Building Booking and Hire Sheet
Hold everything about one hire in a single place, so the person who took the booking is not the only person who knows what was agreed.
FC-02 2 pages
Faith and community groups · FC-06
Coffee Morning and Event Plan
A free printable coffee morning planning sheet — running order, jobs and helpers, who is bringing what, and what came in against what it cost, one event each.
Download Free · no sign-up
2 pages. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Fill the jobs before the day rather than on it, and finish with a record of what worked that the next person to run it can read.
Who it is for
Anyone organising a coffee morning, lunch club, fete stall, social or fundraiser for a church, chapel, community centre or local group.
How to use it
- Write the jobs in first and the names afterwards — the gaps are the plan.
- Set the running order by the time things have to be ready, not when they start.
- Tick a helper as confirmed only when you have actually spoken to them.
- List what each person is bringing and tick it off as it arrives.
- Fill in the money section on the day while two of you are still there.
What is on the sheet
2 pages, in this order:
Page 1
Printed under the title: One sheet per coffee morning, fete stall, lunch club or social: the running order, who is doing what, what has to be brought, and what came in against what it cost.
Jobs first, names second. Fill in the jobs column first and the names second — an event usually fails on an unfilled job rather than an unfinished plan. Anything to do with food, insurance or handling cash follows your group's own arrangements and the rules where you are.
Write-on lines: Event · Date · Venue / room · In charge · Set-up from · Doors open · Finishes · Cleared by
Running order
Table, 6 rows: Time · What happens · Who · Ready by · Done
Jobs and helpers
Table, 8 rows: Job · Who · Asked · Confirmed · Contact · Notes
Page 2
What to bring — who is bringing it, and whether it turned up
Table, 6 rows: Item · How many · Who is bringing it · Here · Notes
Money — your group's own figures
Table, 5 rows: Takings or costs · Amount · Cash or card · Counted by · Checked by
Ruled lines: Notes — what to do differently next time
Questions
Why no suggested prices for refreshments or raffle tickets?
Because they are yours to set and they depend on where you are and who is coming. The money table has a line for whatever you charge, so the figures on the sheet are the ones you actually took.
Does it cover food safety or insurance?
No. What you may serve, what cover you need and what records you must keep depend on your group's own arrangements and the rules where you are. This is a planning and record sheet, not a compliance one.
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Also in the resources library
The same subject, with a version you can fill in on screen.
Cooking for a Crowd Quantity Calculator
Total quantity of each dish or item for the number of guests.
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