Cake sale checklist: what to arrange and when

A cake sale needs more planning than baking a few cakes and putting them on a table. You need to book the sales booth, decide the range and prices, collect pre-orders and dietary information, and coordinate volunteers before the day. This checklist takes you from the first arrangements through baking, labelling, transport and stall setup. It also covers the details people often leave too late, such as payment methods, chilled storage, extension cords and clearly displayed allergen information.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve the sales booth
Determine the assortment and prices
2 people
Send invitations
2 people
Process pre-orders
Collect dietary requirements
Confirm the volunteer schedule
Do the shopping
2 people
Check cake tins and kitchen equipment
2 people
Bake cakes
4 people
Finish the cakes
3 people
Chill and store cakes
2 people
Prepare allergen labels
2 people
Print price tags
Pack pre-orders
2 people
Prepare petty cash and payment methods
Pack up supplies and materials
3 people
Transport cakes to the venue
3 people
Set up tables and chairs
4 people
Set up party tent
4 people
Set the tables
3 people
Display the cakes
4 people
Place allergen labels
2 people
Set up the coffee and tea station
2 people
Set up the payment point
2 people
Place waste stations
Brief the sales team

Event

Open the sales counter
3 people
Serve cakes and coffee
4 people
Refill drinks
Hand out pre-orders
2 people
Record sales and payments
Restock cake supply
2 people
Collect tableware and waste
2 people
Close the sales counter
3 people

Aftercare

Count the cash float and store it securely
2 people
Pack leftover cakes
3 people
Take down tables and materials
4 people
Wash dishes
2 people
Clean the venue
3 people
Take out the trash
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tent
Tablesqty 6
Chairsqty 12
Cake standsqty 10
Transport trolley

Tableware

Pastry platesqty 100
Pastry forksqty 100
Coffee cupsqty 80
Tea glassesqty 40
Coffee spoonsqty 80
Serving utensilsqty 12
Bowlsqty 8

Decorations

Tableclothsqty 6
Buntingqty 4
Flower arrangementsqty 4
Price holdersqty 12
Menu boardsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Cash drawer
Payment terminal

Kitchen

Cake knivesqty 6
Cutting boardsqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Baking traysqty 8
Cake tinsqty 10
Cooling racksqty 8
Cash counting tray

Cleaning

Waste binsqty 4
Handwashing sink
Cleaning bucketsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the assortment and prices before sending invitations, so customers know what they can order and you can estimate how many cakes, plates and serving utensils are needed.
Close pre-orders early enough to shop and bake accurately. Keep a separate list of dietary requirements and attach the correct allergen label to every relevant cake before transport.
Confirm the volunteer schedule at least several days in advance, including who will run the payment point, refill the coffee and tea station, serve cake and pack up.
Prepare cash and other payment methods before the event, then test the cash drawer, payment point and any extension cords or power strips before customers arrive.
Transport finished cakes only after they are chilled and securely packed. Take cake stands, price holders, menu boards and waste stations with the stall supplies so the display is ready immediately.

Frequently asked questions

How far in advance should I organise a cake sale?: Start planning at least 2–3 weeks before the sale. Reserve the sales booth first, then allow time for prices, invitations, pre-orders, volunteer shifts, shopping and baking.
How many cakes do I need for a cake sale?: Use confirmed pre-orders as your minimum and add around 20–30% for walk-in customers. The exact number depends on cake size and expected visitors, so set the assortment before buying ingredients.
When should I bake cakes for a cake sale?: Bake most cakes 1 day before the sale, then finish, chill and store them safely. Complete labels, price tags and pre-order packing before leaving for the venue.
How should I prepare allergen labels for a cake sale?: Prepare labels as soon as the recipes and ingredients are fixed, and place them beside each cake before opening. Do not rely on memory or verbal explanations; keep dietary requirements with the order and display information clearly.

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