1. Emergency Response
Distribution Guidelines
Emanuel Souvairan
ACTED – Delhi:
B5/18, Safdurjung Enclave
New Delhi, India
Tel: +91 (0) 11 413 54861
ACTED – Triveniganj
Mangal Bajar Road,
Triveniganj, Bihar, India
Tel: +91 (0) 91 999 22172

2. Selecting a Warehouse
– Adequate dunning available for food items
–Proper ventilation of warehouses.
–If not, develop a system for ventilation
–Purpose (Regional, Central, Local, Dist.)
–Size (Future and current needs)
– Sound condition of roof and floor.
–Be conveniently located (transport routes)
– At least 1 foot gap is provided all around each
stacking of each of the items.
–Special requirements (cold chain, fridge, a/c)
–Stacked items are kept one meter from the
perimeter wall
–Be far from sites of potential flooding or
landslides
– Leave a sizeable gap between food and non-food
material
–Be accessible to trucks with a carrying
capacity of at least 10 tons (Secure parking,
turning, loading, unloading, etc)
– Preferably stored in separate rooms.
–Adequate equipment (forklifts, pallets etc)
– Rodent free storage place.
–Be sound, non-combustible (Non-Burning)
construction
– Bird free storage place
– Stored in such a manner to handle First In/ First
Out.
– Stock should be in a countable position
– Updated STACK CARDS are available/maintained
– Detection and segregation of damaged
commodities carried out.
– Frequent physical stock verification carried out
and documentation maintained.
–Hygienic considerations
–Have adequate power supply, lighting,
cooling, etc
–Be dry and well ventilated, free from rodents,
termites and other pests
–Have platforms or ramps for ease of loading
and unloading

3. Basic Equipments in a Warehouse
• Pallets and tarpaulins
• Brooms
• Fire extinguishers
• First Aid Kits
• Repackaging Equipment
• Weighing scales
• Ladders, shovels, torches
• Stationary
For warehouse management it is important to :
• Monitor flow of products
• Handle the receipt of stock
• Returns into a warehouse

4. Selecting a Distribution Site
- Location: Must as near to beneficiaries
as possible
- Perimeter Wall – Must have a perimeter
wall so that beneficiaries can receive
training and their goods in an unhurried
and easily managed process.
- Gate: The Perimeter wall must have a
gate for effective control over who
enters the premises
- Small to large warehouse capacity:
Must be able to house at least one days
distribution stock
- Must have a garden area/ shaded area
for training of beneficiaries.
- Must have a power source for laptop
computer/ lighting
- Must have water supply (handpump) to
provide for beneficiaries
- Must be clean and tidy area
- Must have a level of privacy/ be away
from noisy areas so that training can be
given in an effective manner

5. Distribution Process
Plan View of Two distribution Centres in Supaul District, Bihar, India

6. Selection of Beneficiaries
For NFI’s beneficiaries should be selected principally according to their possessions/ lack of
these, household income and social status should also be considered.
For food items consideration should be given to household dietary patterns, income and
social status and whether households have any pregnant women, lactating mothers or
several children below the age of five.

7. Distribution Card Design
• Card must have a picture of the distribution item
• Card must have a map with directions to the distribution point
• All relevant information must be written in the local language
• Each card must have an individual serial number

8. Distribution Card Design
-If distributing more than one item/ a series of multiple distributions, the distribution
cards should be printed in different colours
- ACTEDs and the Donors logo should be clear and visible
- Beneficiaries who have been given the cards should be informed of time/
location/ the process of distribution and the organisation etc in case of illiteracy
ACTED distribution cards for Hygiene Kits (Blue) and Tarpaulins (Yellow).
The left hand cards are those given to beneficiaries.
The right hand cards have been stamped, signed and punched upon beneficiaries receipt of
training and the items.

9. Giving of Distribution Cards/ Photo Taking
When giving the distribution cards to beneficiaries take a photo of them
clearly showing the serial number of their card in the photo.
This must be done in the order of the serial numbers, later when the
photos are downloaded each photo should be numbered according to
the serial number.
Following this staff can check the beneficiaries numbered card against
their picture files and confirm that this is the intended recipient.
This ensures that the correct beneficiary receives the intended items
Although it
sounds
complicated
this process
is very easy
to do!

10. View on the computer of beneficiaries with each picture numbered
according to the distribution card serial number

12. Entry into the ACTED Distribution Centre
Beneficiaries should be let into
the ACTED distribution centre on
a one card one person basis only
(with the exception being for
babies or small children)
Beneficiaries should be let into
the premises one at a time with
delays so that no crowds develop
within the premises
If the crowd becomes disorderly
ACTED staff should distribute 30
cards (numbered 1-30) these
cards should be given to
beneficiaries who are then called
for entry according to their
number.
This can calm beneficiaries as
they know when they will be
called and will gain entry and so
no longer push forward.

14. Photo Identification
Once beneficiaries enter into the premises they must proceed
to the photo identification where their identity will be
confirmed.
The ACTED ‘photo checker’ can then stamp the card and
they can proceed to training.

18. Line Management
It is important to have several line managers for both outside and inside the premises and to
separate, where possible, male and female beneficiaries and the frail.
One staff member should be ‘floating’ to provide services for beneficiaries and ensure the correct
running of the process.

19. Training
Training should be given to beneficiaries according to the items that they receive.
This should be done prior to the distribution of items.
Groups should be no larger than 30
2 staff members should conduct each training so that one can complete attendance
sheets
If distributing to large groups, trainings can be split into ‘mini trainings’. By creating
extra venues and cutting the training into 3 parts, 90 people instead of 30 can be
trained at any one time. This requires additional staff and supervision.

20. Where possible visual
demonstrations and participation
from the beneficiaries should be
included.
Training should also be conducted
in a quiet and shaded area.
Following training beneficiaries
cards should be signed by an
ACTED staff member to verify their
participation

21. Beneficiaries must sign after receiving
training
If they cannot sign then a thumbprint
must be taken
The Health and Hygiene team should
then maintain proper filing of these
records

22. Checking on the list
Beneficiaries
should be
checked on the
beneficiary list
prior to the
distribution of
items

23. Signature for Receipt of Items
Beneficiaries then sign for
their items

24. Collection of Items
Beneficiaries collect their
items from ACTED staff
Staff collect the distribution
cards for ACTED records

25. Departure from ACTED Office
Beneficiaries are then guided
and when necessary helped
from ACTED premises
ACTED Line Managers
should ensure that
beneficiaries do not loiter

26. Departure from ACTED Office

27. Provisions for Beneficiaries Return to Home
If beneficiaries have travelled a considerable distance/ have
lots of items to carry/ have physical difficulties in returning
home/ have a difficult return route then ACTED should provide
services for their return home.
If it is dark ACTED staff should provide light (torchlight/
lanmplight) and guidance for beneficiaries.
If in a flood area boats may be provided
If the distances are long tractors may be provided. Tractors
should be used in preference of buses as distribution items can
take up considerable space

29. Provisions for Beneficiaries During the Distribution Period
Water
Water should be provided to
beneficiaries at all stages of
the distribution, particularly
when it is hot.
This can be done by line
managers
Shaded rest areas should also
be provided

30. Provisions for Beneficiaries During the Distribution Period
Shade
It is important to provide
shade for beneficiaries
when they are queuing
and when they receive
training.
This can be done through
using tarpaulins

31. Inventory Report
This will be filled by the distribution
supervisor quantity of items received from
the warehouse, total households served as
per ration card on any given day.
This allows us to know the number of items
distributed in a given day against the
selected families and actual items
distributed against the ration card.

32. Follow-up
•
AMEU should monitor the
distribution process and
interview beneficiaries during
the process and upon their exit
from ACTED premises.
•
Close monitoring of the
distribution process will enable
ACTED staff to adapt the
distribution methodology in
order to ensure that all the
beneficiaries pressing needs
are met.

33. Thank You