DISTRIBUTION OF RELIEF MATERIAL

Relief means meeting the immediate needs for food, clothing, shelter and medical aid for
disaster victims. It provides assistance to save lives and alleviate suffering in the hours,
days and weeks following a disaster. For high impact rapid onset disasters like earthquakes,
relief operations have to be launched at very short notice and at very large scale. For
creeping disasters like droughts the relief period may prolong to months or even years.
The two-dominant/critical issues in relief distribution are politicisation of relief and the
problem of ‘scarcity amidst plenty’. In this Unit, there shall be an endeavour to
understand the two problems and explore ways to evolve a better mechanism of relief
distribution/procurement by understanding of constraints in the present arrangements

Planning for Relief Distribution

Keeping in mind the panic that arises during any disaster, it is essential to plan before
hand to ensure that the distribution of relief material in the immediate aftermath of a
disaster is efficient and effective. An effective relief operation is more realistic if correlated
with an efficient disaster preparedness plan. Every major disaster’s impact could becontained effectively to a certain extent and the loss minimised if a good preparedness
plan is in force. Given below are some of the steps that should be taken before the
disaster.
1) Establishment of Early Warning Systems
Science and technology in India have advanced and developed considerably to a state
whereby early warnings in case of disasters like floods and cyclones are a reality. All
agencies involved in disaster relief operations should monitor the information discharged by
the early warning system and should be in touch with the concerned government agencies
at regular intervals for up-to-date information on the setting-in and the progress of
disasters like cyclones and floods. This would facilitate relief agencies to get prepared and
ready for effective disaster relief operations. Agencies working in the areas should monitor
the updates from the forecasting and warning agencies and should pass the information on
to the others.
2) Liaison at the District Administration Level
Liaison with the various concerned departments at the district level in the disaster-prone
areas prior to the manifestation of the disaster would open up better opportunity for the
coordination, preparedness and relief operations. Coordination with the local government
agencies is very essential for an effective operation and for the related formalities. A
healthy relation with the government departments would also ensure the possibility to avail
the infrastructure back up available with them. Entry into a disaster zone, if declared
prohibited due to some reasons, would be easy if a healthy and positive relation is
maintained with the district administration and they are aware of the credentials and
capabilities of the organisation.
3) Planning with the “population-at-risk”
Planning with the ‘population- at- risk’ is very important in disaster preparedness and
relief activities. This would enable the identification of the local resources, capabilities and
existing facilities of the target or hit-areas. An interaction with the ‘population- at- risk’
would also generate a confidence in them to play a positive role in the relief operations
in the aftermath of a disaster. A positive attitude thus generated within the population itself
would contribute towards the disaster preparedness. It would also enable the planning of
an effective relief operation, should the need arise.
4) List of Contact Persons
List of contact persons is an important element of disaster relief preparedness. List of
responsible people from various concerned fields of operation in the probable disaster
zones will help the coordination of the post-disaster activities there. Most of the relief
agencies that rush to the disaster areas find it difficult to establish themselves during the
first few days. Local contacts will enable a smooth entry to the disaster zone. The list
of contact persons may be drawn from local emergency organisations, nodal government
officials, non-governmental and community based organisations, prominent citizens of the
locality who are interested in the issue, or those who are employed or involved with
educational, religious and social service organisations.
5) Pre-Stocking
Pre-stocking of relief materials is always useful in making relief operations effective
immediately. Pre-stocking will avoid the last minute rush to procure the materials, whichinvariably would be in short supply after a disaster and will require time to procure, pack
and transport. Materials for pre-stocking may include food grains, blankets, basic medical
supplies, clothing, utensils, tents and other back-up equipment.
6) Alternate Routes
Alternate routes for the movement of the relief materials form other parts of the district,
state or country into the disaster zone should be well worked out in advance. There is
a chance that the direct route linking the disaster site with the regional centres would be
cut off or else choked with traffic of outbound survivors or inbound relief teams.
Continuous supply chain of the relief materials to the field teams is very critical and must
be ensured through back-up routes.
7) Training And Education
Training and education is a very important component for ensuring sound disaster relief
preparedness that will help make relief operations efficient. Training and education is
essential both for the population ‘at- risk’ and the implementing personnel. The training
and education aspect will have to be of a continuing nature to keep the system operational
at its most efficient level at all times by keeping people reminded of their roles and by
training and educating any new people that join at any time.
8) Mapping
Mapping is useful for coordination as it provides spatial distribution of information items
including hazards, vulnerabilities and capacities. Maps should be prepared and maintained
in an updated state in advance, with the following information marked on them:
 Hazards
 Natural features
 Settlement details with housing and other activity areas
 Vulnerable areas (high density, poor buildings, low-lying, etc.)
 Availability of materials
Communication routes: Road/Rail/Air/Water
 Alternate routes
Areas for evacuation
Locations for potential relief camp sites
  source/alternate source for water/food

 Location for warehousing/facilities
The Maps may be prepared at the following levels:
 Village/neighbourhood level
 Taluk /mandal/ town level
 District level
State level
 Zonal level
 National level
Time Factor
Time factor is an important aspect to be considered in an immediate disaster relief
operation. An effective relief operation should be launched within hours and may need to
continue for up to a few weeks, depending on the intensity of the disaster. A speedy
operation would be more beneficial to the disaster victims since their very life and survival
is at stake after a disaster.

TYPES OF PROGRAMMES AND DISTRIBUTION
SYSTEMS::
I) Feeding Programmes
Feeding programmes aim to provide individuals with free food to make up the difference
between supplies at hand and basic needs. Where feeding is considered necessary for
particular population groups, it may be provided in the form of cooked meals or dry
rations. In practice, if feeding is necessary at all, an integrated package of measures
should be envisaged, which is appropriate to local socio-economic situation as well as
observed nutritional needs. The very clear separation, which is often made between
general, and supplementary feeding, may not always be appropriate. The feeding
programme, either the distribution of dry ration or arrangements for the distribution of
cooked food, should be limited to the shortest possible duration. The duration may be ten
days to fifteen days after the onset of disasters like floods and cyclones. For drought, a
different strategy may be adopted, whereby a long-term food support programme may be
necessary.
There are three types of feeding:
 General Feeding: Basic food/meals are provided for all members of all households
within particular population groups affected by the disaster. Locally available food
and which is more acceptable is provided. General feeding can be of two types: (1)
Distribution of dry ration, (2) Distribution of cooked food.
 Supplementary Feeding: Additional food is given to select nutritionally vulnerable
individuals to compensate for specific deficiencies. Usually, supplementary feeding is
given to children and expectant/lactating mothers. Supplementary feeding can be in
the nature of distributing high-energy biscuits/cakes or powder mix. However, proper
instructions for the consumption or dosage should be well explained to the beneficiaries
before distributing the same.
 Therapeutic Feeding: This type of feeding is usually undertaken for nutritional
rehabilitation. Special intensive feeding is provided under close medical supervision for
severely mal-nourished persons, usually children and old persons.
II) Distribution of Dry Ration
Distribution of dry ration is suitable where the disaster victims can cook themselves. It is
also good since it involves the beneficiaries and keeps them busy instead of their sitting
Distribution of Relief Material 243
idle and thinking of their trauma. It is better that the distribution is limited to ten to fifteen
days’ ration. Taking the logistic considerations, it is advisable that the ration quantity for
the whole intended period is given to the victims at a time.
The procedure for the distribution may be as follows:
 Survey door-to-door in the target area/village and distribute tokens to each household
against their acknowledgement on the beneficiaries list;
 Seek the help of local level government and local leaders while surveying. This will
help eliminate duplications and identify the genuine beneficiaries;
 Ask the beneficiaries to collect the ration against production of the token handed
over to them, collectively from the distribution point at an appointed time and place;
 Ensure that the distribution is made in the presence of a local government worker
deputed by the District Administration. This is to facilitate transparency with the
community as well as government authorities;
 Enforce strict crowd management while distribution takes place. If necessary seek the
assistance of police;
 Distribution sites may be a public institution in the area, centrally located or the base
camp office.
III) Distribution of Cooked Food
Logistic and management problems are more while attempting the distribution of cooked
food to the disaster victims. It is always a healthy practice if victims themselves can
organise the cooking and distribution process for their community. Distribution of cooked
food should be resorted to only when there is no capacity in the families to cook their
food, and it should be continued for the shortest possible time. The procedure may be
as follows:
A) Where community cooking/feeding is possible:
 Organise the disaster victims to formulate a committee and assess the food/cooking
requirements for the community to be fed;
 Concentrate on simple diet consisting of food items that are easily available in the
market or at least in the district headquarters;
 Assess the number of days for which food aid is necessary and supply the
community with at least 5 to 7 days of food stock and cooking requirements at a
time;
 Cooking vessels may be purchased and provided to the committee. The community
may use these vessels in the future for common purposes;
 Enforce strict supervision in regard to hygiene during cooking of the food and its
distribution. Enforce discipline and crowd management systems;
 Ensure availability of good drinking water and maintain all sanitary/hygiene aspects in
the kitchens;
 Open the kitchen for feeding at pre-determined timings only; and
244 Disaster Management
 Food to be cooked should be on a thorough calculation of the required quantity in
order to avoid wastage.
B) Where community cooking and feeding is not possible:
 Cook the food in a central kitchen and transport the same to the community;
 Food may be transported in bulk in vessels and distributed to the victims in the
vessels they bring;
 Ensure that the vessels used for transportation of the food are properly closed during
the transportation to avoid contamination;
 Also ensure that the vessels the beneficiaries bring to collect the food are clean. If
necessary, arrange a drum with water to wash them before collecting their food;
 The food may be packed into required packets and the packets transported to the
community and distributed to each individual;
 Seek the assistance of the community representatives in the cooking, transportation
and distribution process;
 Cooked food should be distributed at the earliest to the beneficiaries, to avoid
spoilage and bacterial contamination. It should be ensured that the beneficiaries
consume the food soon;
 If packed in individual packets, the packets should be of good quality material and
packing done in very clean environment;
 Every food packet should have a uniform quantity of food, as per planned ration
rate;
 It is always advisable to prepare one type of food, avoiding varieties in order to help
easy management of cooking process. However, it should be a different type of food
at the next distribution round;
 Records have to be maintained as to how many people benefited from the feeding;
a beneficiary list may be developed.
IV) Distribution of Standard Relief Material
Post-disaster material distribution should be very appropriate and need based. Instead of
doing many rounds and giving random items on ad-hoc basis, complete family kits should
be prepared and distributed in one go. One standard relief set usually consists of the
following materials:
 Clothes for adult male and female, appropriate to local climate and culture;
 Clothes for male and female children, appropriate to local climate and culture;
 Mats and blanket/bed-sheets depending on local weather;
 Basic utensils for cooking, storing and eating;
Tent or tarpaulin if needed;
 Dry rations to last for two weeks;
Distribution of Relief Material 245
 Essential commodities like torch, footwear, storage bags;
 Soap, and toiletries based on needs and local practices; locally appropriate materials
for women’s sanitary needs; and
 Special provisions for families with infants.
All the above items are packed into one set and handed over to each household. The
distribution process may be as follows:
 All the affected families in the selected disaster area should be considered for the
relief assistance, irrespective of caste, creed and religion.
 The distribution process should not be influenced by religious or political motivations.
 Staff and volunteers will do door-to-door survey of the area affected by the disaster.
Assistance of the local officer and local leaders/elders should be sought while
undertaking the survey. Identification of the beneficiaries along with the help of local
leaders will eliminate possible duplications and identify the genuine victims. It will also
avoid complaints of biases.
 If there are doubts or complaints, names of the beneficiaries should be verified with
the latest voters-list or with the village/municipal list at the village/municipal/ district
office.
 In cases where the group is very large or confusion is anticipated in the distribution
process, a distribution token system should be used. After verification of the name
of the beneficiary, her/his name should be written in the beneficiaries list with all the
particulars required therein. Her/ his signature should be obtained in the list against
her/ his name and a serially numbered token issued. The token should be countersigned
by the issuing officer.
 The beneficiary should be requested to collect the relief packet from the distribution
point at the pre-determined time against token issued to him/her.
 At the distribution point, the relief packet should be issued or released to the
beneficiary against the token produced. The token may be collected and cancelled
to avoid double distribution against one token.
 As a general policy, either all equally deserving victims at a distribution center should
get relief, or none of them.