Today I am sharing a guest post from Holly, on designing an accessibility-first coffee morning. So without further ado, I hand you over to Holly… A few small changes I wish I’d made the first time I hosted, and the plan I’ll use from now on to host an accessible coffee morning.

My last Macmillan Coffee Morning went really well, with a good turnout, empty plates, and plenty of laughter. But I realised afterwards that I’d overlooked things that would have made it smoother for several guests. 

A friend struggled to squeeze a pram through my hallway, another needed a quiet moment away from the crowd, and a couple of people weren’t sure which bakes were safe for them to try. 

None of this ruined the day, but it made me reflect on what I’d plan differently next time.

How to Make your Coffee Morning More Accessible

While I was planning this blog, I got in touch with a lovely lady who advises on allergy care for community events in my area. She had a few wise words: “ask early, label clearly, and don’t assume the room works for everyone just because it works for most.”

Here are a few tips I’ve picked up on how we (as hosts) can make fundraising a bit more accessible, and easy to take part in for our friends and family.

Making the Space Easier to Move Around

This is an easy one in hindsight, but at the time, I was more focused on making the cake displays look nice and arranging the coffee cups! I didn’t think much about layout until the room got busy. 

Next time I’ll plan a clear, wide path from the door to the tables, and set aside a small area for prams. A few extra chairs with backs, plus a couple of cushions, would help guests sit wherever they feel comfortable. 

I’ll also keep one corner calm and away from chatter, like a small spot with a chair, a drink station, and nothing noisy nearby. That way, if it gets a little overwhelming, there’s a place to go without anyone feeling like they’re missing something.

Clear Labels for Allergies and Dietary Needs

This one should be non-negotiable when planning any coffee morning, not just an accessible coffee morning. I rushed my food labels last time, and it showed!

At the next accessibility-first coffee morning, each dish will have a small card noting any crucial details, such as whether it’s gluten-free, dairy-free, nut-free, and so on. After looking at the labels on my weekly shop, I’m also planning to add coloured stickers next time to make scanning quicker. I’ve already found some cheap coloured circles, and I think that a clear colour scheme should make things easier, faster, and safer.

I’ve already bookmarked guidance from a national allergy charity so I can double-check what matters most on the day. My friend Laura, whose son has quite a few different food allergies, told me that simple, honest labels go further than long explanations, so that’s the approach I’ll take.

Making Things Easier for Neurodivergent Guests

After my last Coffee Morning, a friend mentioned that without a timeline of the morning’s events, it felt a bit chaotic. I hadn’t thought about that at all! Partly because I had everything planned in my head.

So next time I’m preparing a small board listing the rough order of things, such as: 

• When the raffle will be drawn
• When fresh bakes come out 
• Any other announcements. 

I’m also putting together a visual menu with photos of each bake so people don’t need to push to the front or hog the space to decide what they want. Plus, of course, any games or competitions will stay optional, and I’ll let people join in quietly if that feels better for them.

Basic Hygiene and Food Safety

This part always worries me the most, but a simple checklist makes a huge difference. One of the biggest things I’ve learned from hosting coffee mornings is that food hygiene is actually really straightforward to manage.

The essential things are: clean surfaces before setting up, separate knives for each cake, and fresh tongs for anything shared. 

I always make sure to keep wipes, a bin bag, and spare napkins within reach so I’m not running around during busy moments. Before the event, it’s always good to check the local council website for guidance on recycling, hygiene, and other bits and pieces too. It helps to feel prepared without turning everything into a big operation.

Get Some Friendly Volunteers to Help at Your Accessible Coffee Morning!

Whenever there’s cake involved, you’ll find that your friends and family are more than willing to get involved! Though it might sound like overkill, I’ve found that having a few volunteer positions to fill different jobs on the day can really help.

My list now includes: a greeter at the door (to show people in, collect donations etc), a person keeping an eye on labels, and someone who can quietly support anyone who needs help reaching a table or carrying a plate. 

These roles don’t need training, just kindness and a quick chat beforehand.

What I’ve learned About Planning an Accessibility-First Coffee Morning:

An accessibility-first Coffee Morning really is just about making sure everyone who walks in feels able to take part, stay as long as they like, and enjoy the day comfortably. 

When guests feel included, the whole room lifts… and so does the fundraising! I’m already looking forward to running my next one with these changes built in.

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.

Author 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 accessible coffee morning.