Food Pantry Mobile Pantry Pre-Distribution Setup

Pre-distribution setup checklist for mobile food pantry coordinators. Verifies truck arrival, volunteer readiness, traffic flow, allergen labeling, and civil rights posting before opening distribution to clients.

Truck Arrival & Food Safety Verification

• Delivery truck has arrived at the designated site and is positioned for safe unloading
  Confirm the truck is on-site, parked safely, and accessible for unloading without blocking traffic or pedestrian paths.
• Truck arrival time
  Record the actual truck arrival time for documentation and partner reporting.
• Refrigerated/frozen product internal temperature at unloading (°F)
  Measure temperature of refrigerated items upon unloading. FDA Food Code 2022 §3-501.14: cold TCS foods must be held at 41°F or below.
• Frozen product shows no signs of thawing or refreezing (no ice crystals, pooled liquid, or soft texture)
  Inspect frozen items for evidence of temperature abuse. Refrozen product must be quarantined and reported to the food bank.
• Dry/shelf-stable product boxes are intact — no visible pest damage, moisture, or broken seals
  Visually inspect all cartons and packaging. Damaged or compromised product must be set aside and not distributed.
• Manifest or packing list matches product received (quantities verified)
  Cross-check the delivery manifest against actual product on the truck. Document any discrepancies for the food bank.

Volunteer Readiness & Role Assignment

• Total number of volunteers present and checked in
  Count all volunteers on-site before distribution opens. Minimum staffing levels are set by your food bank partner agreement.
• Minimum required volunteer count is met per site plan
  Confirm total volunteers present meets or exceeds the minimum required for this site's distribution model (drive-through, walk-up, etc.).
• All volunteer roles are assigned (unloading, traffic, client intake, distribution, allergen spotter)
  Verify each station is staffed: truck unloading, traffic/crowd control, client check-in, food distribution, and allergen information.
• Volunteers have received pre-distribution safety and role briefing
  Confirm a briefing was conducted covering food safety, client interaction, emergency procedures, and civil rights responsibilities.
• Volunteers handling food are wearing appropriate PPE (gloves, hair restraints where applicable)
  Per FDA Food Code 2022 §3-304.15, single-use gloves must be worn when handling ready-to-eat foods. Hair restraints required for open food handling.

Site Setup & Traffic / Crowd Flow

• Traffic cones, signage, or barriers are in place to direct vehicle and pedestrian flow
  Confirm directional markers are set up to separate incoming/outgoing vehicles and pedestrian queues from vehicle lanes.
• Client queue area is clearly marked and does not obstruct public roadways or emergency access routes
  Ensure waiting areas are contained within the site footprint and emergency vehicle access is unobstructed per NFPA 1 §18.2 fire lane requirements.
• Accessible service pathway is available for clients with mobility limitations (ADA-compliant route)
  Verify at least one accessible route exists from the parking/drop-off area to the distribution point, free of obstacles.
• Distribution tables and stations are set up and stocked prior to opening
  Confirm all food distribution stations are fully set up, product is organized, and volunteers are at their stations before the first client arrives.
• Hand hygiene station (handwashing or hand sanitizer) is accessible to volunteers at each distribution station
  Per FDA Food Code 2022 §6-301.11, adequate handwashing facilities or alcohol-based hand sanitizer (≥60% ethanol) must be accessible at food handling points.

Allergen Labeling & Food Safety Communication

• All pre-packaged food items have legible manufacturer labels including ingredient and allergen statements
  Per FDA FALCPA (21 USC §343(w)) and the FASTER Act of 2021, packaged foods must declare all Big 9 allergens: milk, eggs, fish, shellfish, tree nuts, peanuts, wheat, soybeans, and sesame.
• Allergen information sheet or signage is posted at distribution stations listing common allergens in distributed items
  Provide a visible allergen summary at each station so clients can make informed choices. Include items containing the Big 9 allergens.
• At least one volunteer per station is briefed and able to answer client questions about allergens in distributed food
  Designate an allergen-informed volunteer at each station. They should know which items contain the Big 9 allergens and how to direct clients with severe allergies.
• Items with missing, damaged, or illegible labels are removed from distribution and quarantined
  Any product without a readable label must not be distributed. Set aside and document for return to the food bank.

Civil Rights & Regulatory Posting Compliance

• USDA 'And Justice For All' non-discrimination poster is posted in a conspicuous location visible to all clients
  Required for all USDA food program partners (TEFAP, SNAP-Ed, CSFP). The poster must be displayed in English and, where applicable, in the language of the predominant client population. Ref: 7 CFR Part 15.
• Non-discrimination statement is included on any printed materials distributed to clients (flyers, intake forms)
  Per USDA FNS civil rights requirements, all printed materials must include the standard non-discrimination statement or a reference to it.
• Client intake process does not require documentation that would unlawfully restrict access (e.g., no ID or address proof required unless permitted by program rules)
  USDA civil rights rules prohibit barriers to access based on race, color, national origin, sex, disability, age, or reprisal. Verify intake procedures comply with program-specific eligibility rules only.
• Language access resources are available for clients with limited English proficiency (translated materials or interpreter available)
  Per Executive Order 13166 and USDA FNS guidance, meaningful access must be provided to LEP individuals. Confirm translated signage or a bilingual volunteer is present if the service area has a significant LEP population.
• Complaint procedure information is available to clients (how to file a civil rights complaint with USDA)
  Clients must be informed of their right to file a civil rights complaint. This information is typically included on the 'And Justice For All' poster or a separate handout.

Final Coordinator Sign-Off

• Open deficiencies or non-conformances identified during this inspection
  List any items that failed or were flagged during this inspection, including the corrective action taken or planned before or during distribution.
• Distribution is cleared to open
  Coordinator confirms all critical items have passed (or critical deficiencies have been resolved) and distribution may begin.
• Distribution open time
  Record the actual time distribution opened to clients.
• Coordinator signature
  Site coordinator signature certifying that this pre-distribution checklist was completed accurately and all critical requirements were met before opening.