How to run a successful cafe in 2025/26: from concept to profit

Starting a cafe in the UK requires passion and determination, but it can be a dream come true for many small business owners. A busy cafe with happy customers, and the satisfaction of creating a community hub are what makes it really rewarding. 

For aspiring cafe owners in the UK, going from a concept to a profitable business involves understanding the challenges of the British market – which can change with the times. With competition from established chains and changing consumer preferences, standing out requires resilience, practical know-how and a bit of luck. 

This guide walks you through the essential steps to run a successful cafe in the UK in 2025, covering everything from crafting a solid business plan to managing staff effectively.  

Whether you've just started your business, are a hospitality professional or just looking to give your cafe a new leash of life - find actionable advice to get your coffee shop up and running and more importantly - thriving and making profit. 

How do I create a cafe business plan tailored to the UK market? 

A well-structured business plan is the backbone of any successful cafe.  

For UK small business owners, this means looking into specific market conditions, consumer preferences, and financial realities of running a food service business in Britain. 

Calculate realistic startup costs 

The costs involved with starting a cafe in the UK can vary – Start-up Loans suggest cost anywhere between £20,000 and £100,000, depending on your location, size, and concept. This wide range reflects the various approaches you can take – from a simple coffee cart to a full-service cafe. 

For those testing the waters, a coffee cart can be a smart way to check your concept before putting in any more money. An entrepreneur on Reddit shared a detailed breakdown of their coffee cart startup, costing him £4,812. This included a second-hand espresso machine (£950), a portable cart (£1,200), initial stock (£600), and various permits (£350) - which could give you an idea of prices for second hand equipment. 

But, if you want to go bigger - full-service cafes need much more investment. You might need a startup loan to get going and there are likely to be initial start-up costs. Consider: 

• Does your premises need renovations or new fixtures/fittings? 
• Have you got all essential equipment? (coffee machines, refrigerators, for example)  
• How much initial inventory will you have?  
• Have you got the right business licenses in place? 
• Are you set up on social media? Have you got any budget for marketing? 
• Have you found the best deal for business energy? 
• Have you got sufficient business insurance in place? 

Rather than buying all equipment outright, you might want to opt for leasing options. This can help keep costs lower and allows for equipment upgrades as your business grows. 

Find a busy location in the right place 

The success of your cafe can depend heavily on where it is. Before signing a lease, check the areas to understand if it has a high footfall or not – are the surrounding shops busy or not?  

You can gather valuable location insights for free, for example: 

• Google Maps' "Popular Times" feature shows peak hours for nearby businesses 
• Count passersby at different times of day 
• Go into neighbouring small businesses and ask them about footfall 
• Join a Meta group or online community to discuss experiences 

Pay particular attention to: 

• Morning commuter patterns (for the breakfast and coffee rush) 
• Lunchtime foot traffic from nearby offices 
• Weekend leisure visitors 
• Public transport links nearby 
• Parking availability 

Remember that what works in a high street location might not work in a rural setting. High street cafes may benefit more from passing trade but could face higher rents and fiercer competition. If you’re out in the sticks cafes often need to become community destinations with loyal regular customers to survive. 

Know your fixed costs  

Before you open your doors - make sure you know your fixed costs and account for expenses that might affect your profitability. 

• Business rates - These are taxes on property used for business purposes, such as offices, shops, pub and cafes. The amount you pay is worked out. For example, a small cafe in central London might pay more annually than a similar cafe in the North East. As a small business, you may be eligible for business rates relief, which means you could pay less. Find out more on the government site.  
• VAT -  Once your turnover exceeds £85,000, you have to register for Value Added Tax. Learn more about taxes you need to pay when running a business. 
• Staff costs -  The national minimum wage is £12.21 an hour and can increase annually, affecting your ongoing labour costs. You should also factor in employers’ national insurance contributions which raised  to 15% on April 6, 2025 on earnings above the threshold. You also need to consider pension auto-enrolment obligations – the legal minimum is 3%. 
• Energy and gas costs -  energy prices are on the rise and can change in line with the energy price cap. You’ll need to budget appropriately for gas and electricity, depending on your size and equipment usage. Water rates, waste collection, and business broadband and VoIP also need to be considered in your monthly costs. 

Les Roberts, Senior Content Manager at Bionic, says: "As a cafe owner, you will use a lot of energy. Coffee machines, cookers, fridges, and heating can drive up your bills.  And it’s not just your consumption, standing charges can also rise, so it’s best to fix your rates for as long as possible so you aren’t met with unexpected price hikes.”  

Looking for ways to save energy? Les has a tip.

 Watch 101 Ways To Save Business Energy and Money series on our YouTube channel.

Get your finances in order 

Now you know your fixed costs, you can make financial projections. These should include: 

• Monthly cash flow forecasts for the first year 
• Quarterly projections for the second year 
• Annual projections for years three to five 
• Break-even analysis 
• Profit and loss statements 
• Balance sheets

You can find helpful resources and templates for these on the government website.  

_{Bionic does not provide financial advice. This information is for informational purposes only. You should always consult your own financial advisor for financial planning advice.} 

Think sustainably 

UK consumers increasingly favour businesses with strong sustainability credentials. Building eco-friendly practices into your business plan can attract customers and reduce costs. You should consider: 

• Compostable takeaway cups and packaging 
• Energy-efficient equipment (including lighting) 
• Local and organic sourcing 
• Food waste reduction programs 
• Water conservation measures 

Rather than treating sustainability as an afterthought, you can integrate it into your business. There are plenty of people who would take your coffee grounds and use them as fertiliser. Getting in touch with local gardeners is a great way to start. 

What licenses and permits are legally required to operate a cafe in the UK? 

You need to make sure you have the right licenses to operate – if you don’t you could end up with fines, closures, not to mention damage to your reputation. 

Food business registration 

All food businesses, including cafes, must register with their local council's environmental health department at least 28 days before opening. This registration is free and can typically be completed online through your local council's website. 

Once you’re registered, you'll then receive a visit from an environmental health officer who will assess your premises according to the Food Standards Agency's (FSA) Food Hygiene Rating Scheme. This inspection examines: 

• Food handling practices 
• Physical condition of your premises 
• Food safety management systems 
• Record keeping 

To achieve a good rating (aiming for 4 or 5 stars), you'll need to demonstrate: 

• Staff training in food hygiene 
• Appropriate refrigeration and storage 
• Clean food preparation areas 
• Effective pest control measures 
• Proper waste management 

You also need to be aware of the new allergen labelling requirements effective March 2025 under the extension of Natasha's Law. This requires clear labelling of all potential allergens in food prepared on-site. 

Health and Safety 

Cafes must comply with Health and Safety Executive (HSE) regulations to protect both staff and customers in your cafe. Key requirements include: 

• Conducting and documenting risk assessments 
• Maintaining safe equipment and working practices 
• Providing appropriate staff training 
• Displaying a Health and Safety Law poster 
• Reporting accidents and incidents 
• Having employers’ liability insurance 

For cafes with five or more employees, written health and safety policies and risk assessments are mandatory. Even for smaller operations, maintaining documentation is good idea. 

You could run into the following health and safety issues: 

• Slip and trip hazards from spills 
• Burns from hot equipment 
• Manual handling injuries from lifting heavy items 
• Cuts from knives and broken glass 
• Electrical safety concerns 

Read more on our guide to health and safety in the workplace for actionable tips. 

Alcohol licensing for cafes 

If you plan to serve up alcohol, even just wine or beer with meals, you'll need a premises license – this can cost between £100 to £635, depending on your rateable value. The application process involves: 

1. Submitting a detailed application to your local council 
2. Providing scale drawings of your premises 
3. Displaying public notices at your premises 
4. Advertising your application in local newspapers 
5. Paying application fees  

If you don’t need a full alcohol license, you can apply for a Temporary Event Notice (TEN) for special events, allowing alcohol sales for up to 21 days per year at a cost of £21 per application. 

You’ll also need a personal license in order to actually sell the alcohol, this needs to be assigned to someone on shift. This can cost around £37. 

Find more information and to apply, see the government site. 

Music licensing requirements 

Whatever your taste in music, if you want to your customers to hear the latest tunes by popular artists, you’ll need a music license.  

• You can now get a single licence through PPL PRS Ltd. Annual fees depend on your venue size, opening hours, and how much you play the music.  
• For a small cafe under 400 square meters, you could expect to pay around £515 annually. 

If you don’t have the proper licenses, you could get fined... 

But if you don’t want the hassle of paying – then use royalty free music. You never know, customers might even enjoy a bit of Mozart with a cuppa. 

How can I make sure staff are properly trained? 

Your team can make or break your cafe's success. Effective staffing involves finding the right people, training them properly, and creating a way of working that is efficient and keep employees happy. 

Balancing full-time vs. part-time roles 

Many successful UK cafes operate with a mix of full-time and part-time staff. Full-time employees provide stability and consistency, while part-time staff offer flexibility to cover peak periods like weekends or bank holidays. 

If you’re just starting out, then you might be thinking of working yourself and getting family members to help. But if you’re looking to employ staff, a typical staffing structure for a small to medium-sized cafe might look like this: 

• 1 full-time manager 
• 2-3 full-time baristas/supervisors 
• 2-4 part-time baristas/servers 
• 1-2 part-time kitchen assistants (if serving food) 

Having this type of staff mix allows you to scale staffing based on demand. Morning and lunchtime rushes typically require more hands on deck, while quiet afternoons can be managed with minimal staff. 

When building your team, you’ll want to consider: 

• Clear job descriptions with defined responsibilities 
• Setting up a fair work schedule 
• Transparent pay structures 

You might find that investing in a core team of well-paid, full-time staff reduces your long-term training costs and improves the quality of your services, even if the hourly rate is slightly higher than minimum wage. 

Barista training and development 

Quality coffee is the foundation of a successful cafe business. Investing in proper barista training pays off because you get a better quality product offering and more happy customers. 

You can attempt to train your staff yourself, but there are other training options if you want to pay for it: 

• Barista day courses (£210) 
• Speciality Coffee Association (SCA) courses 
• Manufacturer-provided training for your specific equipment 
• CPD-accredited coffee machine safety courses (many available for under £150) 

Apart from making coffee art, the best baristas are knowledgeable in: 

• Coffee bean varieties and origins 
• Grind settings for different brewing methods 
• Milk texturing techniques 
• Equipment maintenance and cleaning 
• Food safety practices 

To keep your barista up to speed, some cafes host regular "coffee clinics" where staff practice techniques, try new methods, and share knowledge. This can help improve skill levels and is a great team building exercise. 

Reducing turnover through staff incentives 

The hospitality industry is known for high staff turnover. But you can do your best to keep staff with creative incentive systems that help keep employees. 

One option might be to create a "coffee bean profit share" system. This gives team members a percentage of profits based on their performance like customer feedback, sales figures, and quality control.  

Other ways to do this include: 

• Skill-based pay increases as staff master new techniques 
• Flexible work patterns to accommodate studying or family commitments 
• Free or discounted food and beverages 
• Opportunities to attend coffee events or competitions 
• Clear pathways to management positions 

Setting up regular one-to-one meetings with staff members can help identify their goals and challenges. These conversations often reveal simple changes that can really improve job satisfaction and the chances of them staying with you. 

Using scheduling and management tools 

Technology can simplify many aspects of managing your cafe. Workforce management software help you arrange staffing levels, track labour costs, and make payroll easy. But if you’re just starting with little staff – you should just keep a log of this in an Excel document.

Managing utilities and reducing operational costs 

Energy costs, POS systems, water bills all represent a big ongoing expense for cafe owners. You need to ensure you’re managing them properly because if not, they can really impact your bottom line. 

Energy efficiency strategies for cafe owners 

Our own Les Roberts, expert at Bionic is a former cafe owner and knows a thing or two about running a cafe efficiently.  

"Coffee shops are energy-intensive businesses, and even equipment choice alone can impact energy bills. It's always best to use energy-efficient options from the get-go like bulbs and turning off equipment when you close. A staggered approach to starting up your equipment in the morning can prevent unnecessary usage and charges on your bill."  

Watch’s Les’s small business story on running his tea shop business before he joined us at Bionic. 

Here are Les’s top tips for energy efficiency strategies when running your cafe: 

Get the right equipment 

It’s likely that you’re going to require a lot of specialist equipment in order to get your cafe up and running. It’s important to properly budget for the purchase of this equipment, as the cost can add up quickly. The list below details some of the most common pieces of cafe equipment that you may want to consider for your business:   

Drink making equipment	Food-related equipment	Other equipment
Espresso machine	Toaster	Cash register
Coffee bean grinder	Microwave	Card machine
Filter coffee brewer	Panini press	POS system
Tea brewer	Oven	Television
Bar fridge	Hot plate	Sports TV subscription
Freezer	Dishwasher	WiFi router
Blender	Fridge/freezer	Phone/laptop charging points
Ice machine	Deep fryer

Remember that you will also have to budget for other tools and equipment, such as: 

• Storage and display units 
• Kitchen pans and pots 
• Food preparation utensils, such as knives and spatulas 
• Serving utensils, cutlery and other tableware 
• Wares such as plates and bowls 
• Bar items such as stirrers, mixing glasses, bottle pourers and tongs. 

Remember, you’ll want to make the equipment you choose is energy efficient and has a decent efficient rating.  

Here are some other ways to run your cafe efficiently and save. 

Create daily operational routines

• Create a startup and shutdown sequence for your equipment 
• Install timers on energy-hungry appliances 
• Train staff on energy-saving practices 
• Use lids on pots when heating water or milk 

Make your interiors energy efficient

• Install LED lighting throughout your premises 
• Add draught excluders to reduce heating/cooling loss 
• Install smart thermostats and smart meters to monitor usage  

Water saving measures and waste management 

Water bills can add up quickly in cafes when dishwashing, making coffee, and cleaning. You'll want to save water where you can, consider: 

Water-saving equipment

• Low-flow spray valves for pre-rinsing dishes 
• Water-efficient dishwashers 
• Dual-flush toilets 
• Sensor-activated taps 

You’ll also want to make sure you’re not wasting any water. You should consider: 

• Fix leaks promptly (a dripping tap can waste up to 5,500 litres annually) 
• Run dishwashers only when full 
• Collect and reuse water where appropriate 
• Train staff on the above 

Waste reduction strategies 

Minimising your food waste means you could save money in the long run. It could also help your reputation as a ‘green’ business to use some of the following initiatives: 

• Check your food portions to reduce food waste 
• Use digital ordering systems to minimise errors 
• Partner with food waste apps like Too Good To Go

Recycling and composting 

You can’t eliminate waste completely, but being smart about recycling and composting where you can, can help you minimise waste management costs and do your bit for the environment. You should consider: 

• Set up clearly labelled recycling bins 
• Compost coffee grounds and food waste where possible (even giving them away!) 
• Return packaging to suppliers for reuse 
• Choose suppliers with packaging take-back schemes 

Use the right communication systems 

You need reliable internet for your cafe – not for customers to browse on Wi-Fi, but for essential operations like: 

• Point-of-sale systems that require consistent connections 
• CCTV and security systems (that use internet) 
• Card payment terminals that need stable connections 

Tom Grange - Energy and Connectivity Director at Bionic recommends - "For cafe businesses, we typically suggest business broadband with guaranteed minimum speeds and priority fault repair. Compared to home packages - which can experience prolonged outages - you could make some revenue savings. You could also consider a separate guest Wi-Fi network with bandwidth limits to prevent customers from affecting your operational systems." 

Learn more about broadband for business. 

Choosing the right equipment and suppliers

The equipment and products you choose can directly impact your cafe's efficiency, product quality, and how profitable your bottom line is. 

Equipment decisions: buying vs. leasing 

For new cafe owners, the decision between buying and leasing equipment is a big one – what should you opt for?  

Buying equipment outright: 

• You’re in control and the owner 
• No ongoing monthly payments 
• May be more cost-effective long-term 

Leasing equipment: 

• Requires less upfront capital 
• Often includes maintenance and repairs 
• Allows easier upgrades as technology improves 
• Frees up cash in your business for other uses 

It might be a good idea to use both – purchase smaller items outright while leasing major equipment like espresso machines and fridges. This way, you own some items but free up some cash for other unexpected expenses and emergencies. 

Remember that the cheapest option might not always be the best. A higher-quality item might cost more initially but will likely require fewer repairs and last longer. 

Building relationships with local suppliers 

Without suppliers, you'd have no business – they’re key to your operations and success. Building strong relationships with local providers can lead to better pricing in the long run, reliable delivery, and unique products – helping you to stay ahead of competitors! 

When choosing your coffee, consider: 

• Local roasters who can provide, the freshest roasted beans 
• Suppliers who offer barista training along with their product 
• Companies with ethical sourcing practices 
• Providers who can create custom, unique blends for your cafe 

When choosing bread and or produce, look for: 

• Local bakeries for fresh pastries and bread 
• Seasonal produce suppliers 
• Artisanal food producers for speciality items 
• Wholesalers with flexible minimum order requirements 

You might want to create cross-promotional relationships with your suppliers. For example, partnering with a local bakery to offer a free pastry with every coffee using a subscription or email sign-up, benefiting both businesses. 

You’ll want to make sure your suppliers are up to the job and align with your values as a business owner. When choosing potential suppliers, consider: 

• Product quality and consistency 
• Delivery reliability 
• Payment terms 
• Minimum order requirements 
• Sustainability practices 
• Customer service and support 

Regularly review supplier performance and be willing to make changes if quality or service declines. Having backup suppliers for essential items helps avoid issues if your main vendor has issues – no cafe owner wants to run out of coffee! 

Managing costs while increasing profits 

Running a cafe might not seem complicated, but ensuring your profitable in these current economic conditions requires thought and careful financial management.  

Understanding your costs and identifying ways to improve margins without sacrificing quality is essential for a profitable business long term. 

Controlling food and beverage costs 

The great thing about coffee and tea is the markup – you can make a margin of up to 95% per cup because coffee beans and tea are relatively cheap.  But that doesn’t mean you don’t need to control food and beverage costs by keeping some measures in place: 

• Use standard recipes with precise measurements 
• Train staff to follow portion controls (just like the big chains do!) 
• Do regular inventory counts 
• Track wastage and identify any patterns 
• Use seasonal ingredients when possible 
• Check your menu pricing every few months 
• Analyse item profitability and sales volume 

Lots of small changes and improvements can make the world of difference across high-volume items. A 5p increase in milk cost per coffee might seem minor but you could end up reducing your profits by thousands of pounds annually if you’re busy! 

To keep on top of the details, look to: 

• Negotiate volume discounts with your suppliers 
• Join buying groups for better pricing 
• Implement inventory management systems 
• Reduce menu size to focus on profitable, popular items 
• Create specials that use ingredients regularly in stock – for example, a weekly special croissant with different fillings depending on high stock levels. 

Pricing strategies for profitability 

Setting the right prices is key for balancing competitiveness with actually making a profit. Various pricing strategies can work depending on your location and concept: 

• Cost-plus pricing -Calculate the cost of ingredients, add labour and overheads, then apply a markup (typically 65-75% for food, 75-80% for beverages). 
• Value-based pricing -  Set prices based on perceived value rather than just costs. Premium locations or unique offerings can give you scope for higher prices. 
• Competitive pricing -  Look at similar cafes in your area and ensure your pricing is competitive. 

You’ll have to consider that your brand awareness will be zero when you start out, so you’re going to have to work harder to gain the attention of customers than the local coffee shop that’s been around for 5+ years. 

So, consider using a blend of the approaches above, with competitive pricing on common items like filter coffee and value-based pricing on signature items or specialities you offer. 

When setting prices, remember to account for: 

• VAT (if registered) 
• Payment processing fees (can be 2-3% for card payments) 
• Delivery platform commission(like JustEat if you offer delivery)  
• Wastage and free items 
• Changing seasonal ingredients and their costs 

Read up more about how to price your product here. 

Creating a unique cafe concept 

In a crowded market, having a concept that stands out can help attract and keep customers. Your cafe's identity should reflect both your passion for the business and the best and market opportunity. 

Identifying your unique selling proposition 

What makes you stand out? Your unique selling proposition (USP) sets you apart from your competitors and gives customers a clear reason to choose your cafe. Strong USPs often focus on: 

• Speciality coffee -  Featuring single-origin beans, alternative brewing methods, or award-winning baristas. 
• Food focus -  Offering something beyond standard cafe fare, such as authentic ethnic cuisine, health-focused options, or artisanal baked goods. 
• Atmosphere -  Creating a distinctive environment, whether it's a quiet workspace, a family-friendly setting, or a vibrant social hub. 
• Community connection -  Building a cafe that reflects and supports the local community through events, collaborations, and involvement. 
• Sustainability - Making environmental responsibility a central part of your brand identity and operations. 

Concepts like cat cafes have a very unique concept, as there is an extra charge for playing with cats, while concepts like luxury cafes with high-end interiors can try to charge a premium based on their perceived brand and quality perception. 

To identify your USP, research your local market to find gaps in the market.  This doesn’t need to be overcomplicated. Speak with potential customers about what they want but can't currently find. Test concepts with pop-ups or market stalls to see if they generate interest before committing to a permanent location. 

What cafe products and services will you offer? 

Before you open, you’ll have to choose which products you’re going to sell. This may seem like an obvious point, but this can be a more in-depth process than you may have anticipated. For example, you will need to decide whether you’re going to serve a primarily drinks-based menu, or have a full food menu and working kitchen, too. Just some of the products that you may want to consider are: 

Drinks	Food
Hot drinks - teas, coffees, hot chocolates	Sandwiches, baguettes and paninis
Refrigerated drinks - bottled water, juices	Pasties and pies
Iced teas and coffees	Cakes and biscuits
Milkshakes and smoothies	Soups and stews
Alcohol - spirits, liquors or just bottled beers?	Crisps, nuts and other snacks

You should also consider other food offerings, such as burgers, pizzas and takeaway food, as well as breakfast foods such as fry-ups and porridge. 

As you can see, the potential variety of products on a cafe’s menu spans a wide range. You’ll have to make a number of decisions about what types of products you want your business to sell, as well as consider the implications that selling certain products may bring – for example, a licence to sell alcohol. Different products will have different profit margins, and this is important to bear in mind, too. 

You may find it beneficial to keep your menu short and simple, to begin with. As some teething problems are to be expected in your first couple of weeks of opening, you don’t need to overcomplicate things for kitchen staff or baristas with a complex menu. It’s always possible to rethink your menu at a later date and add to it if you feel capable of handling more. 

 Designing your space and atmosphere 

Your cafe’s space should reflect your concept and create the right atmosphere for your customers to enjoy. Consider: 

• Layout - You want to make it easy for your staff to work around the tables, but you also want customers to feel relaxed without feeling cramped. Consider having space between tables (85-100cm minimum). 
• Seating: Different customers have different needs. Laptop workers prefer tables with power outlets, while large families need lots of comfy seating. 
• Lighting - Natural light creates a great daytime atmosphere, while adjustable lighting allows for mood changes throughout the day and a cosier late afternoon vibe. 
• Acoustics - Hard surfaces create noisy environments that can interrupt conversations. Consider using some soft furnishings to balance this out. 
• Sound - The music that you play in your cafe adds to the atmosphere. Think carefully about the style of music that you play, as well as the volume at which you play it. 
• Temperature – You should keep your cafe at a comfortable temperature so that customers are neither too hot nor too cold. Keep an eye out for signs that the temperature may be wrong – for example, customers wearing coats indoors. 
• Cleanliness –  ensuring your cafe is always clean – particularly in restrooms – is an important part of ensuring a positive customer experience. 
• Furniture and wares – Your cafe’s tables, chairs, cutlery and even cups and saucers should all reflect the overall design and décor theme. 
• Branding elements -  Make sure your visual identity comes through in interior colours, materials, and design elements that reinforce your brand. 

Now, we know budgets can be limited if you’re starting out so second-hand furniture can be a good way to get going. Using Facebook Marketplace, Freecycle and other online platforms can be great for sourcing furniture items that can be costly.   

More importantly, just focus on a few key areas that define your space rather than trying to transform everything at once. 

How to run a great cafe 

Once your business has opened its doors to the public and started trading, a key aspect to focus on is efficiency - cutting costs and growing your customer base will help to improve the overall success of your business.  

Even if your cafe is well established and has been serving customers for years, it can often be beneficial to take the time to assess the way in which you currently operate and make changes to improve your service. 

Remember customers are human  

When you’re caught up in the rush of a busy day in the cafe it’s easy to accidentally slip into ‘robot mode’ and focus solely on churning through as many customers as quickly as possible - something which may mean you forget to add a personal touch to your service.  

People are innately social, so a little bit of interaction can go a long way. Just a few ways that you can add a more personal touch to your service are: 

• Greet customers as they enter 
• Make eye contact as you’re serving them 
• Engage in small talk and chit chat 
• Be honest – if their coffee is going to take ten minutes, tell them 
• Anticipate their needs – for example, napkins for a spilt drink

Encourage customer loyalty 

Repeat customers form the backbone of sustainable cafe businesses. Building loyalty requires both great products and a memorable experience. Here are some ways to increase customer loyalty: 

• Loyalty programs -  Digital or card-based programs that reward frequent visits. For example, some business owners on Reddit suggest getting a custom made stamp that can’t be copied for loyalty cards. 
• Community events - Host gatherings that align with your brand, such as coffee tastings, local art exhibitions, or community meetings. 
• Personalized service - Train staff to recognize regular customers and remember their preferences. 
• Feedback mechanisms - Create simple ways for customers to share suggestions and respond visibly to this input. 
• Social media engagement - Maintain active profiles that showcase your offerings and respond to customer interactions. 

Remember that building loyalty starts with consistent quality. The best marketing in the world can't overcome bad products or service. 

What to do when it all goes wrong 

It’s inevitable that your cafe will run into some obstacles on the road to success, and although you may not be able to avoid them, properly preparing yourself to deal with hurdles can minimise the negative effect they can have. Some common scenarios that your business may experience could include:

• Late or incorrect delivery may mean you do not have the correct stock or products to sell. 
• Staff AWOL – service standards can fall easily when understaffed. 
• Equipment failure – the machine your cafe depends on could break at any time. 
• Personal injury – yourself, a member of staff or a member of the public could sustain injury on your business premises. 
• It can be useful to spend time thinking about all the possible hindrances your cafe could experience, and making sure that you have set processes in place to help you cope in the event that one occurs.  

For instance, do you have a secondary source for products if there is an issue with your primary supplier? Your business will suffer if you don’t have any products to sell, and it could have a knock-on effect on your cafe’s reputation, too.

Useful advice from cafe owners

Now that you’ve read through all the tips and advice on starting, opening and running a successful cafe, you’ll probably have a lot of thoughts about your own business - and perhaps ideas for changes that you’d like to make. Yet there’s also a chance that you might be wondering how the advice given here could make a tangible difference to your business in particular. 

In order to conquer any doubts you may have, we decided to see what past and present cafe owners – those who have been through the process of opening and building successful businesses – had to say, and what advice they would offer up to those starting out or looking to improve. 

Lady Dinah’s Cat Emporium, Shoreditch  

"A unique theme can set you miles apart from your competitors." Lauren Hill, owner 

Even with the unique premise of being a Cat Emporium, Lauren Hill, owner of Lady Dinah’s, felt that her cafe needed something more to really set it apart from any other. “I wanted [an Alice in] Wonderland theme … and also something that was quite British, because obviously there are cat cafes all around the world, and I wanted this one to have its own, unique twist.” The Cat Emporium in Shoreditch is constantly bustling, and customers have to reserve a table to be able to visit – suggesting that it must be doing something right! 

Khamsa Cafe, Brixton 

“Be passionate. No one will believe in your business if you don’t.” Djamel Ait Idir, owner 

The importance of believing in what you do is essential to a cafe’s success, as explained by the owner of the Khamsa Cafe in Brixton, Djamel Ait Idir. His philosophy is that having a burning passion for running a cafe can not only boost your business's chances of in the long run, but also help to carry you through difficult patches in the short term. 

Djamel believes that “you don’t need a business studies degree” to run your own cafe, as long as you believe in it. 

Real Meals, Saltburn-by-the-Sea 

Lorna Jackson, owner of Real Meals cafe, considers this to be the best piece of business advice that she has ever received. If your cafe is able to listen to customers and reflect their wants and needs, you’re sure to build a loyal fan base that will keep coming back – and that will spread the word of your cafe to their friends and family. As Lorna suggests, “it’s all about bringing people together... the internet has its place but there really is no substitute for meeting people face-to-face.” 

“Listen to your customers. Without them, you don’t have a business.” Lorna Jackson, owner.