Why I ended up co-hosting a Coffee Morning built around a toddler’s nap window
This autumn’s Coffee Morning wasn’t just all mine: it was a double act. My friend Olivia asked if we could run one together because she loved the idea of fundraising for Macmillan, but her days are ruled by a very firm toddler timetable.
Once she realised how tight the time was, she messaged me to say “I’ve only got ninety minutes between the school run and nap time!” I took that as a challenge rather than a limitation.
It turns out that co-hosting with someone who has even tighter constraints forces you to strip away anything unnecessary and really get back to basics. No more of my signature overthinking, no elaborate decorations, no multi-day baking plans. Just a short, sharp burst of preparation and a warm, friendly table (that still raised more than £200!).
Below is the exact micro-plan we used, which is perfect for anyone who wants to take part in Macmillan Coffee Morning events but needs something manageable, fast, and still impactful.
How to schedule a coffee morning around childcare
Instead of thinking of the best time for adult elevenses or the need for caffeine, Olivia’s nap window between school and toddler tantrums shaped everything.
So, instead of trying to “do it all,” we asked ourselves a few questions:
- What will guests really notice most?
- Where does the money actually come from?
- What can we prep in minutes, not hours?
This approach, using nap time as our guiding light, created a small but highly focused setup. No clutter, no panic, no long list of tasks. It left us with more energy for chatting, welcoming people in, and celebrating why we were fundraising in the first place.
I think it’s easy to get caught up in the idea of making everything from scratch and really “wowing” your guests, but it’s so important to remember what the Coffee Mornings are actually about.
High-yield shortcuts that made the biggest difference to donations
As well as tightening the timeframe for the actual event, we also made our prep more efficient (a must for any busy parents!).
A few well-chosen shortcuts increased both speed and donations, and I’ll be using them in my future Coffee Mornings too.
- Batch-brewed cafetiere
We pre-measured all the ground coffee into jars the night before. When guests arrived, we only had to fill the kettle and pour. It meant we didn’t have to faff with fiddly machines, and there wasn’t really much of a queue. Everyone got their drink within minutes and got to chatting.
- Supermarket traybakes with a “signature drizzle”
I have to give credit where it’s due: this was Olivia’s genius move!
She bought two supermarket traybakes, cut them into little squares, and added her own quick drizzle: icing sugar mixed with lemon juice in one, melted chocolate in the other.
Suddenly, the table looked homemade without the time commitment, and it meant there was a nice look of consistency on the table.
- One donation method, front and centre
We simplified how people could donate, and it really helped. I put a card reader at the middle of the table and a small cash tin to the side.
The reader included the Gift Aid prompt, and several people opted in (a small detail that quietly boosts the total).
The Micro-Plan: How to Organise a Coffee Morning in a Week!
This little timetable came together because we were both stretched for time, but it surprised me how easily it translated into something repeatable. Nothing here relies on special skills or a huge guest list. It’s just a clear, fuss-free plan that keeps everything moving without the usual overwhelm.
If you’re juggling work, kids, school runs, or the general chaos of life, this setup slots in neatly and still brings in a strong total for Macmillan.
| Time | What we did |
| 7 days before Coffee Morning | Sent a short message to neighbours, school WhatsApp, and our local GP noticeboard group. “Coffee, cake, and fundraising for Macmillan next Friday. Drop in if you can.” |
| 3 days before Coffee Morning | Bought the traybakes, icing ingredients, coffee, napkins, paper cups, and a pack of sticky labels. |
| 1 day before Coffee Morning | Prepped the “drizzle”, wrote labels, checked the cafetiere, and charged the card reader. Printed a small sign linking to some of the free things Macmillan offers, like the Free Will Service. |
| 45 minutes before Coffee Morning | Cleared the table, arranged trays, set out mugs, added the drizzle, and wrote the target total (£200) on a sheet of card. |
| During Coffee Morning | Ninety minutes of steady arrivals, coffee pouring, chatting, refilling the tray, and updating the total. |
| 1 day after Coffee Morning | Posted the final amount raised and thanked everyone on the WhatsApp group. Logged my notes for next year! |
Keeping guests engaged without extra work
We kept engagement light and simple across the whole morning, and just really relaxed and enjoyed ourselves:
- A single progress card updated throughout the morning
- A friendly “ask me about fundraising” badge Olivia wore
- QR codes linking to real Macmillan stories
- A short optional announcement halfway through (“We’re hoping to hit £200 today. Thank you for helping us get close!”)
None of this required any major preparation beyond printing a sheet or two, but people liked knowing their cuppa was building something bigger.
What made this tiny Coffee Morning work
- A warm table and two friendly hosts mattered more than fancy extras.
- Ninety minutes is long enough when the focus stays tight.
- Guests leaned in because they understood why the morning mattered.
- Donations grew naturally once the card reader and Gift Aid prompt were right in front of people.
And yes… we hit the £200 target (and then some!).
Why a micro-plan still helps Macmillan in a big way
A small Coffee Morning is still part of something powerful. Every donation supports real services (from emotional guidance for families to practical advice for patients) for people who need Macmillan’s help.
If you’ve only got a small window in the day, you can still host, still raise meaningful money, and still feel proud of what you’ve built.
I’d really encourage everyone to host a Coffee Morning if they can! It’s the best way to donate to Macmillan Cancer Support, spend time with your friends, and really make a difference.
BIO
I’m Holly, a business owner and lifelong lemon-drizzle enthusiast who loves nothing more than a good natter over a cup of coffee. When I’m not writing, chatting, or working, you’ll probably find me helping out at my local church or cuddling my two dogs. Hosting my first Macmillan Coffee Morning reminded me how powerful small community moments can be and I can’t wait to plan the next one.