

Spreading the word and maximizing the social impact of the charity network

Spreading awareness and maximizing the social impact of a charity network are essential for effectively addressing societal needs and garnering support for meaningful causes. By strategically disseminating information and engaging stakeholders, charities can amplify their reach, mobilize resources, and catalyze positive change.

Leveraging Digital Platforms

In a digitally-driven world, charities have unprecedented opportunities to connect with audiences worldwide through various digital platforms. These platforms extend far beyond mere social media updates, offering dynamic avenues for engagement and outreach. By harnessing targeted advertising, influencer partnerships, and strategic social media campaigns, charities can amplify their message and broaden their impact. Through careful analysis of metrics and insights, organizations can refine their digital strategies, ensuring they effectively resonate with their intended audience and drive meaningful engagement. From crafting compelling content to fostering online communities, leveraging digital platforms enables charities to reach new heights in their advocacy efforts and social impact endeavors.

Personal anecdotes, testimonials, and success stories humanize the charity's mission, making it relatable and inspiring to supporters. Leveraging multimedia formats such as videos, podcasts, and infographics enhances the storytelling experience, captivating audiences in an increasingly crowded digital landscape. By sharing authentic narratives that showcase the tangible impact of their work, charities can forge meaningful connections with supporters and inspire them to become champions for the cause.

Cultivating Strategic Partnerships

Strategic partnerships serve as the cornerstone for expanding the reach and influence of a charity network. These partnerships encompass collaborations with corporations, fellow nonprofits, governmental bodies, and community organizations.

By uniting resources, expertise, and networks, charities can amplify their voice, access additional funding streams, and leverage shared platforms for advocacy and awareness campaigns. Building and nurturing these partnerships requires cultivating relationships founded on mutual trust, shared values, and a unified commitment to driving positive social change. Through strategic alliances, charities can extend their reach and impact, catalyzing transformative initiatives that address pressing societal challenges on a larger scale.

Encouraging supporters to organize local events, fundraisers, and awareness campaigns fosters a sense of community ownership and engagement around the charity's mission. By nurturing a culture of grassroots activism, charities can catalyze a ripple effect of positive change that extends far beyond their immediate network, empowering individuals to become agents of social transformation within their communities.

Engaging with Traditional Media

Despite the rise of digital platforms, traditional media remains a powerful tool for shaping public opinion and raising awareness. Charities should actively engage with traditional media outlets through press releases, media pitches, and interview opportunities. Cultivating relationships with journalists and reporters who cover relevant topics facilitates media coverage, amplifying the charity's message and impact. Integrating traditional media channels alongside digital platforms ensures a comprehensive and multi-faceted approach to spreading the word and maximizing social impact. By leveraging both digital and traditional media channels, charities can effectively reach diverse audiences and drive positive change on a broader scale.

Maximizing the social impact of a charity network requires strategic and proactive efforts to spread the word, engage stakeholders, and mobilize support. By leveraging digital platforms, cultivating strategic partnerships, empowering grassroots advocacy, telling compelling stories, and engaging with traditional media, charities can expand their reach, inspire action, and create lasting change in communities. Through collaborative and innovative approaches, charities can harness the collective power of their networks to address pressing societal challenges and drive meaningful impact.

Literature

 Charities Regulator. (2017). Guidelines for charitable organisations on fundraising . https://www.charitiesregulator.ie/media/1083/guidance-for-fundraising-english.pdf

NPI. (2012). Connecting with donors.  https://www.ngoconnect.net/sites/default/files/resources/Part 3 - Connecting with Donors.pdf

Donor Network. (n.d.). [Business]. How Do You Grow Your Donor Network? Retrieved March 14, 2024, from https://www.linkedin.com/advice/1/how-do-you-grow-your-donor-network-skills-fundraising

Ghahremani-Nahr, J., Ghaderi, A., & Kian, R. (2023). A food bank network design examining food nutritional value and freshness: A multi objective robust fuzzy model. Expert Systems with Applications, 215, 119272. https://doi.org/10.1016/j.eswa.2022.119272

González-Torre, P. L., & Coque, J. (2016). From Food Waste to Donations: The Case of Marketplaces in Northern Spain. Sustainability, 8(6), Article 6. https://doi.org/10.3390/su8060575

Guet , I.-H. (2002). Monitoring fundraising - issue lab. https://www.issuelab.org/resources/16097/16097.pdf

Iiyama, T., Kitakoshi, D., & Suzuki, M. (2021). An Approach for Creation of Logistics Management System for Food Banks Based on Reinforcement Learning. Proceedings of the 4th International Conference on Information Science and Systems, 60–67. https://doi.org/10.1145/3459955.3460601

Martins, C. L., Melo, M. T., & Pato, M. V. (2019). Redesigning a food bank supply chain network in a triple bottom line context. International Journal of Production Economics, 214, 234–247. https://doi.org/10.1016/j.ijpe.2018.11.011

Reusken, M., Cruijssen, F., & Fleuren, H. (2023). A food bank supply chain model: Optimizing investments to maximize food assistance. International Journal of Production Economics, 261, 108886. https://doi.org/10.1016/j.ijpe.2023.108886

Sundgren, C. (2022). Circular supply chain relationships for food redistribution. Journal of Cleaner Production, 336, 130393. https://doi.org/10.1016/j.jclepro.2022.130393

TUAID. (2023, October 11). Considerations in Charity Logistics. TUAID. https://tuaid.org/navigating-charity-logistics/

Wilke, Burkhard. (2003). Monitoring Charitable Organizations: Criteria and Assessment Methods. https://www.researchgate.net/publication/228800092_Monitoring_Charitable_Organizations_Criteria_and_Assessment_Methods

Presentation

Congratulations on completing Module 3 of the ReS-Food Training Course. Don't forget to share your achievement with your friends!

 

 

MODULE 4: BEST PRACTICES

Understanding Stewardship in Food Donation

Stewardship in food donation refers to the responsible and ethical management of relationships with food donors, aimed at maintaining trust, ensuring satisfaction, and fostering long-term partnerships. It involves the careful cultivation of donor relationships through effective communication, transparency, and accountability. Understanding the principles and practices of stewardship is essential for charity organizations engaged in food donation to maximize donor retention and support.

Effective stewardship in food donation begins with recognizing the importance of donors and their contributions. Donors play a crucial role in addressing food insecurity and reducing food waste by providing surplus food for redistribution. By acknowledging donors' generosity and demonstrating appreciation for their support, charity organizations can strengthen relationships and encourage continued engagement.

Transparency is a fundamental aspect of stewardship, as donors expect honesty and openness in their interactions with charitable organizations. Providing clear and accurate information about how donated food is used, distributed, and impact communities builds trust and confidence in the organization. Transparency also involves disclosing any challenges or limitations faced by the organization and being proactive in addressing donor concerns.

Communication is key to effective stewardship in food donation. Charity organizations must maintain open lines of communication with donors, keeping them informed about the organization's activities, achievements, and impact. Regular updates, newsletters, and reports help donors stay connected to the mission and feel valued for their contributions. Additionally, prompt and responsive communication to donor inquiries and feedback demonstrates attentiveness and respect for donors' concerns.

Building Trust and Rapport with Donors

Building trust and rapport with food donors is essential for fostering strong and enduring relationships. Trust is the foundation of any successful partnership, and charity organizations must work diligently to earn and maintain donors' trust. Trust is built through consistent actions that demonstrate integrity, reliability, and accountability.

Consistency in communication and behavior is crucial for building trust with donors. Charity organizations must deliver on their promises and commitments, ensuring that donated food is handled responsibly and distributed effectively. By consistently meeting expectations and delivering positive outcomes, charity organizations can build confidence and credibility with donors.

Transparency is another key component of building trust with donors. Charity organizations should be transparent about their operations, finances, and impact, providing donors with clear and accurate information about how their donations are utilized. Transparency builds trust by demonstrating honesty, openness, and accountability in all aspects of the organization's activities.

Personal connections are essential for building rapport with donors. Charity organizations should take the time to get to know their donors, understand their motivations and preferences, and tailor their stewardship efforts accordingly. Building personal relationships with donors helps to create a sense of connection and loyalty, fostering long-term engagement and support.

Providing Value to Donors

Providing value to food donors goes beyond simply accepting their donations; it involves offering meaningful benefits and services that enhance the donor experience and demonstrate appreciation for their support. Charity organizations can provide value to donors in various ways, such as by offering logistical support, networking opportunities, and recognition for their contributions.

One way to provide value to donors is by offering logistical support to facilitate the donation process. Charity organizations can assist donors with logistics such as transportation, storage, and packaging, making it easier for them to donate surplus food. By alleviating logistical burdens, charity organizations can incentivize and encourage greater participation from donors.

Networking opportunities are another valuable benefit that charity organizations can offer to donors. By connecting donors with other like-minded individuals and organizations, charity organizations can help donors expand their networks, build relationships, and collaborate on common goals. Networking opportunities can include events, workshops, and online forums where donors can interact and share ideas.

Recognition is an important aspect of providing value to donors. Charity organizations should acknowledge and celebrate donors' contributions, expressing gratitude for their generosity and recognizing their impact on the organization's mission. Recognition can take various forms, such as public acknowledgments, awards, and personalized thank-you notes, tailored to donors' preferences and preferences. Public recognition is an effective way to appreciate donors. Charity organizations can publicly acknowledge donors' contributions through various channels, such as social media, newsletters, and annual reports. Highlighting donors' support and showcasing the impact of their contributions helps to raise awareness and inspire others to get involved, while also providing donors with a sense of pride and recognition.

Engaging Donors in the Mission

Engaging donors in the mission of the organization is essential for fostering a sense of ownership, connection, and commitment. Donors want to feel connected to the causes they support and understand how their contributions are making a difference. Charity organizations can engage donors in the mission through various activities and initiatives that involve them in the organization's work and impact.

One way to engage donors in the mission is by involving them in volunteer activities and events. Charity organizations can invite donors to participate in volunteer opportunities such as food distribution, community events, and fundraising campaigns. By volunteering alongside staff and other supporters, donors gain firsthand experience of the organization's work and impact, deepening their connection and commitment to the mission.

Another way to engage donors in the mission is through storytelling and impact reporting. Charity organizations can share stories, testimonials, and success stories that illustrate the impact of their work and demonstrate the difference donors' contributions are making. By showcasing real-life examples of how donations are helping individuals and communities, charity organizations can inspire donors and reinforce their connection to the mission.

Evaluating and Improving Stewardship Efforts

Evaluating and improving stewardship efforts is essential for ensuring that charity organizations effectively engage and retain food donors. By regularly assessing the effectiveness of stewardship initiatives and soliciting feedback from donors, charity organizations can identify areas for improvement and implement strategies to enhance donor satisfaction and retention.

One method for evaluating stewardship efforts is to measure donor satisfaction and retention rates. Charity organizations can survey donors to assess their level of satisfaction with stewardship practices and identify areas where improvements are needed. Tracking donor retention rates over time provides valuable insights into the effectiveness of stewardship efforts and helps to identify trends and patterns in donor behavior.

Another method for evaluating stewardship efforts is to solicit feedback from donors. Charity organizations can gather feedback through surveys, focus groups, and one-on-one conversations to understand donors' experiences, preferences, and suggestions for improvement. By actively listening to donor feedback and incorporating it into stewardship practices, charity organizations can demonstrate responsiveness and commitment to donor satisfaction.

Using data and metrics to measure the impact of stewardship efforts is also important for evaluating effectiveness and identifying areas for improvement. Charity organizations can track key performance indicators such as donation frequency, donation size, and donor engagement levels to assess the impact of stewardship initiatives on donor behavior and retention. Analyzing data allows charity organizations to identify trends, patterns, and areas for improvement in stewardship practices.

Creating a Strategic Stewardship Plan

Creating a strategic stewardship plan is essential for charity organizations to effectively engage and retain food donors. A strategic stewardship plan outlines goals, objectives, strategies, and action steps for building and maintaining strong relationships with donors. By developing a comprehensive plan, charity organizations can ensure that stewardship efforts are aligned with organizational priorities and designed to achieve desired outcomes.

The first step in creating a strategic stewardship plan is to define goals and objectives. Charity organizations should clarify their objectives for stewardship, such as increasing donor retention rates, enhancing donor satisfaction, and maximizing donor contributions. By setting clear and measurable goals, charity organizations can focus their efforts and track progress over time.

The next step in creating a strategic stewardship plan is to identify strategies and tactics for achieving goals and objectives. Charity organizations can develop a range of strategies for engaging and retaining food donors, such as implementing donor recognition programs, providing value-added services, and involving donors in the organization's mission. Strategies should be tailored to the unique needs and preferences of donors and aligned with the organization's mission and values.

Once strategies have been identified, charity organizations should outline specific action steps and timelines for implementation. Action steps should detail the tasks, responsibilities, and deadlines associated with each strategy, ensuring that stewardship efforts are executed effectively and efficiently. Timelines should be realistic and achievable, allowing for flexibility and adaptation as needed.

Implementing and Sustaining Stewardship Practices

Implementing and sustaining stewardship practices requires careful planning, coordination, and ongoing effort. Charity organizations must be committed to fostering strong and enduring relationships with food donors through consistent and proactive stewardship efforts. By implementing best practices and strategies for stewardship and maintaining a focus on donor satisfaction and retention, charity organizations can ensure the long-term success of their food donation programs.

One key aspect of implementing stewardship practices is to ensure that all staff and volunteers are trained and equipped to engage effectively with food donors. Charity organizations should provide training and support to staff and volunteers involved in stewardship efforts, ensuring that they understand the importance of stewardship and are equipped with the knowledge, skills, and resources needed to engage donors successfully.

Another aspect of implementing stewardship practices is to establish clear processes and procedures for stewardship activities. Charity organizations should develop standardized processes for acknowledging donations, communicating with donors, and recognizing donor contributions, ensuring consistency and professionalism in all interactions with donors. By establishing clear guidelines and expectations, charity organizations can streamline stewardship activities and ensure that they are executed effectively.

Sustaining stewardship practices requires ongoing monitoring, evaluation, and adaptation. Charity organizations should regularly assess the effectiveness of stewardship efforts and solicit feedback from donors to identify areas for improvement. By tracking key performance indicators such as donor retention rates, satisfaction scores, and donation levels, charity organizations can measure the impact of stewardship initiatives and identify opportunities for enhancement.

In conclusion, stewardship is essential for building and maintaining strong relationships with food donors and ensuring the long-term success of food donation programs. By understanding the principles and practices of stewardship and implementing strategic stewardship plans, charity organizations can effectively engage and retain food donors, maximize their contributions, and make a positive impact on the communities they serve.

Tips and tricks

Food banks and other types of charity organizations play a crucial role in addressing food insecurity by collecting, storing, and distributing food to those in need. However, securing an adequate supply of donations is essential for their success. Here's a detailed exploration of strategies that charities, NGOs and food banks can employ to enhance their food donation efforts:

Partnering with supermarkets

Food banks have traditionally utilized food bins in supermarkets, where customers can directly donate food items, as a fundraising method. However, this approach may not always be optimal as there can be a significant disparity between the items donated by shoppers and the actual needs of the food banks and their beneficiaries. Instead, it is advisable to establish direct partnerships with supermarkets. Some supermarkets view partnering with charities and food banks as a central component of their corporate and social responsibility efforts. See the example of Tesco in the Best Practices Chapter.

Farm to charities

Farm to charities initiatives represent a transformative approach to addressing both food waste and food insecurity by connecting farmers directly with food banks or other charity organizations involved in food donation. These programs aim to rescue surplus produce that may not meet commercial standards but is perfectly nutritious and edible, thereby preventing it from going to waste. By creating partnerships between local farms and charity organizations, these initiatives facilitate the efficient redistribution of fresh fruits, vegetables, and other agricultural products to individuals and families in need. Not only do farm to charity programs help to alleviate hunger by providing nutritious food options, but they also support local farmers by offering an alternative market for their surplus crops, thereby reducing financial losses and promoting sustainability within the agricultural sector.

The success of farm to food bank initiatives relies on strong collaboration between farmers, charity organizations, volunteers, and community organizations. Farmers play a crucial role by donating excess produce, while charity organizations ensure efficient collection, storage, and distribution to their network of recipients. Volunteer-driven gleaning programs further enhance the effectiveness of these initiatives by mobilizing community members to harvest crops that would otherwise go unharvested, maximizing the amount of fresh food rescued and redistributed to those in need. Through these collaborative efforts, farm to charity initiatives contribute to building resilient local food systems while addressing the root causes of food waste and food insecurity in communities.

Extra tip^[1]

^[1] https://www.edmontonsfoodbank.com/ways-give/give-food/plant-row-grow-row/

You do not have to collaborate only with big farms, but can partner with local people/gardeners who are eager to support a good case.The Plant, Grow, Share a Row program for example, invites local gardeners to grow an extra row of vegetables for donation to their food bank.Although these donations might be smaller in size, they add up, and it is also a wonderful way of engaging the community for a common purpose.

Save the “ugly” food campaigns

The campaign to save "ugly" food for donation is a movement aimed at reducing food waste while addressing food insecurity in communities. By challenging traditional beauty standards imposed on fruits and vegetables, this initiative encourages consumers, retailers, and farmers to recognize the value of imperfect produce that may otherwise go to waste. Through innovative marketing and educational efforts, the campaign raises awareness about the staggering amount of food discarded due to cosmetic imperfections, highlighting the environmental, social, and economic impacts of such wastage.

One of the primary objectives of such campaigns is to shift perceptions surrounding ugly produce by emphasizing its nutritional value and suitability for consumption. By showcasing recipes, cooking demonstrations, and success stories featuring "ugly" fruits and vegetables, such campaigns can demonstrate that appearance does not dictate taste or quality. Additionally, partnering with chefs, food bloggers, and culinary influencers amplifies the message that embracing imperfect produce not only reduces waste but also fosters creativity in the kitchen.

Such campaigns have other positive effects as well, such as: educating the public, consumers and also the retailers on why it is important to embrace ugly produce for sale and to buy it. On the other hand, these campaigns can increase the demand for the “ugly” food, and since their lower price, they can contribute to a healthier way of living for low-income families and children.

Drop the change campaigns

“Drop the change” as a strategy should not be overlooked or neglected. In the long run, pocket money does add up! It is advisable to choose a busy business, like a caffe or a bakery, where there are a lot of people, and where the likelihood of paying in cash is high. The busier the place is, the higher amount of money will be donated. Place the donation box next to the cash register and ensure that the donation boxes are regularly emptied. By placing two donation boxes next to each other and making people vote with their donation is another way of boosting the amount of money donated. For example: you can name one box: “pineapple on pizza” vs the other “fruit does not go on pizza”.

Best Practices

In the following subchapters, we are presenting real life best practices from Europe, showcasing the diverse approaches and successful outcomes of stewardship programs between businesses and charities in Europe, highlighting how collaborative efforts can effectively reduce food waste, alleviate hunger, and promote sustainable practices. Each best practice shows how to effectively apply the elements of the present module in practice (the principles described in this chapter and applied in the best practices are marked in bold).

The Real Junk Food Project

The Real Junk Food Project (TRJFP), UK: TRJFP is a grassroots organization that intercepts surplus food from restaurants, cafes, and other food businesses to create nutritious meals for communities. They work closely with restaurants and cafes to collect surplus food that would otherwise go to waste and use it to prepare meals for those in need. TRJFP emphasizes building strong relationships with their food donors, providing regular updates on the impact of their donations, and offering opportunities for restaurants to get involved in community events and initiatives. By fostering trust and collaboration with their food donors, TRJFP has been able to expand their network of partners and increase their impact in reducing food waste and food insecurity.

The Real Junk Food Project’s website: https://trjfp.com/

Restaurants Against Hunger

Restaurants Against Hunger is a campaign organized by Action Against Hunger Spain in collaboration with restaurants across the country. Participating restaurants commit to donating a portion of their sales during a designated period to support Action Against Hunger's humanitarian programs. Through this partnership, restaurants demonstrate their commitment to social responsibility and engage their customers in supporting a worthy cause. Action Against Hunger provides support and resources to participating restaurants, including promotional materials, training, and networking opportunities. The campaign has been highly successful in raising awareness about food insecurity and mobilizing support from the restaurant industry to combat hunger.

Refettorio Felix

Refettorio Felix is a community kitchen and social project located in Milan, Italy, founded by renowned chef Massimo Bottura. The organization collaborates with local restaurants, catering companies, and food suppliers to rescue surplus food and transform it into gourmet meals for vulnerable individuals. Refettorio Felix emphasizes the importance of building strong relationships with their food donors, providing regular feedback and updates on the impact of their donations, and recognizing their contributions through public acknowledgment and appreciation events. By leveraging the culinary expertise and creativity of participating chefs, Refettorio Felix has been able to turn surplus food into delicious and nutritious meals that nourish both body and soul.

Refettorio Felix’s website: https://www.refettoriofelix.com/

Carrefour - Solidarity Fridge

Carrefour, a multinational retail corporation with a strong presence in Spain, has pioneered the concept of the Solidarity Fridge to combat food waste and promote food sharing within local communities. Solidarity Fridges are public refrigerators installed in accessible locations, such as supermarkets or community centers, where individuals and businesses can donate surplus food items for others to take freely. Carrefour supports and promotes the installation of Solidarity Fridges across Spain as part of its corporate social responsibility efforts, facilitating food redistribution while raising awareness about food waste issues.

Tesco

Tesco donates surplus food to charities and communities through a Community Food Connection scheme. This connects volunteers to Tesco stores with an app that shows what food is available.

Charity organisations, community groups and "Food Waste Heroes" (volunteers) can then collect the food to be distributed or turned into meals. Community Food Connection is delivered in partnership with FareShare and OLIO. OLIO is a mobile app for food-sharing that aims to reduce food waste. It does this by connecting people who have surplus food with people who need it. Tesco partners with OLIO for our Community Food Connection programme. On the other hand, FareShare is the UK’s national network of charitable food redistributors, made up of 18 independent organisations. By building a successful partnership that helps match surplus food with the causes and people that need it, Tesco redistributed 166 million meals since 2016 through its network of partners.

https://www.youtube.com/watch?v=oHQQ5965izQ

WRAP - Best practice on food date labelling and storage advice

In the document developed by WRAP, the authors provide comprehensive guidance on the application and use of food date labels in the United Kingdom, covering various stages of a food product's life cycle, from initial design and development to sale or redistribution, since it became clear that intensive awareness raising is needed in this area. The aim is to ensure that food is accurately described, stored, and provided to consumers safely, thereby reducing food waste. The guide explains how adopting some simple practices, while adhering to strict food safety principles, can reduce food waste and help people make the most of their food.

The document also covers various aspects related to date labeling, including understanding different types of date labels, deciding appropriate dates for labeling, maximizing both closed (before opening) and open (after opening) shelf life, providing correct storage advice, and understanding responsibilities for food sold through normal channels and redistribution.

WRAP has estimated that changes to products and labelling could prevent around 350,000 tonnes of avoidable food waste, and the guide provides best practices in the topics such as date labels, setting product life, storage and freezing advice.

https://wrap.org.uk/sites/default/files/2020-07/WRAP-Food-labelling-guidance.pdf

Zero Food Waste Cyprus

Zero Food Waste Cyprus (ZFWCY) is a remarkable initiative that upholds the values of environmental conservation and social responsibility. This organization, which is run by volunteers, is committed to reducing food waste and fighting food insecurities in the community. By intercepting and redirecting food that would otherwise go to waste, ZFWCY provides support to those in need, while also addressing the issue of food wastage. A representative from the ReS-Food project team Cyprus visited ZFWCY in November 2023 for informal talks with the team leaders and to practically participate in the Saturday Aftermarket Activity.

Key Activities and Operations:

ZFWCY operates twice a week, on Wednesdays and Saturdays, when the team visits local farmers' markets in Nicosia. During these visits, they collect unsold products from vendors, thus preventing food waste. The food is then transported to a central hub, where it is made available for free collection by individuals facing food insecurity. During our visit in November 2023, the organization's operational efficiency was evident. An effective system has been developed to ensure a peaceful and organized distribution process. Beneficiaries are assigned numbers, and food is distributed sequentially, ensuring fairness and order. The food is displayed in boxes on a long communal table, allowing beneficiaries to select what they need.

Impact and Measurement:

The success of this initiative is based on its two objectives: environmental stewardship and community support. These objectives are evaluated through measurable metrics, such as the volume of food saved monthly and the types of food rescued. In 2021, ZFWCY reported saving an impressive range of 900kg to 3000kg of food per month.

Challenges and Community Engagement:

ZFWCY's success is intertwined with community involvement. The initiative thrives on the support and active participation of community members, who are encouraged to volunteer their time and resources. Through this engagement, ZFWCY not only advances its mission but also cultivates a culture of environmental and social consciousness within the community.

 Contact Information:

For further information or to participate, individuals and organizations can contact ZFWCY through the following email address: zerofoodwastecy@gmail.com

Lessons Learned:

The Zero Food Waste Cyprus initiative is an excellent example of effective community-based environmental action. Their accomplishments demonstrate the value of organized, volunteer-driven efforts in addressing social challenges like food waste and insecurity.

Key lessons learned from ZFWCY's operations include:

1. The importance of structured systems in the distribution of donations to maintain order and fairness.
2. The power of measurable impact metrics, which not only measure the initiative's success but also serve as a tool for engaging local authorities and vendors in the waste reduction dialogue.
3. The critical role of community engagement and volunteerism in sustaining such initiatives and fostering a collective sense of responsibility towards the environment and social welfare.
4. The necessity of transparency in operations, as demonstrated by ZFWCY's open sharing of statistics, which enhances trust and accountability in the eyes of the public and partners.

Further reading

https://wrap.org.uk/sites/default/files/2020-08/WRAP-Surplus_food_redistribution_labelling_guide_May_2020_0.pdf

Literature

https://www.nonprofits.freewill.com/resources/blog/donor-stewardship

https://www.nonprofits.freewill.com/resources/blog/donor-stewardship-best-practices

Refettorio Felix https://www.refettoriofelix.com/Last access: 26 March 2024

Tesco, Redistributing surplus food, https://www.tescoplc.com/sustainability/communities/food-redistribution

Target, measure, act. Food Waste Report 2024 https://www.tescoplc.com/media/sm2hn54l/tesco-food-waste-report-jan24-96.pdf

Last access:26 March 2024

https://www.uglyproduceisbeautiful.com/ Last access: 26 March 2024

Zero Food Waste Cyprus, https://zfwcy.org/ Last access: 26 March 2024

WRAP, Labeling Guidance, Best practice on food date labelling and storage advice, https://wrap.org.uk/sites/default/files/2020-07/WRAP-Food-labelling-guidance.pdf , last access: 26 March 2024

Presentation

Congratulations on completing Module 4 of the ReS-Food Training Course. Don't forget to share your achievement with your friends!