Christmas surplus collections: applying and preparing

This article explains how Christmas Eve and New Year’s Eve collection slots are offered, what to expect from alerts and confirmation emails, how to prepare for your collection, and how collection breaks work over the festive period. It also covers one-off donations and registering for regular collections. For collection times and arrangements at a specific retailer, see the Christmas collection times and arrangements article for that retailer.

How do I add a collection break?

You can add a collection break by logging into your account on the Neighbourly platform and following this link. If you need to amend or remove the collection break for any reason, please contact community@neighbourly.com

What should I do if I need to change my agreed collections?

If you need to change your scheduled collections on Christmas Eve and New Years Eve, please contact community@neighbourly.com

How do I apply for Christmas Eve slots?

Christmas Eve (and New Year’s Eve for Aldi) slots are first offered to the group that usually collects from that store on the day of the week that Christmas Eve falls upon.

If they are unable to collect, it is then offered out to the backup and other groups on the store’s collection schedule, and finally offered out to other nearby groups not partnered with the store.

If any collection slots are available, we will be in touch directly to offer the slots, which will be allocated on a first come, first served basis, you do not need to reach out to us directly.

Will I get an alert notification for surplus donations on Christmas Eve?

Yes, you will receive an alert notification from Neighbourly to inform you of the collection. However due to the early release of the message, it will not represent the whole donation available on Christmas Eve (and NYE for Aldi). Please prepare for donations to be significantly higher and will include use by and frozen. For an estimated amount, please contact your partnered store ahead of time.

Where can I see what I have signed up for?

Please confirm your collection slots for the full festive period by checking your collection schedule on the Neighbourly platform here.

Will Christmas Eve donations include chilled and frozen food?

Yes, donations on Christmas Eve will include chilled and frozen food so we will need you to agree to our chilled & frozen terms and conditions. You can do this when you receive communications from us to sign up to Christmas Eve collections.

When will I receive the contact details for my partner store(s) so I can arrange my Christmas Eve and/or New Years Eve collections?

Once your organisation secures a collection slot for Christmas Eve or New Year’s Eve, all the details you need, such as contact details (for Aldi and Lidl), collection time and guidance will be included in the confirmation email sent to you by Neighbourly.

Please ensure you have spoken with the Store Manager ahead of Christmas Eve (or New Year’s Eve for Aldi) to introduce yourself and to discuss logistics, such as parking, access, expected volumes.

What can I do to ensure my collection on Christmas Eve goes smoothly?

Once you are successfully allocated a collection slot, all the details you need, such as contact details (for Aldi and Lidl), collection time and guidance will be included in the confirmation email sent to you by Neighbourly.

Please ensure you have spoken with the Store Manager ahead of Christmas Eve (or New Year’s Eve for Aldi) to introduce yourself and to discuss logistics, such as parking, access, expected volumes.

Make a record of the Store Manager’s name and the names of the relevant staff members who will be managing the donation on Christmas Eve if you can, so you know who to ask for when you arrive.

On the day of collection, please enter through the front customer entrance, introduce yourself to a member of staff, saying that you are there to collect surplus food and show your Neighbourly food alert as proof (including a collection code for Aldi and Lidl). Please follow any store Health & Safety procedures provided and bring appropriate containers to safely transport the donation.

If there are any issues or if the Christmas Eve collection is unsuccessful for any reason, please inform us straight away by emailing community@neighbourly.com.

How much surplus will be available on Christmas Eve?

We expect there will be larger volumes than usual on Christmas Eve, but as this will vary at each store, please liaise with your partner store ahead of time to confirm expected volumes.

Do I need to bring my own bags or boxes?

Yes, you do! Please remember to bring your own carrier bags or boxes to load the surplus into. The store’s crates must remain on the premises.

Will I be OK collecting in a car or do I need a larger vehicle?

We expect that a car with a reasonably sized boot and interior will be sufficient, but we do expect larger volumes of surplus than usual on Christmas Eve. Please liaise with your partner store ahead of time to confirm expected volumes and ensure that you have a suitable vehicle to transport the donation. You may need an additional car and driver, or potentially make additional trips if logistics permit

Will I lose my regular slot if I cannot collect on Christmas Eve?

Don’t worry, if you can’t collect on Christmas Eve you will not lose your regular slot! Please add a collection break so we know your availability around Christmas, then your usual collections will resume after this time.

Can I sign up for one off donations?

With the exception of certain circumstances on Christmas Eve and New Year’s Eve, we are not able to provide one off donations. If you are interested in signing up for regular donations please sign up here.

Please note, we are unable to facilitate donations of specific items only or items for raffle prizes as we only manage regular collections of surplus food. Donated products are subject to availability so we are unable to guarantee which items will be available.

Regular donations can include fruit and vegetables, bakery items, non-perishable food, chilled and frozen food and flowers/garden items, depending on the parameters of the scheme with each of our partner retailers.

How do I register for regular collections?

You can apply to collect surplus by following these steps.

Register by creating a page on Neighbourly for your organisation. This should include a detailed summary about your organisation and how you will use the food donations, as well as any supporting pictures and website/social media links. Please also add a main image to your page and make sure that your categories, organisation type and impact sections are filled in.
By setting up a page you will be agreeing to our terms and conditions. Please note that you must be an established community organisation, school or charity to join our schemes - we do not partner with PLCs or for-profit organisations for food donations. Please refer to our Neighbourly FAQ for more information.
Upload a current Level 2 Food Hygiene Certificate to the ‘food approval’ section of your page. Alternatively, you can add a link to the Food Standards Agency (FSA) Rating for your organisation, this must be a level 3 or above and the inspection must have taken place in the last 6 years.

Our vetting team will look at your page and they will either approve you for surplus collections or we may ask you for more information. All information regarding your activity should be uploaded to your Neighbourly page.
If you are approved for surplus collections, you will receive an email letting you know that you’ve been approved by our vetting team. You can then head to your self-serve surplus collections dashboard here to apply for available slots.

Christmas collection times and arrangements: Lidl

Collection times and logistics over Christmas — for charities collecting from Lidl stores

This article covers Christmas Eve collection times, store contact arrangements, chilled and frozen food, and which days collections will and won’t take place over the Christmas period at Lidl stores. For general guidance on Christmas Eve slots and preparing for your collection, see Christmas surplus collections: applying and preparing.