Breakfast basket fundraiser for your club: sell online, deliver and get paid

A breakfast fundraiser is a small logistics project

For many youth groups, parent associations and sports clubs in Belgium, the breakfast basket fundraiser is a regular source of income. On a Sunday morning in autumn, for Mother's Day or Father's Day, volunteers deliver breakfast baskets around the neighbourhood. The proceeds go to the summer camp, new equipment or the running of the club.

The hard part is not the breakfast but everything before it. Orders come in by e-mail, text message, a paper list and someone who "just passes it on". Then somebody has to check who has paid, pass the numbers to the baker and plan the deliveries. Every mistake shows up on Sunday morning as a missing basket or an address that doesn't exist.

Below you'll find how to run a breakfast fundraiser step by step, and how to bring ordering, payment and delivery together in ClearTix.

1. Choose your baskets and your partner

Start with two decisions: what goes in the basket, and who makes it?

• Baskets. Keep the range small: a basket for one, a basket for two and perhaps a children's basket. Every extra variant makes packing on the morning itself harder.
• Partner. Many clubs have the baskets put together by a local baker or sandwich shop, or work with a supplier that runs breakfast fundraisers for clubs. If you put the baskets together yourself, use pre-packed products wherever you can.
• Food safety. If you work with fresh products, check which rules of the Belgian food safety agency (FASFC/FAVV) apply to your fundraiser. This is general information, not legal advice.

Also agree with your partner on the date they need the final numbers. That date becomes the end of your sale.

2. Deliver, pick up or both?

Home delivery is the classic model, but it is also the most work. Decide in advance:

• The delivery area: which towns or neighbourhoods you serve.
• The delivery rounds: for example between 7.30 and 8.30 and between 8.30 and 9.30, with a maximum number of addresses per round. That maximum depends on how many drivers and volunteers you have.
• A pickup point: the clubhouse or canteen, for people outside the area or who prefer to come by themselves.

That way you know in advance whether you have enough volunteers, and buyers know when to expect the doorbell.

3. Online ordering and payment: two ways in ClearTix

With the shop (Studio and Pro)

The shop is made for physical products without a ticket. Create a product per basket with a price, a photo and a stock: the number of baskets your partner can make. Once the stock runs out, nobody can order any more. Tick Needs shipping for baskets you deliver.

Under Shop → Shipping you then set up the delivery options:

• A shipping method "Home delivery" with a price (or free from a certain amount), the country Belgium and, in the instructions, your delivery area and delivery time. A method applies per country, not per postcode, so put your area clearly in the name and check the addresses before delivery day.
• A pickup point, free, with instructions on where and when the baskets are ready.

Buyers fill a basket, choose delivery or pickup, enter their address and pay online through your club's Mollie or Stripe account, with Bancontact, iDEAL or card. You simply share the link to your shop page. How to open it is explained in Your shop page and Shipping methods.

With an event (also on the free plan)

On the free plan you can set the fundraiser up as an event:

• Create a "Breakfast fundraiser" event with a ticket type per basket and a capacity per type. See Create ticket types.
• Turn on Timeslot booking and create one timeslot per delivery round. For capacity, choose Bookings (one per order): one order is then one address, however many baskets are in it. That keeps each round within the maximum you agreed with your volunteers. See Selling timeslots.
• Attach a form to the ticket types, once per order, with fields for the delivery address and phone number. See Collecting attendee data with forms.

The buyer receives a confirmation with a QR code. It works as proof of order, and at the pickup point you can scan it to tick off who already has their basket.

Either way, only ask for what you really need: an address, a phone number in case the driver can't find the house, and perhaps a note. What you don't ask for, you don't have to protect.

4. Close the sale and pass on the numbers

Close the sale on the date you agreed with your partner: in the shop, untick Shop open for buyers; for an event, let the sales period of the ticket types end on that date. Your dashboard then shows how many baskets were sold per product or ticket type, and you pass that number on. Because everyone pays online, you no longer have to chase payments or match bank transfers against a list.

If you also want to accept bank transfers, you can turn them on. An order paid by bank transfer is only confirmed once you mark it as paid. Keep that in mind when you pass on the numbers.

5. Delivery day

With the shop, every paid order with delivery or pickup lands on the Shipments worklist. There you can:

• print packing slips (PDF), one A4 per order with the address and contents, sort them by round or street and hand them to the drivers;
• mark orders as shipped once they have been delivered;
• mark pickup orders as collected when someone comes to get their basket.

That way everyone at the clubhouse can see which orders are still on their way. More in Shipping and handing over orders.

With an event, you find the orders per timeslot, with the form answers on each ticket. That gives you your list per delivery round.

6. Promote it where your members already are

A breakfast fundraiser sells mainly through your own network: parents, members, neighbours and the club's supporters. Share the link in the newsletter, on social media and in the parents' WhatsApp groups. For flyers or a poster at the bakery, create a QR code that leads to the order page; see QR codes and short links. Put the order deadline, the delivery area and the pickup point on every flyer.

Checklist

• Baskets and partner chosen, order deadline agreed
• Delivery area, rounds and pickup point fixed
• Shop or event created, with stock or capacity per basket
• Mollie or Stripe connected, test order placed
• Link and QR code shared with members, parents and supporters
• Numbers passed on after the sale closed
• Packing slips or lists per round ready for the drivers

Start your breakfast fundraiser

With ClearTix your buyers order and pay online, and you see in one place who ordered what and where it has to go. ClearTix was built in Haaltert, for clubs that want to stay in control themselves. You start for free with an event, with no subscription; the shop is part of Studio and Pro.

Create your free account or first have a look at the features and pricing.