Cake sale checklist: what to arrange and when

A cake sale needs more than homemade cakes and a table. You need time to promote it, collect registrations and dietary information, coordinate volunteers, and confirm how every cake will be priced and labelled. On the day, set up the sales area, payment point, drinks station and hygiene area before opening. This checklist puts the work in a practical order so cakes, equipment, volunteers and customer information are ready when sales begin.

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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

Prepare sales information
Create flyer and online post
Send invitations
2 people
Reserve venue
Recruit volunteers
2 people
Process registrations
Collect dietary requirements
Keep track of cake list
Create volunteer schedule
Check the shopping list
2 people
Do the shopping
2 people
Make price tags
2 people
Pick up cakes
3 people
Check the cakes
2 people
Label cakes
2 people
Test the cash register and payment method
2 people

Event

Open venue
2 people
Set up tables
4 people
Set up booth
4 people
Hang decorations
2 people
Display the cakes
4 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set up the cash register
2 people
Set up the hygiene area
2 people
Open sales point
3 people
Welcome visitors
2 people
Serve cake slices
3 people
Serve coffee and tea
2 people
Refill drinks
Restock supplies
2 people
Handle payments
2 people
Answer dietary questions
Empty trash bins

Aftercare

Close sales point
3 people
Pack leftovers
3 people
Count the proceeds
2 people
Take down tables and materials
4 people
Wash dishes
3 people
Clean the venue
4 people
Return materials
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 12
Tableclothsqty 6
Display standsqty 8

Tableware

Reusable dessert platesqty 120
Reusable dessert forksqty 120
Coffee cupsqty 80
Tea glassesqty 40
Teaspoonsqty 80
Cake serversqty 6
Cake knivesqty 6
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Cake boxesqty 40
Food storage containersqty 12
Coolersqty 4
Thermos flasksqty 6
Water jugsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Payment terminal
Cash box
Extension cordsqty 2

Decorations

Sales banner
Price signsqty 20
Allergen cardsqty 30
Table decorationsqty 6

Cleaning

Waste binsqty 4
Cleaning clothsqty 12
Dishpanqty 2
Soap dispenserqty 2

Catering

Groceries

Tips

Start promotion at least 2 weeks before the sale. Include the date, opening hours, venue, payment options and how people can register cakes or volunteer.
Close cake registrations 3 to 5 days before the sale. Use the final list to check quantities, collect allergen information and prepare labels and price signs.
Create volunteer shifts of 60 to 90 minutes, with at least one person assigned to payments and another to serve or restock cakes during busy periods.
Test the payment terminal, cash box and extension cords at least 1 day beforehand. Bring a backup payment method and enough small change for the first customers.
Allow 60 to 90 minutes for setup before opening. Put allergen cards beside the relevant cakes, chill drinks, prepare coffee and tea, and leave clear space around the hygiene area.

Frequently asked questions

How far in advance should I organise a cake sale?: Start planning 3 to 4 weeks before the sale. Reserve the venue and recruit volunteers first, then promote the event at least 2 weeks ahead and finalise the cake list 3 to 5 days before.
How many volunteers do I need for a cake sale?: For a small sale, schedule at least 3 people per shift: one for payments, one for serving and one for restocking, drinks or customer questions. Add a fourth person during the busiest 60 to 90 minutes.
When should I label cakes and prepare allergen information?: Check and label the cakes as soon as they arrive, ideally 30 to 60 minutes before opening. Keep ingredient or allergen information next to each cake rather than relying on memory.
How much setup time does a cake sale need?: Allow 60 to 90 minutes before customers arrive. This covers tables, tablecloths, display stands, price signs, the payment point, drinks, hygiene supplies and the final cake check.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.