How to organise a cake sale from start to finish

A successful cake sale depends on getting the sequence right: secure the sales booth first, set the range and prices, then collect pre-orders and dietary information before you bake. Plan the baking and finishing work around storage space and the event time, not just around volunteer availability. On the day, cakes, labels, payment supplies and hot drinks should arrive in separate, easy-to-find groups. This guide helps you avoid the details that are commonly left until the last hour.

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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

1
Reserve the sales booth
2
Determine the assortment and prices
2 people
3
Send invitations
2 people
4
Process pre-orders
5
Collect dietary requirements
6
Confirm the volunteer schedule
7
Do the shopping
2 people
8
Check cake tins and kitchen equipment
2 people
9
Bake cakes
4 people
10
Finish the cakes
3 people
11
Chill and store cakes
2 people
12
Prepare allergen labels
2 people
13
Print price tags
14
Pack pre-orders
2 people
15
Prepare petty cash and payment methods
16
Pack up supplies and materials
3 people
17
Transport cakes to the venue
3 people
18
Set up tables and chairs
4 people
19
Set up party tent
4 people
20
Set the tables
3 people
21
Display the cakes
4 people
22
Place allergen labels
2 people
23
Set up the coffee and tea station
2 people
24
Set up the payment point
2 people
25
Place waste stations
26
Brief the sales team

Event

27
Open the sales counter
3 people
28
Serve cakes and coffee
4 people
29
Refill drinks
30
Hand out pre-orders
2 people
31
Record sales and payments
32
Restock cake supply
2 people
33
Collect tableware and waste
2 people
34
Close the sales counter
3 people

Aftercare

35
Count the cash float and store it securely
2 people
36
Pack leftover cakes
3 people
37
Take down tables and materials
4 people
38
Wash dishes
2 people
39
Clean the venue
3 people
40
Take out the trash
2 people
41
Return borrowed materials
2 people
42
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. Offer a manageable range, record the expected quantity for each cake, and keep prices visible on price tags and menu boards.
Close pre-orders early enough to shop and bake accurately. Pack each order separately, include dietary information, and keep a written collection list at the payment point.
Check cake tins, baking trays, mixing bowls and cooling racks before shopping. A missing tin can add hours to the schedule, especially when several cakes need to cool before finishing.
Create a volunteer rota with named shifts and handovers. Use separate people for serving, payments, coffee and tea, and restocking so the payment point is never left unattended.
Set up the sales area before displaying the cakes. Test coffee machines and kettles with the available extension cords, place allergen labels beside the correct cakes, and keep cash and payment supplies at one clearly marked point.

Frequently asked questions

How far in advance should I organise a cake sale?: Start at least 2 to 3 weeks before the sale. Reserve the booth first, then allow time for invitations, pre-orders, dietary requirements, volunteer shifts and shopping before baking begins.
How many cakes do I need for a cake sale?: Use confirmed pre-orders as your baseline, then add around 10% to 20% for walk-up sales. Adjust the total to the expected footfall and the number of portions each cake provides rather than baking a fixed number of whole cakes.
When should I bake cakes for a cake sale?: Bake most cakes 1 to 2 days before the sale so they can cool, be finished and labelled without rushing. Chill or store them according to their ingredients, and transport them only after the storage plan is ready.
How do I label allergens at a cake sale?: Prepare allergen labels while the recipes are still available, not during setup. Put one label beside every cake and record dietary information for pre-orders before packing them; allow at least 30 minutes to check the display before opening.

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.