Here's a step-by-step guide:
Planning the Event
Set Clear Goals
Decide on the fundraising target.
Choose a specific cause to support and clearly communicate this to participants.
Pick a Date and Venue
Choose a date that gives you enough time to prepare.
Select a venue such as a community hall, church, school, or even a garden.
Create a Budget
Include costs for venue hire, ingredients, decorations, and promotional materials.
Aim to get as many items donated as possible to maximize funds raised.
Recruit Helpers
Gather volunteers to help with baking, setting up, serving, and cleaning up.
Plan the Menu
Offer a variety of cakes and coffee options (e.g., decaf, tea, hot chocolate).
Include gluten-free, vegan, or nut-free options to cater to dietary needs.
Promoting the Event
Spread the Word
Use social media platforms to create an event page.
Distribute flyers in local shops, libraries, and schools.
Contact local newspapers or community groups for additional coverage.
Offer Pre-Orders
Allow people to pre-order cakes if they cannot attend.
Partner with Local Businesses
Ask local bakeries or coffee shops to donate items or sponsor the event in exchange for advertising.
Setting Up the Event
Decorate the Venue
Use banners, tablecloths, and signs to create a welcoming atmosphere.
Display information about the cause you're supporting.
Create Stations
Set up separate areas for serving coffee, displaying cakes, and accepting donations.
Include Entertainment
Add a raffle, quiz, or live music to keep attendees engaged.
Use a Payment System
Provide cash boxes and card readers to make payments easy.
Offer a “pay what you can” option for accessibility.
During the Event
Engage with Attendees
Share stories or information about the cause to encourage donations.
Thank everyone for attending and supporting the event.
Track Donations
Keep a record of funds raised during the event.
Encourage Further Support
Share details on how attendees can continue to support the cause after the event.
Post-Event Follow-Up
Thank Participants
Send thank-you messages to volunteers, donors, and attendees.
Share Results
Announce the total funds raised and how they’ll be used.
Use social media or email updates to keep supporters informed.
Evaluate and Reflect
Discuss what went well and what could be improved for future events.