About being a Coordinator

How to be coordinator, step by step.


1. Copy and paste this posting to your computer so you can edit it:

VDL Grass Fed meat delivery for individuals and families (small or large quantities)

Hi all,

We have been getting meat deliveries from Steve at VDL GrassFed Meats (small farm in Northern Wisconsin) for over a year now. Steve makes delivery runs every 2 months and the next delivery is scheduled for **(insert date)**. We are serving as a delivery location for the **(Neighborhood)** neighborhood & surrounding area!

Prices are reasonable, quality is great. Steve is very personable / willing to answer any questions!

If you are interested in joining the **Date** run, please email Steve@VDLGrassFed.com with your order and state you want to be part ot the "(Neighborhood)** drop spot.

Then, email me, the coordinator at **(your email)** so I can add you to the list to contact for pick up instructions.

Here's a link to his website if you want to browse the products: VDLGrassFed.com

Our favorites are the paleo snack sticks, bacon and bacon burgers!

From the website: "Our beef gets no grain, antibiotics or hormones. Pork is raised outside. Chicken is raised on Non GMO Feeds and Grass. All animals are humanely raised." VDLGrassFed.com

*** End of Posting ***

2. Edit the posting so that it is personal to you and has the right dates. Put in whatever you think is best. The above is only a suggestion that has worked well for some.

3. Post it on NextDoor.com and your neighborhood FaceBook page when you get the first advance warning of a delivery. Usually about two weeks before the delivery.

4. Re-Post the same thing or something like it about a week in advance of the delivery. A trick to remember when this is: Don’t put in your own order until you get the one week advance warning from Steve. That one week warning will serve as a reminder to make your second posting.

5. Talk about it every chance you get.

6. Done. You have done all the hard work.

7. Send in your own order before the order deadline (Usually the Wednesday before delivery).

8. Be available at your drop time. If you can’t be available, contact Steve so he can work something else out so your neighborhood doesn’t go without a delivery.

9. Read the below data so you are filled in on delivery day procedure and more of the fine points.

10. If you have ANY questions at all, let Steve know. He answers most emails within a few hours. Always within 24 hours.



The fine points about becoming a Neighborhood Coordinator….

I am going to put a conversation (edited of course) that I had with one of my earlier coordinators:

First thing: I sent out some sort of notice letting people know that I wanted neighborhood coordinators. I had a lot of meat on hand at the time. It doesn’t look like the supply is going to be less any time soon so that part still applies.

Second thing: Got a response from Allison with the following questions:

1. We live in ***, I'm assuming we would be part of your *** route?

2. How often do you run the route?

3. If we did join, any guess on our drop off time?

4. What's the perk of being a drop off, besides my own pick up convenience?

5. Would we need freezer space or coolers?

6. Anything else we might need to know?

Third thing: I responded.

1. *** or *** Route?

As with most things, it depends. Mostly on what works for you. Your location could be on one or two different routes. How about sending me your address. I will map it to see what works best for me. If that also works best for you, then we are set. If it doesn’t work for you it obviously doesn’t work for me either so we will go from there. I may be able to shift things around and make it better. Maybe not. We will have to see.

2. How often?

I make every route about every two months. When Holidays get in the way I move the run date around a bit. You might need to remind me that *** date is a holiday when I first mention the schedule. I have been saved that way multiple times by coordinators. It doesn’t work very well to make a delivery on Labor Day or Christmas. People have other plans than picking up meat, obviously.

3. Guesses at drop time.

If you want to be on the *** route I would get there at about ***. Drop times range from 07:00 AM until about 2:00 PM so far. That might change in future. When I am planning the trip I have some idea of when I will get there. It might change a bit depending on other stops that are added / subtracted that trip, traffic, etc.

4. The main perk for being a drop off spot is that you get 5% of the total drop as a commission paid in meat. Either as extra meat (usually ground beef, but you can choose to a certain degree) or the amount of the commission can come off your order. Either way works for me.

* Another perk is that if someone doesn't pick up and you can't get hold of them to remind them to pick up or it is a screwed up order, you get the meat. That happens once in a while. One coordinator in Mpls got an extra 24 pounds of ground beef a few months ago. The guy had said he wanted 2 bags of ground beef. I thought he meant two shares. He thought he meant 2 one pound bags. He didn't verify the estimate and I didn't satisfy that little itch in my mind about his order. That big of a screw up doesn’t happen very often I am glad to say!

The coordinator liked it though and her having the meat was much better than my having to drive all the way to Mpls to pick up some melted meat. She had to figure out how to get it into her freezer. I think she got a friend to help with some freezer space. Of course ground beef makes an excellent incentive to help…

* Another perk is that when you promote you get new people. You will get a pound of ground beef for every new person that orders. That is on top of any commission that you earn from their order. New people are valuable. More about this later.

5. You won't NEED freezer space or coolers but I think it is a good idea to have something, a couple cardboard boxes, a cooler, a blanket, etc. A cardboard box will keep the meat frozen for several hours as long as it isn't in the direct sunlight. If someone forgets to pick up (it happens) you would need to be prepared to call them up, get their phone number / email from me, etc. Mostly everybody picks up within an hour or so of drop time and that is not a problem with the frozen meat.

Many (most) coordinators just have an out of the way place (blanket on the floor in the garage, cooler on the porch, box on the porch, to the left of the entry as you come in, etc) where the meat hangs out. The blanket thing works well. Just put the meat on one half of it and then flip the blanket over to cover the bags of meat. That keeps it colder longer. Then people come in and pick up. After an hour or so, the coordinator checks it out and sticks what is left into a cooler and calls the recalcitrant person up. If it is still there after another hour or three it goes into the freezer and the person gets charged the pound, or gets scolded, or a dirty look, or a big smile, or whatever.

You might get a call from someone once in a while asking you to hold their meat for them until they can pick up. Maybe an hour or two, maybe to keep overnight. Maybe once every three drops. That has to be handled on a case by case basis. You are under no obligation to do it. I tell coordinators that they should charge the people a pound of ground beef for holding it for them. Some do, some don't. Totally up to you.

6. Anything else? Not that I can think of right now.

Fourth thing: Something(s) came up later:

• Minimum number of orders? No and yes. No there isn’t a minimum number of orders or minimum size of orders. I do have a requirement of value of the total drop though. That is $500 bucks minimum. The first time or two is not a problem. After a while making a drop of less than 500 bucks worth becomes difficult to justify financially and time-wise. It costs money and time to make drops so the drop needs to pay for itself.

• I am putting in something that has been used in the past: Promo Pounds. The coordinator, or anyone who refers new customers gets a pound of ground beef for anyone they refer who orders for the first time. If the coordinator posts on their neighborhood Facebook page or NextDoor.com and gets 5 new people to order through their drop spot, they get 5 extra pounds of ground beef plus the 5% commission paid in meat based on the value of those orders.

If Josey Jones mentions to their mother that they are getting great meats from me and Mom then orders and mentions that Josey referred them, Josey gets the Promo Pound. The coordinator where Josey Jones Mom picks up gets the 5% commission on that order. Hope that makes sense.

• Promoting. I can’t say enough about Neighborhood FaceBook pages and NextDoor.com. If you aren’t part of a neighborhood FaceBook page, you should join one, or two if possible in your area. If you aren’t on NextDoor.com, you definitely need to start. If you do this right, you can get multiple new orders every drop. I have one or two places in neighborhoods where the demographics are right that the coordinator gets almost all of their meat for ‘free’. There is a bit of work involved, but no or very little money changes hands with me.

• List of people picking up. You can ask for a list of people picking up if you want. No worries. I will send what data I have including who and how much they are ordering. Sometimes people contact me without also contacting you. Or one of my other customers decides your place is closer to their house, etc.

• How close can a new drop spot be to another drop spot? Like most things, that depends. If you live in a place like Bruce, Wi, population 749, I would say don’t put another one in the same town. If you live in a bigger town, like Minneapolis, I would say 2 - 3 miles should be OK. Just check with the other drop spot if you think there might be a conflict. I will help sort out any disagreements if there are any. It is not OK to poach on someone else’s people but at the same time it should be realized that people are going to go to the closest drop spot to where they live. You will for sure get more people at your drop spot if you promote well and do a good job.

Let me know if you have any questions at all. I type fast and like questions. I also can use the answers to those questions to add to this document….

Hope that helps.

SV