Bake Sale Flyer Templates

Profitable bake sales don’t just happen. You need to put a lot of work in organization, baking, fund raising and leading. Are you daunted by even the thought of putting on a bake sale event? Don’t worry, this page will guide you through building a great bake sale fundraiser.

Planning a Bake Sale

Try this solution for a change: Be a Project Manager! The steps to building a bake sale are truly similar to the steps to build a house. Start with the foundation and build up to the roof. Prepare a “Charter” with the following information.

• Who is the benefactor of the funds raised?
• Who will take the lead as the principle coordinator?
• Who can you enlist as team members?
• What outside team help can you get?
• How many days are there between the first meeting and sale date?
• What is the vision for the bake sale?
• Why are you having the bake sale?
• Is it the easiest way to make money?
• Is there a sense of urgency for the contribution?
• Do you need an event to attract a large audience?
• What is in it for the customer?
• What tasks will the bake sale involve?

Next, the last item requires a list of all the “deliverables” or tasks to be performed and the resource for that task. If you perform the basics at the initiation of the project, the planning will make execution of the bake sale smooth and successful.

How to have a bake sale

• Resources

  – Enlist specific team members who will be the core planning and execution group. Try to engage those with specialties that match the needs of the bake sale process. For example, people who are good with accounting, marketing, design, food prep, communication and fund raising make ideal delegates for those responsibilities.

• Money

  – Assign a “banker” who will track the money spent and the money raised. As a team, decide upon reasonable pricing for the baked items. List where you can count on contributions in money, time and sponsorship.

• Bake Sale Products

  – Get commitments from team members on baked items: cakes, pies, cookies, candy, and all other products, without overtaxing one person with too many things to bake. Get outside contributions from bakeries and groceries for supplies and/or baked goods. Assign the team a specific number of volunteers for each to recruit as bakers and workers for the day of the sale.

• Advertising

  – Non-profit advertising is fairly easy to get. The local TV stations usually have community calendar announcements. Radio stations also are happy to plug the event, and may even do the actual advertisement for you. Flyers need to go everywhere! Assign people to distribute flyers in their places of work and shopping areas. Place flyers at all public bulletin boards.

• Theme and Decoration

  – Using the vision for the bake sale project, decide upon appropriate decorations that not only show off the bake sale items, but also remind shoppers of the charity to receive the benefit. Use a theme that acts as a logo on the flyers, posters, letters and any other printed collateral that people will see.

• Bake Supply storage, delivery and setup

  – Establish the central location for bakers to bring their goods at a specific time. Determine “packaging” criteria for each baker or have a packaging party, where the team can wrap, cover, box, bag or decorate the items for display.

• Communication

  – As a bake sale project team, it is important to have planning meetings on a regular basis. A good rule is to have at least one meeting for every week or 10 days between the initial meeting and the sale. Additional meetings may be required for focused team responsibilities. Other means of communication may be handled through email, texting, phone or chat. There is a widely used saying in project management: “Communicate early and often.” That rule helps the entire team stay informed and proactive.

• Risk

  – Yes, every plan has its risks! However, this plan can be made into a fun meeting for the team to brainstorm the “what-ifs” for any obstacles that may appear. For example, what is the risk of running out of goods to sell? As a team, prepare a plan B if there are more customers than expected. Or what if someone bakes an item that does not measure up to the quality expected? Have a contingency plan ready. To worry as a group relieves the pressure from the project leader and gives the team peace of mind.

• The Day of the Sale

  – Gather the volunteers early for instructions, supplies, assignments and any other information critical to sales success. It is nice to have a “uniform” for the volunteers, whether it is a cap, an apron or a nametag. Aprons are especially helpful if they have pockets to carry pens, sales receipts and transport money to the banker, if needed. Have a sort of pep rally immediately before the doors open, to get everyone pumped for the customers.

• Close-Out

  – At the end of the sale, clean up is necessary, so get help from the team and volunteers. Do not forget the breakdown of the equipment and supplies are part of the plan! Within a week’s time, as the Bake Sale Leader, contact all team members and volunteers with a thank you and results report. In fact, send each a thank you note, or give them a small gift, or even treat them to a follow-up lunch meeting. The end of a project is a great time to review the success of the team’s work and celebrate the success of the sale. Finally, if your project was fun, it is because you had a plan. Think of all the times you participated in events that “fell together.” Were they successful? Handle your bake sale like a building project, a software upgrade, a convention or a business start-up, and you will be amazed at how smooth you can make any volunteer effort you perform.