How to stage coffee and cake events to raise funds for good causes

Organising a coffee and cake event to raise funds for a good cause can be both enjoyable and effective. 

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.