Register
📁 Process Document 📖 User Guide

Food Distribution Process

This document outlines the agreed steps for collecting and distributing surplus food through the FREEconomy food distribution network. It ensures accountability, fairness, hygiene, and smooth communication during the process.

✍️ Neils Hammond-Quaye Admin · Published Aug 8, 2026 · ⏱️ 4 min read

Section A: Process Steps

1. Collection

- Collect food from the source and deliver it to the assigned distributor.

- Confirm in the collectors' group (https://chat.whatsapp.com/Lr1VXUXjYf19H9bkHpfuFk):

  - Number of bags collected

  - Where they were delivered

  - How many bags went to each recipient

2. Distribution

- Food is distributed through the designated food group (https://chat.whatsapp.com/JR1YBCtLhs3KxJnP6NosV9).

- If surplus exists, it is shared with the surplus group (https://chat.whatsapp.com/ESi6aNfeOjwI0eZz998x0j) for the primary collector and other subsequent recipients for animal feed, composting etc

3. Communication for Unavailability

- If the primary collector is unavailable:

  - Announce in the group

  - Share surplus accordingly

4. Informing on Issues

- If unable to collect, inform the trusted group promptly.

Section B: Supporting Information

i. Access to Instructions

Ensure the screenshot or document is readily available. Save it to your device gallery in case of data or network issues.

ii. Be Courteous and Respectful

Be respectful and patient with staff while collecting food.

iii. Bag Distribution

Food is given in pre-packaged bags. Distribute one bag per person or household where possible to avoid splitting.

iv. Respectful Communication

Distributors must maintain respectful and judgment-free communication. Make necessary allowances to support smooth and respectful pick-ups.

v. Food Safety

-Use by items must be distributed the same night of the date on the label

-Best Before items can be offered the next day if they don't require refrigeration, or are able to be refrigerated. Otherwise don’t distribute it the next day to avoid food poisoning.

-Do not refreeze food and ensure meat is kept refrigerated

-If anything doesn’t look or smell edible do not offer to others to ensure it is consumed safely according to food health guidelines

- Adhere to any instructions to prevent health issues, including gastroenterological concerns.

vi. Fair Distribution

- Where possible give priority to individuals who have not received food recently.

- Individuals requesting again should be placed on a secondary list and only served if surplus remains.

- Food should not be held for people unable to collect the same day, unless able to do so safely within the food safety guidelines, freezing or refrigerating if required.

- Confirmation must be received from the distributor before collection, and they reserve the right to serve an individual or not at their discretion.

vii. Chicken Offers

-1 portion of Nando's or KFC can be requested per family/household, you can then make another request after 1 week (7 day waiting period).

-In an event where we are blessed with a large amount of chicken and everyone is eligible, you can request however your 7 days waiting period will start again, and it will be a week before you can request again.

-Eligibility is across all types of chicken, so it applies to both Nando's and KFC.

viii. Adding New Group Members

- All new member requests need to be verified by requesting the name and contact number of who has referred them. If no response we decline them as they are probably unmonitored accounts being used to spam the group with malicious content. Admins can add people they know personally as their referral contact.

ix. Surplus Collection

- This will generally be at the end of the day when items are approaching their expiry around 11pm. Volunteers must be able to collect at this time and take all of the items offered.

- If in agreement with this please join the surplus group here: https://chat.whatsapp.com/ESi6aNfeOjwI0eZz998x0j

x. Issue Reporting

Any problems during food collection must be:

- Communicated clearly and quickly

- Reported via Food Share group to prevent recurrence

Section C: Final Notes

These rules apply to everybody, admins/volunteers included. All participants must adhere to these steps and guidelines to ensure the success, safety, and integrity of the food surplus distribution system.

Disciplinary Procedure

Any violations of the conditions outlined in this document will result in suspension from distribution activities pending a review from the board to decide on the appropriate action.

Document Version: 4

Last Reviewed Date: 24/6/26

Last updated Aug 8, 2026 at 9:33 PM