Considering starting a church cafe? As a church leader, you’re always looking for innovative ways to extend your ministry and engage your community. A church cafe could be the perfect blend of outreach and hospitality you’ve been searching for.
Based on interviews with current church cafe managers, this article is crafted with church leaders like you in mind. It dives into the ten critical areas you need to consider along with real-life examples and scenarios. This article will cover:
- Vision and Mission Alignment
- Location and Space
- Licensing and Regulations
- Funding and Budget
- Menu Planning
- Volunteer and Staff Management
- Marketing and Outreach
- Community Engagement
- Sustainability and Ethical Practices
- Feedback and Improvement
1. Vision and Mission Alignment
We know a church vision and mission is crucial, but the challenge lies in walking the line between ministry and business. While the vision may be the same, it’s important to be clear about the different roles each aspect plays.
Management must be vigilant in maintaining this balance. It’s easy for expectations to blur, especially with a mix of paid staff and volunteers. Sometimes the lines blur with work in the cafe and having moments of ministering and helping a patron with their journey. Although both are important, they also have their place.
Staff should be reminded that while ministry is important, there are times when the business aspect must take precedence. For instance, if the café is busy and someone needs assistance beyond what the café can provide, staff should be prepared to refer them to other appropriate resources within the church.
2. Location and Space
The choice of location significantly impacts the café’s success. Ideally, the café should be at the front of the church property for easy accessibility. But, even if it’s not at the front, this arrangement can provide visitors an opportunity to view the church environment as they make their way to the café. It can all work, but location does impact a lot of other processes.
When it comes to the interior space, creating a cozy and welcoming atmosphere is crucial. Small details can make a big difference in making people feel welcome. For example, proper lighting and heating are essential. In one church cafe, during the COVID-19 shutdown, it was observed that simply having a staff member present with the lights on made a huge difference in attracting people back to the space. Another church cafe noted that when the heating was not there, older members found it hard to stay in the cafe for longer periods.
3. Licensing and Regulations
Compliance with local health and safety regulations is non-negotiable. In Australia, food businesses must comply with the Food Standards Code as enforced by local councils. However, it’s important to note that there are many hidden codes and regulations that may not be immediately apparent.
Compliance can be expensive, covering various aspects such as, food safety supervisor certifications, scheduled maintenance of grease traps and exhaust systems, testing and tagging of electrical equipment and regular replacement of items like chopping boards. Other standard volunteer or employee checks such as police checks, Working with Children checks may also be required.
A current issue a church cafe is facing, is that though they have been inspected by the council for years, another inspector revealed that the industrial waste system is insufficient for the café’s needs, and they are currently working through upgrading key aspects of their cafe waste process which again costs time, effort and people hours.
It’s crucial to understand that the onus is on the café owners to stay on top of these requirements. As far as the Church Cafe managers we spoke with are aware, there is no comprehensive checklist provided by authorities that covers all the various aspects, so thorough research and ongoing vigilance are necessary to ensure full compliance.
Organisations should research their legal obligations in their state. Department of Health websites in each State can provide helpful information for food businesses, and provide links to local council requirements. Below are some helpful links you can click on.
https://www.health.vic.gov.au/food-safety/food-businesses
https://www.safeworkaustralia.gov.au/safety-topic/industry-and-business/food-services/managing-risks
https://www.safeworkaustralia.gov.au/safety-topic/industry-and-business/food-services/resources
4. Funding and Budget
Financial planning is essential, but it’s important to note that profit and loss shouldn’t be the sole mark of success or failure for a church café. While adequate budgeting is crucial to avoid financial difficulties, the café can serve multiple purposes beyond generating income.
A church café can be a valuable tool for community enrichment, providing opportunities for people to develop employment skills. When considering the success of the café, it’s beneficial to use a range of Key Performance Indicators (KPIs) that go beyond financial metrics. These could include community engagement, skill development, and ministry opportunities. If generating revenue is the sole goal of the church café, one of our café managers offered some valuable advice, “there are easier ways to generate income than starting a church café – it can often be a loss leader”
David Unwin, Business Manager at a C3 Church cafe, says
5. Menu Planning
While Australians are known for their café culture and high coffee consumption, for church cafés, the focus should be on value for money and quality of food rather than an extensive or complex menu. It’s important to consider dietary requirements, but working within limitations is key.
For cafés relying heavily on volunteers, an easy-to-manage menu is crucial. For example, one of the church café managers we spoke with said that having commercially made items that can be reheated (like lasagna, quiche, and shepherd’s pie) can be more manageable for a rotating volunteer base. This approach makes it easier to train volunteers and maintain consistency.
Flexibility is also important. On days when volunteer numbers are low, it should be acceptable to limit the menu to basics like coffee and cake. Building trust and good relationships with customers is more important than having an extensive menu.
For more info on allergies and safe storage of food, read https://www.foodstandards.gov.au/
To read more about a Christian organisation that runs a cafe that employs people with intellectual disabilities, you can check out this interview https://www.harvestcollection.com.au/blogs/news/employing-disability-part-1-employing-disability-in-a-cafe-setting
6. Volunteer and Staff Management
Recruiting passionate and skilled volunteers or staff is key, but it’s important to have a diverse pool of volunteers. This can include church members, community volunteers, those fulfilling Centrelink obligations, and work experience participants. Understanding each volunteer’s motivation is crucial – some may be there to share the gospel, while others might want to hone their barista skills. Most volunteers want to be busy and see progress, finding reward in their achievements. Using a volunteer form to gather information about their previous experiences and preferences can help in assigning roles effectively.
Flexibility is crucial both from the café management and the volunteers. The relationship should be mutually beneficial, with clear expectations set from the beginning.
To read , more about the safe handling of cash and transportation, follow the link below:
7. Marketing and Outreach
Effective marketing can draw in both church members and the wider community. For reaching church members, utilising the church service time for announcements can be effective. For the broader community, a more comprehensive approach is needed.
Social media platforms like Facebook and Instagram are cost-effective and can boost visibility. However, don’t overlook traditional media – local newspapers can be particularly helpful in reaching older demographics. Word of mouth remains a powerful tool, emphasising the importance of treating customers well.
One café manager shared that while signage and flags can be expensive, especially for cafés without street prominence, focusing on building a reputation through excellent service and word-of-mouth recommendations can be equally effective, though it may take more time.
Councils may also require applications for the display of signs on footpaths. They will also require evidence of appropriate Public Liability insurance to cover the use of external signs and/or tables and chairs on footpaths.
8. Community Engagement
Planning events and activities can turn the café into a community hub, but this requires thoughtful design of the space. Consider including areas for different activities like a kids’ play area, craft room, or worship space, but be mindful of the arrangement to manage noise levels generated by café operations. For example, you wouldn’t want a quiet prayer room next to a noisy coffee machine or commercial dishwasher.
Also consider the changing needs of people, things like guest Wi-Fi and plug points may be something to also consider.
9. Sustainability and Ethical Practices
Speaking with Melbourne based church café, the manager makes a powerful point that churches have an opportunity to lead in the sustainability space. especially for churches looking to integrate with the community as it reflects good stewardship of God’s creation and resonates with many customers.
Aside from ethics, staying current with sustainability trends is important, as legislation is increasingly driving changes in areas like bin systems and waste management. While some aspects (like coffee cup recycling) can be tricky, working towards sustainability is generally better received than ignoring it.
As sustainability becomes more prominent, cafés that embrace these practices are likely to attract a growing group of ethically-minded customers. Initiatives like giving away coffee grounds, offering discounts for bring-your-own mugs, and properly managing waste can be appealing to the public.
10. Hierarchy and Structure
The management structure of a church café is crucial to its success. A flat structure with one paid manager overseeing volunteers can be effective and is how a few of the church cafes operate. Having volunteers in supervisory or managerial roles can be challenging, as can an all-volunteer structure without clear authority.
When determining the management structure, consider the personalities and demographics of your volunteer base. The right structure can help navigate potential conflicts and ensure smooth operations, contributing significantly to the overall success of the church café.
Embarking on the journey of starting a church café in Australia is undoubtedly a significant undertaking, but one that holds immense potential for enhancing your ministry’s outreach and community engagement.
Key points to keep in mind include:
- Striking a balance between ministry goals and business necessities
- Carefully selecting your location and thoughtfully designing your space
- Maintaining vigilance regarding licensing and regulatory requirements
- Approaching financial planning with a broader definition of success
- Developing a manageable and adaptable menu
- Cultivating a diverse and motivated volunteer team
- Implementing effective marketing strategies for both church members and the wider community
- Designing a versatile space that accommodates various community activities
- Taking a leadership role in sustainability and ethical practices
After taking all of the above factors into consideration, it is essential to ensure appropriate insurance is in place to protect your venture.
This is where ACS Financials’ expertise comes into play. As specialists in church, ministry, and not-for-profit insurance, ACS Financial can provide tailored coverage to safeguard your church café. Their deep understanding of the unique risks faced by religious organisations makes them an invaluable partner in your café ministry endeavour, offering peace of mind as you focus on serving your community.
Organisations should consider the following key policies to protect their cafe operation:
- Property Protection to cover your equipment, furniture, stock
- Public Liability to meet the legal obligations of your local council and protect against loss, damage or injury to patrons, volunteers or employees
- Product Liability to protect against claims of injury by a third party caused by a product you have supplied to them
- Money cover – loss or theft of cash
- Business Interruption Insurance – to guard against loss of revenue or costs associated with relocating the business if it suffers a loss from an insured event
- Volunteer Workers Personal Accident – protects volunteers who may suffer an injury whilst volunteering for your organisation (read our Valuing Volunteers article here)
- Workers Compensation – if you are employing staff, you are legally obligated to provide appropriate workers’ compensation insurance for loss or injury sustained by employees at work
- Management Liability or Associations Liability to protect board members who are responsible for the financial and legal oversight of programs. These policies may also provide cover for Employment Practices cover to respond to claims for unfair dismissal, workplace bullying or harrassment.
For more information and to speak to a friendly team member, call 1800 646 777 today!
At ACS Financial, we are with you all the way.
