No Signal, No Stress: Backup Donations Plan for Coffee Mornings Without WiFi

A couple of years ago, I was hosting a Macmillan Coffee Morning at my local community centre. Everything was going well, we were getting through the bakes, people were chatting, and then the WiFi dropped out.

Aside from the fact that no one could Instagram my amazing cupcakes, it meant it was challenging to gather donations and share all the fundraising information.

We were only down for ten minutes, but it made things a bit sticky. Since then, I have built a small belt-and-braces setup that keeps donations flowing even when the signal dips or a device misbehaves. It’s cheap and simple, and if you are planning to host your own event, this is a plan you can easily copy.

How to fundraise without WiFi

I decided to find tools that would help guests donate to the cause without turning on their data or having to remember to send money later.

Since that WiFi-less day, I’ve built a system that makes fundraising simple, easy, and accessible for anyone. Here is the setup I now use. It looks like a lot written out, but in real life, it takes ten minutes.

1. Use QR codes

I usually create two QR codes in case there are issues:

• One from the official Coffee Morning page
• One from a second provider in case the first link fails to load

People can also just save a photo of the QR code if they can’t connect then and there. On the morning of the event, I load each QR code on two different phones. If either page looks slow, I refresh it and keep that phone awake for the first half hour.

I also stick up signs that let guests know they can add Gift Aid through the online form. Gift Aid really boosts the total, so I keep the instructions short and friendly.

2. A small cash float

Lots of people still prefer cash, particularly for small items like a slice of cake. A tin, a handful of coins, and a few notes mean you’ll be ready for any kind of donations. This tactic helps children join in and saves guests from queuing while they hunt through pockets.

3. Keep an IOU or pledge sheet

If there’s no WiFi and people don’t have cash, all is not lost! A simple piece of paper for anyone who wants to give later helps you keep track. I keep it on a clipboard beside the cakes and have people write down their phone numbers and names in case they want a reminder later.

4. A neighbour (with working WiFi)

This sounds silly (and maybe really obvious), but it is the most reliable fallback. Lucky for me, my next-door neighbour has a card reader connected to their network. So, if my signal collapses during a fundraiser and we’ve got no other option, they can take the payment and pass it straight through.

How to reconcile WiFi-less donations

There’s no magic rule here, and there’s just one simple method I follow to track and reconcile donations: write things down as I go. Nothing fancy. I keep the page with my totals updated and give guests a short update at the end of the day if I can. This is also when I share how much of the money has been sent specifically to Macmillan.

If anyone missed the morning or wanted to support in another way, I include a gentle reminder. It’s also a good time to note that Macmillan also offers a bunch of other services, such as the free will writing service.

Lessons from my ten-minute WiFi outage

When we lost WiFi at the community centre, it meant I actually developed a stronger donation system for next time. It’s all a learning curve, after all!

What helped:

• Guests switched to cash quickly
• My neighbour took two card payments on their network
• The IOU sheet filled up faster than expected, and everyone paid up!

What I improved afterwards:

• Printed a bigger QR sign so more people can reach
• Created a backup QR code in case one fails
• Kept a power bank for my phone
• Prepared with cash for change, and made the cash box more prominent

No WiFi? No problem!

Even though most of us are on our phones non-stop, losing connectivity isn’t the end of the world for your fundraiser.

Follow the steps above (QR codes, cash, IOUs, and perhaps a helpful neighbour), and this setup keeps the mood calm. A smooth donation process lifts the total, but it also makes the morning feel organised and welcoming.

There are loads of ways to fundraise for Macmillan, and whether you’re gathering together pennies or transferring friends’ donations from PayPal after the fact, it’s all going to a very good place.

Hosting a Coffee Morning is one of the most fulfilling, easy ways to do some charity fundraising. Donate to Macmillan, enjoy some cake, have a chat… what’s not to love?!

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.