The holiday season is prime time for fundraisers and craft shows. No craft show would be complete without a bake sale. If you have been tasked to coordinate the bake sale, follow these simple tips to ensure your mouth-watering event is a huge success!
For starters the coordinator will need plenty of help and will need to be an organized person. Treat this small endeavor as you would a business. You'll need an accounting, marketing, operations and human resources department.
You'll need someone to post newspaper ads, flyers and posters. Someone else is needed to help with set up and tear down - whether you have one table or ten you'll need chairs and table coverings. Make your table inviting. Use holiday table coverings, garland or Christmas lighting.
One of the biggest tasks of coordinating a bake sale is coordinating the donations. There needs to be a systematic method to ensure your table isn't chock full of crispie rice treats and very little else. Pass around a sign up sheet to your parents, church members, and band boosters or wherever you will get your bakers.
Then it will be vitally important that you contact each person, twice. Once to inform them how the items need to be packaged. They must be individually wrapped and properly labeled. It's not a bad idea to also list ingredients.
Remind your bakers that the baked goods will be sitting out at room temperature for a number of hours, so not to use any ingredients that need to be refrigerated. If the item doesn't look absolutely delicious, it will likely just sit on the table all afternoon, unsold. Presentation is important.
The donation coordinator will also want to phone everyone again the day prior to when the donations need to be available. People are so busy that reminder calls aren't looked at as a bother but rather a benefit.
Determine who will man the cashier position. Seed the cash box with enough money to be able to make change. Just make certain that after the sale the money gets back to the person or fund who provided the initial seed. Depending on the size and anticipated traffic, you will have to have various people man the table(s). Schedule shift work and ensure you have someone available as a relief for breaks.
It's not terribly difficult; however it is important to note that the coordinator should not try to take on all the responsibilities alone. Delegation and follow-up phone calls are imperative to ensure a successful bake sale.
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