Host a Successful Blood Drive

Organizing a blood drive can be the key to saving numerous lives and fostering a sense of community. Whether you’re a seasoned coordinator or venturing into hosting a blood drive for the first time, this guide will walk you through the essential steps to ensure your event is rewarding and successful.

Step 1: Registration and Initial Setup

Before anything else, you need to register as a blood drive coordinator with a blood collection agency. Vitalant is a notable organization that enables you to set up a blood drive in a straightforward manner. Their online platform provides the tools you’ll need to organize your event.

1. Register as a Coordinator:

• Contact Vitalant and begin your journey to host a blood drive. Set a meeting or call to understand their requirements and your responsibilities.
• Call 877-25-VITAL (877-258-4825). Learn more:  https://vitalant.org/Landing-Pages/Coordinator-Portal-Info

2. Online Portal Process:

• After registration, Vitalant will provide access to an online portal where you can create and manage your blood drive event.
• This portal is crucial for donors to sign up, for you to track donations, and to stay updated on blood drive guidelines and resources.

3. Plan for Timelines and Deadlines:

• Vitalant has specific timelines for setting up a drive, typically requiring 48 hours to process the paperwork, and planned months in advance.
• Ensure you start the process well in advance and mark important deadlines on your calendar to avoid any last-minute rush.

Step 2: Choose a Venue

The success of your blood drive will rely heavily on the venue you choose. Here’s how to assess and select an appropriate location:

1. Accessibility and Amenities:

• Your venue must be easily accessible, with ample parking and nearby restroom facilities.
• Ideally, the space should be climate controlled and offer areas for both donation stations and refreshments.

2. Cooperation with the Venue Management:

• If you’re using a business location, partner with the management to ensure the event’s smooth operation.
• Discuss logistics such as parking space allocation, bathroom location, equipment setup, and any safety considerations that may be necessary.

3. Liaise with Vitalant Services:

• Vitalant will provide the necessary equipment and staff for the donation process. Coordinate with them to ensure they have the space and resources they need.

Step 3: Set the Event in the Online Portal

The Vitalant online portal will have your links and donor information to set up your event.

1. Create a Compelling Event Page on Facebook:

• Use a catchy title and a compelling description. Consider having a theme. Highlight the purpose of the blood drive and the impact it can make.
• Include the date, time, and location along with any additional activities or incentives you plan on providing.

2. Promote the Drive Online:

• Once your event is created, utilize social media platforms such as Facebook and Twitter to promote the drive.
• Encourage followers to share the event and spread the word. Tag local influencers and businesses to increase visibility.
• Use a program like Evite that will send reminders to people to join your event.

Step 4: Plan the Logistics of the Event

Now that the venue and online event are set, it’s time to plan the logistics to ensure a smooth and memorable blood drive event.

1. Food and Beverage:

• Not required but increases the “party” factor. Stock up on food and beverage for both donors and the staff working your event.
• Consider both healthy and indulgent options to cater to a variety of tastes.

2. Donor Experience Amenities:

• Set up rest areas with comfortable seating and entertainment to create a welcoming atmosphere for donors and guests.
• Consider playing music, having entertainment, or setting up a relaxation corner for donors post-donation. A Easter event may have an easter Bunny to take photos with. A Birthday Party may have a signing photo or book for people to leave comments about the Birthday person. Painting, Balloons, costume character, dance group, magician, comedians, guitarist, fire dancer, hypnotist, bounce house, murder mystery, game show, DJ, Scavenger Hunt, Trivia, Bingo, Casino Party, Yoga, etc depending on your theme.

3. Incentives for Donors:

• Recognize the selfless act of donating blood by offering small token items or raffle prizes to your donors.
• Be mindful to follow guidelines on acceptable incentives and contact Vitalant for any approvals needed. Alcohol is not a good choice at a blood drive as this disqualifies donors before donations, and due to less oxygen in blood makes donors drunk faster post donation.

Step 5: Advertising and Promotions

Creating awareness for your event is crucial to garner support and a good turnout.

1. Business Sponsorships:

• Contact local businesses for sponsorships to help with the cost of the event.
• Offer different levels of sponsorship with corresponding advertising opportunities during the event.

2. Social Media Presence:

• Leverage the power of social media by creating eye-catching posts and updates about the blood drive.
• Create a hashtag specific to your event and encourage people to use it in their posts.

3. Traditional Marketing Tools:

• Distribute flyers, hang banners, and place ads in local newspapers to reach a broader audience making use of a QR code for the event.
• Ensure all materials list the event details and the link to the online portal where potential donors can sign up.

Step 6: Volunteer Recruitment

Don’t try to tackle the event alone. Empower others to share the responsibility.

1. Assemble a Team:

• Recruit volunteers to assist with various aspects of the blood drive, such as registration, refreshments, and event management.
• Make sure volunteers are trained and oriented to their specific tasks before the event.

2. Engage with the Community:

• Reach out to community groups, schools, and local organizations to mobilize support.
• Volunteerism often grows when it comes from within a community, so think local first.

Step 7: The Final Countdown

As the event draws near, it’s time to wrap up preparations and start the execution phase.

1. Double-Check Logistics:

• Confirm with vendors, volunteers, and sponsors that all arrangements are in place.
• Make sure you have a clear plan for setup and takedown of the event.

2. Follow Up with Donor Prospects:

• Reach out to individuals who’ve expressed an interest in donating to confirm their attendance.
• Provide any last-minute reminders and encouragement for them to bring a friend or family member to the event.

3. Prepare for the Unforeseen:

• Have a contingency plan for unexpected issues on the event day. If your event is outdoors and it rains, do you have a tent, umbrellas or nearby location to move to?
• Ensure contact information for all key individuals and service providers is readily available.

Step 8: Hosting the Event

The day of the blood drive is also the day to shine as a coordinator.

1. Lead by Example:

• Be the first to arrive and the last to leave. Show your commitment to the cause.
• Address volunteers and staff, providing clear instructions and motivation for the day.

2. Thank and Encourage Donors:

• Personally thank each donor for their contribution. This can have a significant impact and encourage repeat donations in the future.
• Keep the atmosphere upbeat and celebratory to ensure a positive donation experience.

3. Document the Event:

• Take pictures and videos throughout the day to share on social media and with sponsors after the event.
• Capture stories and testimonials from donors and volunteers that can be used for future promotions.

Step 9: Post-Event Reflection

Once the blood drive is over, it’s time to debrief and reflect on what went well and what could be improved.

1. Evaluate the Turnout:

• Analyze the attendance and the number of donations made. Compare this against your initial goals and expectations.
• Identify any factors that may have contributed to the success or challenges of the event.

2. Survey Participants:

• Gather feedback from donors, volunteers, and staff. Use this to understand their experience and gather suggestions for future events.

3. Show Appreciation:

• Thank all those who supported the blood drive, including donors, volunteers, and sponsors. Show them the impact of their support through a final report on the donations.
• Consider hosting a small appreciation event to recognize the efforts of all involved.

Hosting a successful blood drive requires planning, dedication, and community support. You can ensure your event contributes to much-needed blood donations and helps to create a community of givers. Remember, the impact of hosting a blood drive goes far beyond the day of the event. It can inspire a culture of giving that lasts a lifetime. You are giving people their family, their future, their dreams and goals back.