Cake sale shopping list and essentials

A cake sale needs more than cakes and a cash box. You will need a clear way to display and serve the cakes, equipment for coffee and tea, allergen and price information, and a simple payment point. Plan separate supplies for the sales table and for transporting, storing, and setting up the cakes. This list also helps you spot items that are often forgotten until the first customer arrives, such as serving utensils, extension cords, cake stands, and waste stations.

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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
- Wheat flour - 12 kg
- Granulated sugar - 8 kg
- Brown sugar - 2 kg
- Butter - 6 kg
- Eggs - 120 pieces
- Baking powder - 20 packets
- Vanilla sugar - 20 sachets
- Vanilla extract - 2 bottles
- Cocoa powder - 1 kg
- Dark chocolate - 3 kg
- Milk chocolate - 2 kg
- White chocolate - 1 kg
- Whipped cream - 5 liters
- Mascarpone - 2 kg
- Cream cheese - 2 kg
- Powdered sugar - 3 kg
- Apricot jam - 3 jars
- Strawberry jam - 3 jars
- Apples - 5 kg
- Lemons - 2 kg
- Bananas - 3 kg
- Berry mix - 2 kg
- Raisins - 1 kg
- Walnuts - 1 kg
- Almonds - 1 kg
- Cinnamon - 4 jars
- Gingerbread spice - 4 jars
- Salt - 1 pack
- Gelatin - 4 boxes
- Cake decoration - 10 bags
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee cream - 4 tubs
- Sugar sticks - 500 pieces
- Spa Blauw - 4 crates
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Cake boxes - 40 pieces
- Paper gift bags - 100 pieces
- Napkins - 300 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 6 rolls
- Labels - 150 pieces
- Pens - 12 pieces
- Receipts - 2 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 8 rolls
- Hand soap - 2 bottles
- Disinfecting hand gel - 2 bottles
- Sponges - 6 pieces
- Nitrile gloves - 2 boxes

Tips

Plan one serving plate and one pastry fork per expected tasting or purchase, then add around 10% extra for breakages and unexpected demand.
For every coffee or tea station, provide cups or glasses, spoons, a kettle or coffee machine, and a safe way to connect equipment; check the number and length of extension cords before event day.
Prepare one price holder or menu board for each main cake group, plus clearly visible allergen labels for every cake before the stall opens.
Use cake stands or raised trays so the full assortment is visible, and keep knives, cutting boards, and serving utensils at the sales table rather than in a separate box.
Pack pre-orders separately from display cakes and transport chilled cakes in coolers when needed; label each package before leaving so collection does not slow down the queue.

Frequently asked questions

What do I need for a cake sale stall?: Bring tables, tablecloths, cake stands, serving utensils, pastry plates, pastry forks, price holders, menu boards, allergen labels, and a cash drawer or other payment method. Add chairs, a party tent, and waste stations if the sale is outdoors or runs for several hours.
How many plates and forks do I need for a cake sale?: Start with one plate and one fork for each planned serving, then add at least 10% extra. For 100 servings, prepare about 110 plates and 110 forks, plus additional pieces if customers will eat at the stall.
What equipment do I need to serve coffee and tea at a cake sale?: You need a coffee machine, kettle, coffee cups, tea glasses, coffee spoons, and bowls for items such as sugar or tea supplies. Check the power supply at least one day beforehand and bring extension cords and power strips where permitted.
How should I transport cakes to a cake sale?: Pack cakes in stable boxes or trays and use a transport trolley for larger quantities. Keep cakes that need chilling in coolers, separate pre-orders from display stock, and finish packing at least 30 minutes before leaving for the venue.

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