Guide for Coffee Shop/Cafe Convenor

4 April 2011 by admin in Fetes

Guide for Coffee Shop/Cafe Convenor

> Here is some very handy information about running a coffee shop/cafe

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These guides have been prepared over time from suggestions sent to us by volunteer event organisers.

Please use all of our resources as a guide only, and modify them for your own circumstances. Fetes and Festivals takes no responsibility for any errors or omissions contained within.

Best of luck organising your event, and please stop by later to contribute your own ideas, resources and photos!

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To Do List:

Seek sponsorship or donation for coffee machine (responsibility can be given to sponsorship team)
Seek donation for salad vegetables and bread (if having sandwiches) (responsibility can be given to sponsorship team)
Seek donation for grocery items (responsibility can be given to sponsorship team)

** The above 3 sponsorship deals could be separated as above or ask one company to sponsor the entire thing**

Think about how you are going to decorate your stall
Fill out the Stationery Order Form and give it to the Secretary
Keep receipts for expense claims for goods purchased for the stall, fill out the Expense Claim Form and give to the Treasurer so they can reimburse you
Liaise with site convenor to discuss what equipment you will need. (eg. tables, chairs, fridge, freezer (if having ice cream), extension cords, powerboard)
Send letters home to parents asking people to volunteer on Fete Day and bake goods to sell (about 4 weeks prior)
Send a Reminder Letter home 2 weeks prior about baking goods
Organise Volunteer Roster and email to volunteers
Order napkins, plates, forks, knives, etc… with the person who is going to do the bulk ordering of supplies (probably Fete Convenor)
Pick up coffee machine
Create price lists and print enough for the stall and to promote around the school
Fill out Float Option Request Letter and give it to the Treasurer
The week before the Fete, collect your float, and sign for it
Print out the Coffee Shop/Cafe Checklist and have a look to see if you need to organise anything

Fete Day:

Check off the Coffee Shop/Cafe Checklist to make sure you have everything you need to take to the Fete (can be done the day before)
Set up tables and chairs
Set up your coffee machine. Make sure you bring a bucket for the water to siphon from as it won’t be plumbed into the taps
Make sure you have the float and a waisted money bag or lockable money tin
Put up your decorations
Butter bread if making sandwiches, keeping some unbuttered for Nuttelex as there may be someone with a dairy allergy/intolerance
Wash and slice salad vegetables unless you have ordered them sliced
Make up some children’s sandwiches ready to go i.e. vegemite, jam or cheese and package them in zip lock bags
Parents will be bringing in the baked goods and they will need to be wrapped individually (in cling wrap) and placed on the sale table. Keep allergy free foods separate and label clearly
It is best to have one or two volunteers making sandwiches and then 3/4 people serving
Fill out the Stall Financial Summary each time money is collected and sign receipt book
Pack up and keep an inventory of left over stock (depending on what time your Fete finishes, you might want to do this the next day)

** If you didn’t want to have a coffee shop, you could have a coffee van instead which is a lot easier to organise and you can negotiate with the owner that they pay you a certain percentage for each cup of coffee sold.

Wrap Up:

You may wish to write a note to put into the Fete wrap up newsletter to thank your volunteers
After the Fete, don’t forget to prepare handover notes – download template below

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Downloadable Templates:

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Relevant Resources:

Coffee Shop/Cafe Checklist.docx

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Click here to send in your photos, templates and ideas!

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