Bake Sale Timeline
Three Weeks Ahead:
- Enlist the help of volunteers to donate baked goods and/or to participate during the sale.
- Have volunteers fill in their name, contact information and donation items on a sign up sheet.
- Set a date and location for the bake sale.
Two Weeks Ahead:
- Create a little bit of buzz about your sale. Print and make signs to post in some popular locations. Even consider placing an ad in your local paper or on a community calendar.
- Confirm that your volunteers will be able to participate and evaluate your list of donations to make sure that there's a nice variety.
- Remind volunteers to use disposable baking tins, if necessary, to make their baked goods.
One Week Ahead:
- Print out bake sale tags for volunteers to fill out before the sale and also print out some extra sets to use on the day of the sale.
- Create signs with pricing information to post at the sale.
- Locate a table and some folding chairs. If you don't have these items available, ask your volunteers, they might have something you can use. If you're pairing up with another event, sometimes the venue may supply them.
- Determine a schedule and inform your volunteers. This will let them know when and where they will be needed during the sale, and it's also a great way to remind volunteers about their donations, and confirm their participation.
Three Days Ahead:
- Pick up your ingredients to create your own bake sale donation items.
- Pick up any special packaging or wrapping items - don't forget your miscellaneous items: paper plates, napkins, extra plastic bags, plastic forks, trash bags, etc...
- Collect change and determine what you'll be using to store the money from the sale.
- Pick up any decorating or set up items, table cloths, boxes, tiers, platters, baskets, etc.
A Day or Two Ahead:
- Bake your own goodies and store them in airtight containers or refrigerate, if necessary.
- Wrap up your items and fill out your bake tags.
- Get ready to transport all your bake sale items. Pack up all the items that you'll need - don't forget to bring knives for slicing, spatulas for serving, and all your miscellaneous items.
Three Hours Before:
- If you're featuring any items that need to be kept cool, pick up ice for your cooler and pack perishable treats.
- Set up the table and chairs and spread your table cloth.
- Place signs, with listed items and prices, around your table in easy-to-read locations.
An Hour or Two Before:
- Ask volunteers to arrive early to turn in their donations, and then display the treats according to categories or serving sizes. Individually-wrapped items (cookies, brownies) in the front and larger items or items that have to be sliced (cakes, pies) towards the back.
- Fill out bake sale tags with prices or additional information and have some extra bake sale tags and pens available for anyone who forgot to fill one out ahead of time.
- Put your money box in a safe, but easily accessible location.
Bake Sale Time:
- Put on a smile and make sure that your volunteers are happy to help out any customers.
- Keep the table well-stocked.
After The Sale:
- Breakdown your display, pack up all items, and clean your area.
- Remove the original change from the money box, and then calculate your profit.
- Take down all signs that you used to publicize the event.
- Thank all your volunteers for a job well done!