How to Plan a Pancake Breakfast Fundraiser

Short answer: Book a venue with kitchen access, plan for 3 pancakes and 2 eggs per guest, promote through local channels two weeks out, and create photo moments that guests want to share. A well-organized pancake breakfast can raise funds while building community connections.

• Secure a venue with griddle space and seating for your expected crowd
• Budget 1 cup of pancake mix and 2 eggs per person
• Promote through schools, churches, and social media starting two weeks before
• Set up a photo station so guests capture and share the event
• Keep the line moving with dedicated volunteer roles

Who this is for (and not for)

This guide is for:

• Church groups and PTAs running community fundraisers
• Nonprofit volunteers planning their first breakfast event
• Scout troops and sports teams raising money for activities
• Anyone who wants a low-cost, high-turnout fundraiser

This is not for:

• Events requiring formal catering or plated service
• Fundraisers where food preparation space is unavailable
• Very small gatherings under 20 people where a potluck works better

Set the logistics first

Choose a venue with kitchen access or space for multiple griddles. Church fellowship halls, school cafeterias, and community centers work well.

Pick a Saturday or Sunday morning between 7:30 AM and 11:00 AM. This window catches early risers and families.

Key volunteer roles:

• Greeters and ticket collectors (2 people)
• Griddle operators (2-3 per 100 guests)
• Serving line staff (3-4 people)
• Bussers and cleanup (2-3 people)

How much food to buy and prepare

For 100 guests, plan on these quantities:

• Pancake mix: 12-15 lbs (or 100 cups prepared batter)
• Eggs: 200 (2 per person)
• Bacon or sausage: 25 lbs
• Butter: 3 lbs
• Syrup: 1.5 gallons
• Coffee: 3 lbs ground
• Orange juice: 4 gallons

Buy 15% extra to handle unexpected turnout. Prep the night before by mixing dry ingredients and setting up serving stations.

Essential supplies checklist

• Electric griddles (at least 2 large ones per 100 guests)
• Extension cords rated for kitchen appliances
• Spatulas, tongs, and serving spoons
• Disposable plates, cups, and utensils
• Chafing dishes to keep food warm
• Signage for the serving line and donation table
• Cash box and card reader for ticket sales

Set up the serving line in a single direction to avoid bottlenecks.

Getting people to show up

Start promoting two weeks before the event. Post flyers at local businesses, schools, and community boards. Share on neighborhood Facebook groups and Nextdoor.

Pricing that works: $8-12 per adult, $5-7 per child. Offer family bundles at a slight discount.

Sell tickets in advance through your website or at weekly meetings. Pre-sales help estimate attendance. Partner with a local business to sponsor coffee or supplies in exchange for signage.

Make it memorable for guests

A pancake breakfast is about community, not just food. Create moments worth remembering.

Set up a photo station with simple props and a sign featuring your organization’s name. Place a QR code at the station so guests can upload their photos to a shared gallery. Gather Shot is a photo sharing platform for events that lets guests scan and upload without downloading an app. You collect candid shots from every table, and guests can view the growing gallery throughout the morning.

Add a raffle table with donated items from local businesses. For families, set up a coloring station or pancake decorating activity to keep kids entertained.

Frequently asked questions

How early should volunteers arrive? At least 90 minutes before doors open. This gives time to heat griddles, prepare the first batches, and do a final walkthrough.

What if we run out of food? Keep extra pancake mix and eggs in reserve. Pancakes cook quickly, so you can recover within 10-15 minutes if you run low.

How do we handle dietary restrictions? Offer a simple alternative like fruit or gluten-free pancake mix. Label serving dishes clearly so guests know what they are getting.

What do we do with leftover food? Donate unopened items to a local food bank. Cooked leftovers can go to volunteers or be packaged for guests to take home.

Summary and next steps

A pancake breakfast fundraiser works because it is simple, affordable, and community-focused. Lock in your venue, recruit volunteers, promote early, and create photo moments that guests want to share.

Ready to collect photos from your next event? Create a free Gather Shot gallery and let your community build the album together.