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Thread: Running a coffee stall for fundraising

  1. #1
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    Running a coffee stall for fundraising

    Gene Cafe Coffee Roaster $850 - Free Beans Free Freight
    Ill get straight to the point :)
    My daughter started competitive gymnastics in April. On the 22nd August her club is running a competition, the proceeds from the competition are the clubs major fundraising. One of the money raising activities is a tea/coffee stall - after the abysmal coffee I had at the local school fete I thought that I couldnt do any worse :-/ - so Im going to give it a crack. 8-)

    There are two parts to this post.
    First, Ive never done anything like this before so what do I need to make the day run smoothly?
    Obviously I need a machine, grinder, disposable cups, coffee *:D sugar, milk & water but Im sure there is more. What should I be aware of?

    Second. The machine and grinder. My Diadema Junior would probably be up to the task but my ECA KS grinder definitely isnt *:-/
    What is the best way to approach sponsors about a machine and/or grinder for the day? This post?
    Im quite prepared to engage in overt publicity for whoever helps me out :)

    Im also open to any other suggestions.

    The club is based at Morisset, an hour north of Sydney. They are expecting approximately 100 competitors accompanied by 200 adults.

  2. #2
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    Re: Running a coffee stall for fundraising

    Look at hiring a complete cart for the first time round. A search on Google gets a few NSW based ones easily. Also talk to Dennis at Cuppacoffee as I know he used to do this sort of job and may be able to offer some guidance, beans etc ;)

    Also check out these threads on setting up coffee cart this one on bits for mobile coffee :)
    http://coffeesnobs.com.au/YaBB.pl?num=1265938570/23#23
    http://coffeesnobs.com.au/YaBB.pl?num=1270821027/0

  3. #3
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    Re: Running a coffee stall for fundraising

    More than happy to help out but beanflyings advice is good, hire a cart and see how you go. For occasional use you can do it fairly cheap (ie table + Machine + Grinder + hire a gen + misc) but for a more permanent setup it does get a bit more expensive.

    Also dont forget council as they can be your best friend or your worst enemy.

  4. #4
    A_M
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    Re: Running a coffee stall for fundraising

    Brewman... How were those Beans ???


    As per the two above... There are some great words of wisdom above... However, I will go back a bit and clarify something...

    Is this a once off, never to be of the same intensity etc;

    OR


    Is this event, likely to get you nominated OR dragged into further engagements.



    The reason is simple... A one off ya can manage with some basic assistance as to beans / grinders/ milk and may be even another CSér and running two systems etc..

    All on teh cheep and for a good cause.


    If it is going to me an ongoing activity... Then A cart or better arrangement will be teh go and yes... Any local by-laws and any other health issues will need to be formally dealt with.


    PS. Got my Limoncello made up and had a sip... GREAT... Spilt some while decanting.... Made a big mistake... Bent down and pursed my lips and attempted to suck the dregs up.....

    [smiley=2vrolijk_08.gif]

    Yea what a shock to the system... ::) ::) ::) ::) ::)



  5. #5
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    Re: Running a coffee stall for fundraising

    This is definitely a one-off. The woman who normally runs the tea/coffee stall is unavailable so I put my hand up to help the club out. This is the only event they run.
    Just to fill in the details. The gym is in an industrial area and is just an industrial unit. It consists of one (large) room with mats on the floor and gym equipment (vaults, bars etc). The only ammenities are the mens and womens toilet.

    AM, The beans were very good. We opened them on saturday, they were gone sunday night :o They had a hints of berry and as it cooled down it developed a whisky/oaked finish. They went down well :)

  6. #6
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    Re: Running a coffee stall for fundraising

    Brewman,

    The difficulty with doing this as a once off, is that all the lessons you learn on the day wont be of much use to you "for next time".

    I regularly run a stall at markets locally so can offer some advice. Firstly, your single group home machine may be up to the task of pounding out the coffees, but you could quickly become bogged down with only one group to work with.

    If youre still up to the task, you need to find a faster grinder as youve said.

    It really depends on how many cups you intend on making, but I would recommend planning to have someone acting as a gofer to refill the water tank, stock milk, empty the drip tray, that sort of thing. I would also possibly have one person on shots and another on milk, but with such a small machine that may not be feasible. For my situation we have one particular market that is so busy that we even need another person just pouring the drinks and calling them out. We have other events where two people can run the whole show.

    As for council and health regs. The council will say things to scare you in to a corner, but in practice, they wont care for a once off. Be familiar with the health regulations and follow them to cover yourself. I can send you a pdf if you need a copy. I would recommend possibly getting some public liability insurance. AAMI has a product that might suit. Its about $150 for three months but you could possibly call them and ask about a once off event. They might have something cheaper.

    All the best.

  7. #7
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    Re: Running a coffee stall for fundraising

    Thanks for the info guys.

    The budget doesnt stretch to hiring an expensive setup :(
    With 200 odd people, Im realistically expecting that a third will want tea/coffee. At $2.50 a pop the total taking is in the vicinity of $170 so a $350 rental is out.
    Economics says that we should put out an urn with international roast (what they served last year :-/) and an honesty box. But this goes against the grain, its the coffee equivalent of telling people that Tooheys New is beer ::) Talk about reinforcing the mindset that mediocrity is acceptable! :P

    Public Liability should be covered by the policy that the club is getting for the day but I will confirm that:)
    At this stage Im not scared off. I would like to serve good coffee on the day, it will be a nice touch :)

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    Re: Running a coffee stall for fundraising

    You might be surprised by demand if you are doing it well. With good numbers of kids Hot Chocs will be a good percentage too, particuraly if it is cold. More likely to get one or 2 each at from coffee drinkers at 100 plus if everyone is staying for the entire day so dont under allow your coffee and cup supplies either. Milk is simple if you have a runner that can escape to a supermarket.

    Dont be afraid to charge a decent price either $2.50 is to little. Average 8oz prices are all over the $3 mark and most are around $3.50. *Input costs will be in the order of $0.60-$1.0 depending on what you are doing with single or double shot bases etc. To cheap also may give the wrong impression of what you are offering ;)

    If you want to keep it really small approach a few of the local cafes and see if they have a backup grinder you can borrow or hire. To minimise your risk on beans if you know a tame one they may also supply you beans on a not used return basis.

    good luck and have fun :)

  9. #9
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    Re: Running a coffee stall for fundraising

    Quote Originally Posted by 6265616E666C79696E67000 link=1281152014/7#7 date=1281235363
    You might be surprised by demand if you are doing it well. With good numbers of kids Hot Chocs will be a good percentage too, particuraly if it is cold. More likely to get one or 2 each at from coffee drinkers at 100 plus if everyone is staying for the entire day so dont under allow your coffee and cup supplies either. Milk is simple if you have a runner that can escape to a supermarket.

    Dont be afraid to charge a decent price either $2.50 is to little. Average 8oz prices are all over the $3 mark and most are around $3.50. *Input costs will be in the order of $0.60-$1.0 depending on what you are doing with single or double shot bases etc. To cheap also may give the wrong impression of what you are offering ;)

    If you want to keep it really small approach a few of the local cafes and see if they have a backup grinder you can borrow or hire. To minimise your risk on beans if you know a tame one they may also supply you beans on a not used return basis.

    good luck and have fun :)
    Thanks bf :)
    All taken onboard.
    First Ill up the price to $3 :D Ill back myself to make a decent cup ;)

    Theres more to it than just the money making. This may seem long-winded but it will explain my motivation. Of course I need to come out in front but if it was just about the money, the club and me would be better off if I donated $200 and put in zero effort. But thats a bean-counters view of the world and ignores the social aspect. The club is new and vibrant but is far from a highly profitable enterprise. The club only exists because of the efforts of the principal trainer, Nancy. She has an all-inclusive policy and spends just as much time with the tryers as those with obvious talent. Over the two years weve lost several gifted girls to the two elite gyms in the area but the club has performed well competitively because of Nancys devotion. This is an opportunity for me to show I appreciate this effort, instill in my children the start of a social conscience and meet and get to know other parents - enforcing the first two points :)
    If it was just about the money and competition results Id be sending my daughter to the elite gym in Newcastle ;)

  10. #10
    A_M
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    Re: Running a coffee stall for fundraising

    Quote Originally Posted by 6D5D4A58424E412F0 link=1281152014/8#8 date=1281238693
    Thanks bf
    All taken onboard.

    First Ill up the price to $3Ill back myself to make a decent cup

    Theres more to it than just the money making. This may seem long-winded but it will explain my motivation.

    Of course I need to come out in front but if it was just about the money, the club and me would be better off if I donated $200 and put in zero effort. But thats a bean-counters view of the world and ignores the social aspect. The club is new and vibrant but is far from a highly profitable enterprise. The club only exists because of the efforts of the principal trainer, Nancy. She has an all-inclusive policy and spends just as much time with the tryers as those with obvious talent. Over the two years weve lost several gifted girls to the two elite gyms in the area but the club has performed well competitively because of Nancys devotion. This is an opportunity for me to show I appreciate this effort, *instill in my children the start of a social conscience and meet and get to know other parents - enforcing the first two points
    If it was just about the money and competition results Id be sending my daughter to the elite gym in Newcastle

    1: Well ya have teh right Coffee Machine ;) Be interesting to gear ya feedback as to how she performs on teh day...


    I hate fêtes and fund raisers - Bean there done that and seen plenty of places ripped off.. Nothing worse that watching a crew come in from out of town.. Make plenty of $$$, cover all the costs and then leave a nominated % of X for teh school etc... A % of X (how was X derived ) and audited by who..


    2: Make sure the banner; clearly states what is going back to the club :-* ( Be it a % or some other arrangement). You may even have a rough idea if ya have a till and you can always Update ya target amount to date etc... Feedback can get people doing things....

    3: Make teh menu/fund-raising list as simple as possible.. KISS for many reasons...

    4: Call it a donation/fund-raising list... And have a donation fund-raising pot / bucket handy as well. ( Not to be confused with a tip Jar ;) )

    This way people are more likely to make an informed decision.

    • "Oh great... I can donate a good proportion of $x and have a coffee "


    OR

    • "I have a coffee and just drop teh change in teh fund-raiser pot"



    Being up front will make all teh difference to those that care..

    PS. If ya want some spreadsheets to look at costings etc to set a base line...Let me know. You will need to remove a few cells and change teh milk prices etc... But most of teh hard work is done.




  11. #11
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    Re: Running a coffee stall for fundraising

    Hi Brewman,

    Im up the Lake a bit further and could spare my K3T for a day in a good cause - I dont think its much bigger than your ECA but maybe the two together can cope?

  12. #12
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    Re: Running a coffee stall for fundraising

    Thanks for the input guys

    bf, thanks for the hot choc advice, Id completely overlooked that drink. Is powder or syrup the best way to go (I make them from milo at home :-/)

    AM,
    the arrangement is pretty simple all profits will go to the club.
    I like the donation bucket idea, maybe I should up the price to $3.50 so the customers have some change to get rid of ;D
    Id love a copy of the spreadsheet.

    scarey,
    I may take you up on the offer. I live at Toronto :)

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    Re: Running a coffee stall for fundraising

    I offer both of the CS types normally so from pure cocoa no sugar when made. Based on turnover just do the Double Dutch, the African appeals to me more or to an older crowd.

    Grab a bag anyway it will keep for a year or so so it is a cheap imput cost. Normally our standard HC brew is dissolve a rounded teaspoon in a little hot water add milk then steam.

    I will try and send you a copy of my menu too by PM it might help your customers know what to expect :)

  14. #14
    A_M
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    Re: Running a coffee stall for fundraising

    Quote Originally Posted by 5A6A7D6F757976180 link=1281152014/0#0 date=1281152014
    Ill get straight to the point
    My daughter started competitive gymnastics in April. On the 22nd August her club is running a competition, the proceeds from the competition are the clubs major fundraising. One of the money raising activities is a tea/coffee stall - after the abysmal coffee I had at the local school fete I thought that I couldnt do any worse- so Im going to give it a crack. *
    BREWMAN

    So how about an update ??

    1: How did the baby perform ?
    2: How the the show go over all as to raising funds etc ?
    3: What did you learn ?
    4: What would you not do again ?

    Have a show coming up on the 10th October for the Ballet and not sure if to try to do it with a minimal approach or go and beg for a Coffee cart / Trailer from Di Bella *;)

  15. #15
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    Re: Running a coffee stall for fundraising

    Quote Originally Posted by 77585153447B57585751535B535842360 link=1281152014/13#13 date=1282968505
    Quote Originally Posted by 5A6A7D6F757976180 link=1281152014/0#0 date=1281152014
    Ill get straight to the point
    My daughter started competitive gymnastics in April. On the 22nd August her club is running a competition, the proceeds from the competition are the clubs major fundraising. One of the money raising activities is a tea/coffee stall - after the abysmal coffee I had at the local school fete I thought that I couldnt do any worse- so Im going to give it a crack. *
    BREWMAN

    So how about an update ??

    1: How did the baby perform ?
    2: How the the show go over all as to raising funds etc ?
    3: What did you learn ?
    4: What would you not do again ?

    Have a show coming up on the 10th October for the Ballet and not sure if to try to do it with a minimal approach or go and beg for a Coffee cart / Trailer from Di Bella *;)
    The day went fairly well :)
    Ill answer in order so I dont miss anything ;)

    1)We only sold about 30 coffees and 20 hot chocolates. So the Diadema Junior didnt even break a sweat, neither did the Anfim KS.
    2) We donated all the ingredients so the stall made $132. I was hoping to make a bit more but its a sizable chunk when the day made a smidge over $800, once costs were taken out.
    3) I set up much like I have at home. We were outside not far from a tap. Hot water for keeping everything clean was our big issue. Next time Ill get an urn to provide hot water.
    4) Id not buy styrofoam cups (actuaaly I didnt, they were donated by the local primary school). They might be good insulators but they are a static electricity nightmare. :o Id also just buy the beans at the local coffee shop. I rang a local roaster (about 30min away) who agreed to sell the beans at wholesale which was only a few dollars cheaper than the local cafe sells me the same beans.

    Other stuff:
    Nancy (principal trainer) is a very good coach but she is not such a skilled organiser and promoter :-/ Next year Ill push for her to pre-promote the BBQ, tea/coffee stall, cake stall, raffle etc so parents/competitors come prepared. Ill also push for promotion of the fundraisers over the PA on the day - everyone will buy raffle tickets if they know about it :) I had literally dozens of parents saying words to the effect "Oh! you have coffee, I just spent 30 min in line at McDonalds" They could have had real coffee and real bacon and egg rolls at a fraction of the price :D

    On a personal note, my daughter had a shocker ;D. She fell on both vaults and performed well below her usual std on the other three events (floor, beam and bars). The beauty of this is that she is so young she is not upset by it, she just loves gymnastics :)

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    Re: Running a coffee stall for fundraising

    Shame about the small numbers but in some ways for a first go around it must have relieving ;) Well done for putting your hand up and having a go :)

  17. #17
    A_M
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    Re: Running a coffee stall for fundraising

    Quote Originally Posted by 24232728202A3F2F2821460 link=1281152014/15#15 date=1283414270
    Shame about the small numbers but in some ways for a first go around it must have relieving ;) Well done for putting your hand up and having a go :)
    Ditto.

    The longest journey starts with little steps.... Enjoy the relaxed start and you will be better planned and prepared for teh next event.



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