Mrs Fiddlesticks
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Coffee morning co-ordinatorThat'd be me!!  when I was on the PTA we had the idea of a regular coffee morning in the school as a community venture. This didn't happen during my time on the committee as there was major building work going on in the school. This year a govenor has picked up the idea and has run a series of monthly coffee mornings (Im not on the PTA anymore) which have proved moderately popular. She is now taking up a full time job so after asking for volunteers -where she got me - I was then asked to co-ordinate the project.
I think this is a major opportunity not just for the school but the community at large. The village lacks a shop and there has long been talk amongst various village commitees and groups, of having some sort of community shop or at least a platform for local traders. This governor always had the intention that perhaps this coffee morning could eventually serve as some sort of shop.
Whilst I'm not convinced the school hall is the right venue for a shop it does at least give us a place to experiment with some ideas (and since Tim is on the Village Hall committee; one of the main supporters of a shop idea, there is some chance of swapping of ideas) and see what is viable.
So I've one more coffee morning to attend with the present co-ordinator in charge - what should I look out for and ask? At present they offer coffee or tea and a selection of homemade cakes (got by badgering folk a few days before)
I've already identified that we really should be offering real coffee. Whilst it may be fairtraded, instant isn't really the sort of thing people expect to pay money for these days.
I've also suggested we actually give the event a name. Just saying Coffee Morning at School is to me redolent of dank village halls and ladies of a certain age. I want to attract other members of the community (which the school have no problem with) so I've suggested it be renamed The Coffee Pot. What do you think?
I've got in mind that we should at least have leaflets avaliable for local producers like a farming friend who sells local meat. But not sure how to progress that further. Don't want to run before I can walk but do want to use this opportunity to its fullest. How would you do it?
Do you think I should get my food hygiene certificate over the holidays? I've got common sense and have done many a tea in my time but would it be more professional.
At the end of the day this coffee morning is for locals and for the school to make a little money and to improve its visibility in the community. I'm not expecting it to turn in to a huge venture but neither do I want to squander its potential. There are already enough social groups for a wide range of ages in the village so it doesn't need to serve as a playgroup or similar; it really could be developed in to something special. The first one I do will be once the kids go back to school in September but I want the first one to set the tone for things to come.
Ideas, comments, website suggestions all gratefully recieved
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Sarah D
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I run a Fair Trade cafe every month in our village hall , for hall funds. We use Fair Trade instant coffee, tea and sugar and local milk. People are more than happy to pay for instant coffee, especially Fair Trade "these days". We serve Fair Trade chocolate and other biscuits and home made cakes at ours,a nd have a small bring & buy, and sell Fair Trade tea etc we buy in wholsale, the profit (small, but useful) going to the hall.
"Just saying Coffee Morning at School is to me redolent of dank village halls and ladies of a certain age. " - thanks a bunch.  
It's a coffee morning, not a professional concern, you won't/don't need a hygiene certificate. The folks who help in our Hall dos don't have them. We get people aof all ages and families attending when they can, they are very supportive and like the Fair Trade aspect. It's a good way of getting the Fair Trade emssage over I think.
We make a small but steady income from these monthly coffee mornings/afternoons, but keep them to just that. Other fundraising events take place, but I have found that folks are happy to sit for an hour or so with tea/coffee and cake and have a blether with their friends. That's hwo it works best here.
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Mrs Fiddlesticks
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| Sarah D wrote: |
"Just saying Coffee Morning at School is to me redolent of dank village halls and ladies of a certain age. " - thanks a bunch.
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sorry!! oh, you know!! I wanted to give it a brand name or something, an identity of its own. I like the idea of getting the fair trade message across, that's something to think about certainly. I'd partly thought of the real coffee thing as I think the scent is a great draw especially as parents drop off their kids, it might tempt more to join us.
What do others think?
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lottie
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As a " Lady of a Certain Age "  who has raised more money for school funds than most people have had hot dinners---I think you'll find instant will do as long as its Good Instant and not rubbish. 
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bernie-woman
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The village next to ours has a combined coffee morning and country market which I happened to wander into a couple of weeks ago - they hold them fortnightly (I think) and they had the usual coffee morning and cakes but were also selling plants, cakes to take home, someone was selling some crafts, birdboxes, local honey and they had managed to get a couple of meat traders in their too - the village hall is situated next to a large car park which does mean a guaranteed footfall but nice to see. I wouldn't have gone in had it just been a coffee morning though as I don't live that near to know anyone from that village
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Frewen
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I think the coffee pot sounds nice
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lottie
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Agree----cakes always turned a good profit as did plants etc
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Mrs Fiddlesticks
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| bernie-woman wrote: | | The village next to ours has a combined coffee morning and country market which I happened to wander into a couple of weeks ago - they hold them fortnightly (I think) and they had the usual coffee morning and cakes but were also selling plants, cakes to take home, someone was selling some crafts, birdboxes, local honey and they had managed to get a couple of meat traders in their too - the village hall is situated next to a large car park which does mean a guaranteed footfall but nice to see. I wouldn't have gone in had it just been a coffee morning though as I don't live that near to know anyone from that village |
did it have a name, or what was it advertised as?
I really didn't mean to offend about the coffee morning thing  being of a certain age myself...
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lottie
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Wasn't offended---it's how I describe myself
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Mrs Fiddlesticks
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the name (or not) needs to be sorted out before the school holidays as the advertising boards need painting properly so any change needs to be sorted out before they're done.
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Tilia
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I like the 'cafe' bit of "fair trade cafe"...
What about "The your village name cafe"... ?
what about selling surplus garden produce - you know, when you've got a glut of something...
eggs...
seeds and cuttings...
cut flowers...
just thinking out loud...
Namewise - I've noticed recently that what used to be called a "sale of work" is now billed as a "craft fair"
If I heard there was a coffee morning on i prob wouldn't go but if I heard there was a "local produce market" on or a "plant sale" or a "craft fair" I'd be first in the queue. I'd spend money on a cuppa and a cake while I was there but I wouldn't go if that was all that was on offer.
If there was a "crop swap" on I'd be curious...
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judith
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| Tilia wrote: | If I heard there was a coffee morning on i prob wouldn't go but if I heard there was a "local produce market" on or a "plant sale" or a "craft fair" I'd be first in the queue. I'd spend money on a cuppa and a cake while I was there but I wouldn't go if that was all that was on offer.
If there was a "crop swap" on I'd be curious... |
Ditto
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Mrs Fiddlesticks
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crop swap - I like that...  Getting surplus produce to sell shouldn't be too difficult.
I did chat to a few mums about the fresh coffee thing this afternoon and they were keen, but I'll do a bit of a straw poll around the playground I think, amongst a wider selection of mums/potential customers and try and get more of a consensus on that issue.
I can see that getting folk in through the door is the first thing and there needs to be a selling point and it sounds like it needs to be more than a coffee morning - what ever the title - perhaps. Or at least for the reasons given like not knowing folk, it is difficult to appeal to a wider customer base.
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Sarah D
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Our Bring & Buy table has jam, cakes, produce, plants, good bric-a-brac etc on. What I've found is best is to leave a pot there and ask people to put a donation in the pot for what they take from the table - you get more money that way than by pricing up individual items.
Plenty of posters and flyers, make sure they are accurate - time, date, what will be availalbe, contact name and number for donations of cakes,e tc.
Make sure everything is clean and tidy; plenty of people to set up and clear away (tables, chairs, etc); plenty of people to wash up; take used cups and plates away promptly and offer refills; make sure you have a good float with plenty of change - one for coffee etc, one for sales table; use table cloths and try and have some fresh flowers, either on each table or a jugful on the cakes etc table; put sugar bowls on each table; make sure charges for coffee and drinks are clearly displayed;relax and enjoy it!!
Hope this helps, all comes from over 15 years experience
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lottie
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Good advice----actually quite glad not to be doing it anymore can be difficult when some in a group are more reliable than others ----goodluck hope it goes well.
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Mrs Fiddlesticks
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| Sarah D wrote: | Our Bring & Buy table has jam, cakes, produce, plants, good bric-a-brac etc on. What I've found is best is to leave a pot there and ask people to put a donation in the pot for what they take from the table - you get more money that way than by pricing up individual items.
Plenty of posters and flyers, make sure they are accurate - time, date, what will be availalbe, contact name and number for donations of cakes,e tc.
Make sure everything is clean and tidy; plenty of people to set up and clear away (tables, chairs, etc); plenty of people to wash up; take used cups and plates away promptly and offer refills; make sure you have a good float with plenty of change - one for coffee etc, one for sales table; use table cloths and try and have some fresh flowers, either on each table or a jugful on the cakes etc table; put sugar bowls on each table; make sure charges for coffee and drinks are clearly displayed;relax and enjoy it!!
Hope this helps, all comes from over 15 years experience |
some great advice, thank you.
I've done plenty of jumble sales and fete stalls and helped at teas etc but not co-ordinated something like this, hence the questions. We've got table cloths and vases for flowers but I agree about the sugar bowl (which there is only one currently and its usually on the cake/tea table). The menu is currently hand written but it could probably be improved upon.
I know there are a couple of other women who've volunteered to help but I don't know them very well so that's going to be a learning curve, getting to know them and getting to know what they like to do and what they don't - one I'm not sure of as I know she has lots of family commitments so slightly surprised at her volunteering but we shall see. I do intend to enjoy it though.
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bernie-woman
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| Mrs Fiddlesticks wrote: | | bernie-woman wrote: | | The village next to ours has a combined coffee morning and country market which I happened to wander into a couple of weeks ago - they hold them fortnightly (I think) and they had the usual coffee morning and cakes but were also selling plants, cakes to take home, someone was selling some crafts, birdboxes, local honey and they had managed to get a couple of meat traders in their too - the village hall is situated next to a large car park which does mean a guaranteed footfall but nice to see. I wouldn't have gone in had it just been a coffee morning though as I don't live that near to know anyone from that village |
did it have a name, or what was it advertised as?
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It was called 'The Coffee Market' but the psoters had some sub writing listing stuff crafts/honey/coffee/cakes etc... - I have to say it was the name that drew me to the door
Regarding the menus - they had lovely small blackboards which each had a stand on the tables
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Sarah D
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We don;t have menus, as it's teas, coffees and cakes; we serve the coffee from the ktichen, and the cakes, biscuits etc are laid out on a large table and folks help themselves.
Reliability and commitment is essential, but you will find an initial wave of enthusisam that may well tail off, with only the hardcore left (that'll be me, then............ ).
Thinking about the real/instant coffee thing; will you have some sort of catering sized machine/cafetieres or similar? You don;t want to spend too long waiting for coffee to drip through a machine, or you will lose customers. Just a thought.
Make a big play on the "home made" aspect of cakes, etc, that's always a good seller; and make sure everyone helping knows what sort of cakes they are and vaguely what's in them - because someone will ask.................
Try and get a write up in the local newsletter/newspaper; invite a reporter round for tea and cakes for some free publicity.
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Sarah D
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Forgot this bit, quite important. When it's over, make sure you take the float money out of the takings before you add it up. Also, have at least two people counting the money, double check it, and have it clear who is responsible for banking it or getting it to the Treasurer for banking, etc as soon as possible.
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Mrs Fiddlesticks
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there is a big urn for hot water - so far for teas and instants. I've checked and we're allowed (funds permitting) to buy something else like a coffee machine if we like.
So far I'd say the average turn out has been about 9-12 people only (hence I think I need to work on a larger appeal) and they've been spread out along the time its open.
I'll chat to others about the playground and the next coffee morning before I take over and perhaps start with a bring and buy sale and see what that gets us.
Might paint up a little bit of wood with blackboard paint (which I've got) and put the prices on that. I think its on a bit of paper at the moment.
I've already identified the initial wave of enthusiasm then tail off thing, I agree its common enough what ever thing you do locally But there are others I've not asked yet
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Sarah D
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Best of luck with it, hope it goes well.
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hedgewitch
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I have no experience of this at all. But as a potential punter, if you had real coffee I'd be happy to come along and pay. In fact, if you were nearer, I would.
I avoid tea/coffee-morning type things as I don't like instant coffee or strong, stewed tea. I'm sure this isn't what everyone offers, but it seems to have been my experience. It always seems such a shame when so much effort has gone into home-baked cakes of excellent quality.
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gil
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Thinking about the local parishes' summer teas in parish halls, I'd agree with Sarah D's comments.
There are subtle variants between parishes :
All you can eat (without looking like a pig), buffet style vs an allotted amount of sandwiches and cakes per table/person
Tea and all sorts of cakes vs 'cream teas' (scones, jam and cream)
Sandwiches and cake vs no sandwiches but lots of cake
Make sure you have enough helpers taking the teapot round for refills, clearing tables and washing up
If you have plain baking on offer (scones, crumpets,pikelets etc), home made jam is preferable to bought. In a nice dish with a spoon, one on each table.
In some (sedate, no kids) places, if enough people are involved in organising, they bring their own bone china teasets in (one per table) instead of using the Parish Hall cheapo crockery.
Our Hall teas have a sales table with baking, jam, plants, veg seedlings [leeks are greatly in demand at this time of year], and bric a brac.
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Sarah D
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Aha! yes, you have to have accurate advertising, describing what you have on offer. The unwritten but generally abided-by rule is if you advertise "tea" - then it's tea and biscuits, fairly basic. If you advertise "teas", then it's cakes and tea/coffee. Afternoon tea = scones, sandwiches and cakes and tea/coffee. Cream tea is scones and jam and cream, with tea or coffee.
Agree with Gil and the homemade jam - I'd get lynched if we used shop-bought
I do think, though, as one of my hobbies is visitng such "dos" on other halls, is the great variety of hall croickery - I love it, as long as the cup and saucer match, then the rest can be a mixture. I think it adds to the charm.
For afternoon, use teacups and saucers, for morning, possibly offer coffee in mugs.
Also, remember napkins and knives/forks.
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BahamaMama
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As a visitor (rather than an organiser) the biggest turn off is dirty tables and surrounding area (especially if small children spray crumbs and sticky drinks around) - willing helpers to keep the seating area nice is a big draw for me.
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Mrs Fiddlesticks
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well that was interesting....
did my first coffee morning this morning. On my own since the co-ordinator couldn't be there and the person she asked to help, couldn't be there either. So shown where everything was kept last night and handed a carrier bag with the money in it and a scrap of paper with the accounts and left to get on with it .
I've put the money in a proper box and found a notepad for the accounts (though there doesn't seem to have been any formal system for handing over money to the school - I've since sorted that! ) I've spoken to the head and we've agreed the dates for next school year and it is to be called The Coffee Pot. There will be a bring and buy sale table and I want local info leaflets like childminders or there's a beauty therapist in the village as well as school prospectus' and the parish magazine.
There were only 6 customers this morning so very quiet (but its the first morning all week its not been raining so I can see why) but it was still an interesting thing to do and I'm looking forward to really getting it going in September. (and there is enough money and support for a coffee machine )
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pookie
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well done you, wish it were nearer, I'd have been there!
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lottie
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well done and good luck----hope it takes off---kind of thing that's always needed-- but hard to get going.
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Mrs Fiddlesticks
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| Mrs Fiddlesticks wrote: | well that was interesting....
did my first coffee morning this morning. On my own since the co-ordinator couldn't be there and the person she asked to help, couldn't be there either. So shown where everything was kept last night and handed a carrier bag with the money in it and a scrap of paper with the accounts and left to get on with it .
I've put the money in a proper box and found a notepad for the accounts (though there doesn't seem to have been any formal system for handing over money to the school - I've since sorted that! ) I've spoken to the head and we've agreed the dates for next school year and it is to be called The Coffee Pot. There will be a bring and buy sale table and I want local info leaflets like childminders or there's a beauty therapist in the village as well as school prospectus' and the parish magazine.
There were only 6 customers this morning so very quiet (but its the first morning all week its not been raining so I can see why) but it was still an interesting thing to do and I'm looking forward to really getting it going in September. (and there is enough money and support for a coffee machine ) |
Well did the first Coffee Pot this morning under my direct control. Spent some time doing new advertising boards, putting it in the parish magazine and put proper posters up. Coffee machine purchased and new menu and signage created and put up. Better turn out and the bring and buy table worked well. The local resources table was well browsed and I saw some leaflets going out with customers which is what I wanted to see.
The last one I did before the summer as listed in the quote above made £12
This one with all the new work on it made...wait for it
£33.70!!
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sean
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Go Mrs Fiddlesticks. The Starbucks of school coffee mornings. Seriously, sounds as though you've made a real difference.
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lettucewoman
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How abut seeing if any local crafts people want a table? You culd charge for the table, or maybe ask for a percentage of the profit? If I were there i would jump at the chance...
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Mrs Fiddlesticks
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the PTA do that anyways. They have an annual Ladies Pampering Evening and invite craft stalls, beauty therapists etc for an evening. (might be worth speaking to your local school and see if they do something similar) its usually held in the village hall which is a lot bigger. I'm slightly tight for space at the school hall and as all the classrooms lead off it I have to make sure there is still walkways through it.
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Becki
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Well done
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Mrs Fiddlesticks
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Just an update. Tomorrow is the last Coffee Pot. I can't do anymore with it due in large part to so many mums going to work now; even in the year I've run it, it seems every week someone starts a new job. There just aren't the people about to support it. I average about 8 customers, sometimes more admittedly but not often enough to make it viable. This is also due in part to a couple of influential mums moving away from the village and seemingly taking their little 'court' with them.
For the same reasons cited above I struggle each month to get help to run it and invariably end up doing it on my own. Although its not a lot of custom its still a fair bit of baking, setting up, serving and clearing up for one person.
I've also found the school less than enthusiastic. Whilst they realise they need to be part of the wider community in reality they are very wary of anyone unknown to them crossing the threshold and for that reason I'm not allowed to advertise outside this small village. I've also got slightly fed up with members of staff wandering over to me as I'm setting up and professing to having forgotten it was on 
The final straw came a few months ago when together with another mum we arranged for a lovely group of elderlies to come for coffee pot from a nearby day centre. They had a lovely time and sent the school a thank you note which a mum spotted pinned up and showed me - in a part of the school that with an older child I have no need to visit. No one at school had thought to tell me. I'm not expecting a medal or anything but still..
That's coming across as a rant (perhaps it is) I've enjoyed it for the most part but they need something else perhaps after school or something. Lawrence is nearly 10; it needs to be something run by those with diddlers who are there in the playground much more than I am now that Lawrence walks to school by himself for the most part. I've run it for a year. We raised over £150 for the school but its time to move on.
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woodsprite
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Well done Mrs F, you certainly gave it your best shot.
Hubby and I used to chair and sec our boys school PTA, run the village youth club, serve on the village hall committee, organise monthly car boot sales, produce and direct the village panto and hubby used to manage the local football team, you'll have noticed that this is all past tense. You really can only do so much and I think that its actually quite healthy for the 'doers' to change every now and then.
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Mrs Fiddlesticks
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| woodsprite wrote: | | You really can only do so much and I think that its actually quite healthy for the 'doers' to change every now and then. |
agreed! I too have done PTA sec and been stood the other side of a jumble sale stall once too often. As you say time to let others do something
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