*Guest post from Holly
Cups Across Postcodes: Hosting a 20-Minute Virtual Brew-Along for Those Who Can’t Attend
Last year, a few people messaged me the night before my Macmillan Coffee Morning to say they couldn’t make it. One friend had childcare issues, another was supporting a parent through treatment, and a couple simply lived too far away to pop over.
It was such a shame, so this year I added something tiny but lovely for my friends and family who are too far away to pop over for a cuppa: a fast, 20-minute virtual brew-along. Everyone just needs a kettle, a biscuit, and a screen to say a quick hello across postcodes.
It turned out to be one of the best parts of the day. Here’s how I ran it without stress, and how you can do the same alongside your in-person Coffee Morning.
How to organise an online Coffee Morning
Once I decided to go online, I realised it makes loads of sense. Online Coffee Mornings are perfect for:
- Friends or family who live far away
- Carers who can’t leave the house for long
- People with lower immunity, who may avoid busy rooms
- People at work (who can spare a quick break!)
It also helps guests feel genuinely included, not just apologetic messages on WhatsApp. And everyone who joined said it made donating feel more connected and intentional.
My online Coffee Morning schedule
I kept it short on purpose, but of course, you could set a longer call up if your group wants more of a natter. People joined from sofas, kitchens, parked cars, and even office break rooms. For us, twenty minutes was long enough to feel warm but not too long that it might take over the entire day.
Simple tech to keep things running smoothly
While I spend most of my time online, many of the people attending Coffee Mornings aren’t necessarily the most tech-savvy, so it’s important to offer clear instructions and keep things stripped back and simple.
Here are some top tips for your guests:
- Prop your phone (or laptop) up on a tripod or stack of books to get the most comfortable angle
- Try to sit near a window for the best natural light
- Join a minute or so early to check your settings and get set up
- If there’s a big group, starting on mute helps avoid lots of clattering and rustling during introductions
One of my friends dialled in from her phone while stirring porridge for her toddler with a baby on her hip, so trust me… polished production is not required!
How to handle donations without interrupting the chat
There are a few ways to encourage donations that I found really helped with getting the main points across during our coffee meeting:
- A couple of times, I shared a slide with a QR code linked to the donation page
- I sent everyone a direct link to donate through the chat
- A gentle offer for anyone wanting to explore Macmillan’s services, like the free will writing, which a few friends already knew about but kept forgetting to look into
That last one came up naturally when someone mentioned sorting their paperwork, and it slotted in easily as just another helpful resource Macmillan provides.
Recording small highlights
With everyone’s consent, I grabbed a few seconds of our “cheers” moment and a screenshot of everyone holding up their mugs.
These short snippets were lovely for posting on Instagram, sharing to our WhatsApp groups, and sending out a post-event update with our fundraiser total. I’ve always found that social proof of donations really helps give a nice boost (as well as a trust signal).
The ultimate brew-along online Coffee Morning kit
It’s not rocket science, but it’s nice to have a bit of a plan before you get started. I’d recommend testing your whole setup the night before, just to iron out any technical issues.
A few other things to mention:
- Check and set up your link the night before
- Encourage everyone to plan which phone or laptop they’re going to use
- Test out your tripod (or book stack) to get your preferred angle
- Create a QR code for your fundraising page
- Have a hard copy or printed note reminding you what you need to say
Why I’ll keep doing online Coffee Mornings
The brew-along turned out to be one of the easiest things I’ve ever added to a Coffee Morning, and I was surprised by how naturally it fitted into the day.
A handful of people who usually miss out were suddenly right there with us, chatting from their kitchens and holding up their mugs to the camera. It felt lighter and more connected than I expected, and several guests said it helped them feel included without needing to rearrange childcare or leave someone unwell at home.
There’s also something meaningful about offering different ways to take part. Macmillan supports people through all sorts of situations, and giving guests a choice echoes that spirit. A quick online option keeps the circle wide, builds community, and brings in donations that might have been missed entirely. I’ve already pencilled it into my plan for next year.
If you’d like to run something similar, give it a try. A Coffee Morning (online, in-person, or both) is one of the easiest ways to donate to Macmillan Cancer Support.
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.
