It can be easy, in lots of ways, to let your eyes be bigger than your stomach when it comes to Coffee Mornings. I used to think the fancier the bake, the bigger the donations would be. Makes sense, right?
Then I realised I could still create tasty showstopping bakes while keeping things realistic for my own budget, time, and energy. That shift changed how I planned everything for my next Macmillan Coffee Morning, so I promised myself I would keep things delicious, simple, and manageable from start to finish.
Here’s what I learned about planning a coffee morning on a budget, and how that helped make the event more relaxed and enjoyable to host.
The lesson: showstopping bakes don’t mean showstopping donations
After I’d hosted a few Coffee Mornings, I started to get really comfortable with the admin and the fundraising. That’s when I decided to get a bit fancier with the bakes themselves; I’d mastered Victoria sponge and chocolate brownies, surely bigger is always better?
Last year, I made a tall citrus layer cake with frosted fruit and loads of decorative piping. It looked lovely, but the ingredient list and preparation time quickly added up. The guests all loved it, but I realized then that elaborate bakes aren’t essential. Choosing a simpler recipe made the experience easier for me as the host, while still providing quality bakes to raise money for a valuable cause.
Cutting ingredient costs for baking
To understand where I could make things more efficient, I had to look at what I was already used to. I kept notes on three items: one traybake, one round cake, and one batch bake, like brownies. Nothing scientific. Just receipts, rough maths, and a few swaps.
What helped me cut costs
● Buying basics from the supermarket’s value range
● Using oil in bakes that stayed moist without butter
● Choosing traybake tins instead of round tins
● Shifting to toppings that stretch further, like icing sugar drizzle
Why portion size matters
Once I saw the numbers, I changed the actual things I was making, but I also changed how I cut the bakes. Serving “café wedges” might feel generous, but smaller squares give people the option to try more than one thing. It also steadies the flow of donations because more people take part.
So, for my signature traybake, I now cut pieces around three by four centimetres. It still feels like a treat without shrinking the plate.
My approach on the day
● Offer a small sample corner so guests can taste before choosing
● Keep a quiet sign by the bake saying “Most people give around £2 to £3 per piece”
● Remind people that adding Gift Aid at the card reader boosts their donation at no extra cost
My new go-to recipes for Coffee Mornings
After working out the sums (maths is always much more fun when there’s cake involved), I leaned on three options that were easy to portion, reliable to bake, and generous in yield.
These bakes also survived a warm room, a crowded table, and plenty of little hands pointing at the options. They offered the sweet spot of low effort, low waste, and steady donations, which is precisely what I needed.
1. Simple Vanilla Cake
A great recipe because you make a large cake and cut it into slices or use it to make cupcakes! It travelled well, stayed soft, and never looked messy on the table.
Because the ingredients were basic, the cost-per-slice stayed low while donations stayed steady.
2. Lemon drizzle slices
This one surprised me. A single tray went a long way, and the sharp flavour balanced the sweeter bakes. I added a little zest on top to make it look brighter, and it worked.
Guests kept coming back to it, which helped the donation jar fill up steadily. It also held overnight, so I didn’t feel any pressure to bake in the morning.
3. A gluten-free brownie
This was my safety net for anyone with dietary needs. I used a recipe that a friend of mine had already tested, so I knew the texture would stay fudgy without falling apart. It cost a little more to make, but the donations often reflected the extra care put into it.
Having this inclusive option meant those with a gluten intolerance didn’t have to skip the treats table, which always lifts the room.
How to bake more efficiently for your next fundraiser
These are my top tips to keep cost-per-slice down, and donations up:
● Pick one bake you already like
● Add up the ingredient costs
● Slice it in a way that increases yield
● Use gentle suggested donation cues
● Keep a small float or card reader handy
● Track what worked so you know what to repeat
Low-cost, high-donation Coffee Mornings are the perfect recipe
A Coffee Morning doesn’t need complex recipes or fancy layers. Focusing on simple bakes and thoughtful planning helps keep the event accessible and enjoyable, especially covering the costs as the host. It kept the morning calm and helped me raise more for a cause close to my heart.
If you want to host your own, a Coffee Morning doesn’t have to be expensive, and it’s one of the best (and most fun) ways to fundraise for Macmillan Cancer Support.
