In the first part we covered a brief history, and the planning and creation of a basic wedding cake. This time, it's on to more practical considerations -- business (contracts, pricing, etc.), transportation, and set-up concerns.
This article is designed to get a beginner started. Of course, things can get much more involved as you gain fame and fortune!
CONTRACTING
I always have a written contract with the bride. First, it assures her that you will make and have a wedding cake delivered for her. It also protects you. You now have a written contract that has every detail you would want to know about the cake.
I usually contract for cakes about 4-6 months ahead of time, however, if my calendar permits, I have contracted as little as two weeks before the wedding. Be careful of the latter, as the bride may not have completely thought out what she wants if it is this late.
There are many ways to prepare a contract, and you may wish to seek professional guidance, but my contract includes the following: A statement that the contract is between me and the bride (or whoever is paying), married name, address and phone of the customer. A description of what the cake is, what it will look like (with references to pictures), the number to be served, date, time and address for delivery, contact person's name at the reception, flavors, cake sizes, colors, number of tiers and layers, and any other information which might help accurately describe exactly what the agreement is for. Of course, you must also include the price, amounts of deposits, delivery charge, accessory costs (lace, pearls, plastics, etc.), and sales tax amount. The completed contract must be signed and dated by you and the customer, and I leave a place for the contact person to accept and sign for the delivered cake.
Be sure you discuss what goes in between pillars and write that into the contract. If the bride is to provide items, such as flowers, goblets or netting, note that as well. That way there is no question as to who is going to supply which items. It is also a good way to be sure that you don't forget months down the road.
I require 1/3 of the money down as a deposit. Some people require l/2 down. Mine is non-refundable unless there is a death in the immediate family. If the wedding is canceled, you do not want to be out all of the money, especially if you have turned down other weddings in its place. This is a way of compensating you for that. I suggest that you require at least as much down as the cost of your ingredients.
I also get a separate deposit on the separators and accessories that are to be returned to me. (Some people just include those items in the cost of their cakes, but I don't feel most brides need those items. I am there for her convenience and service.) I price the items at my cost plus 20%. The extra percentage covers my gas and wear and tear on my car. If the items are not returned within two weeks of the wedding, I keep the deposit.
If the final check has not arrived a week before the wedding, I think that it is a good idea to call the bride to let her know you are going to need cash on the day of the wedding. A simple phone call can relieve a lot of embarrassment and confusion on the day of delivery. The bride can leave the cash with the person who is to sign for the cake.
PRICING THE CAKE
Obviously, pricing varies depending on the area in which you live. Call around the area to find out what others are charging. Be sure to check your local bakeries, independent bakers and grocery stores, just so you know what you're up against.
In some areas, people are getting as little as $.75 per slice, in other areas pricing starts at about $1.85 per slice and goes up from there. Don't underprice yourself. You are spending a lot of time on this cake and you need to be paid for your time and talent. In my area I would say most people charge by the slice. Also, I figure that every time I have to go around the cake with a tip, the price goes up a few cents per slice.
If a bride wants a cake for 150 people, and your pans either make 143 or 161 slices, don't just charge her for 150 and make the 161 size. Offer her a choice, then let her pay for the cake she chooses.
Allow a minimum of two inches between cake sizes. I think that four inches looks the best, but two will suffice. Also, be careful to consider symmetry. You probably don't want a stacked cake with a bottom layer of 14", a middle layer of 8", and a top 6". Just consider how it will look stacked. I usually set up the look of the cakes with empty cake pans turned upside down for the brides. If you need more cake than what the bride needs to get the look you want, then tell her. You are the professional and know what will look good and what won't.
Sometimes, part or all of a given cake will be a "dummy" -- for appearances only. I have found that most people charge about the same price for a dummy as for cake. You are still using the same icing and the same time decorating. Also, you have the expense of the dummy itself.
I've asked all around the country, and it seems that carrot cake is a minimum of $.50 per slice more than regular cake. Some people have a basic (white) price, then go up as the flavor requires.
Flower prices depend on the type, royal or gumpaste. Some people charge per spray, others figure it into the cost of the cake per slice. You have to decide what you want to do. Get a system, write it down, then stick to it. Generally, fillings run from $.05 per slice to $1.50 per slice for liqueur flavors, or more, depending on the ingredients and time required.
Rolled buttercream or fondant cakes are much more expensive than regular butter cream cakes. In asking around the country at shows, the least expensive cake of this type I have found is $2.50 per slice. There are places in Maryland and New York where they are getting $8.50 plus per slice for fondant cakes
You ask, "How do I break into the more expensive cakes?" Make dummies of both, then offer the brides a choice. If your more expensive cake looks more elegant and that is her wish, more often than not, she will be willing to pay for it.
ON YOUR WAY TO THE RECEPTION
I use carpet foam under the cake tiers to transport the cake It helps absorb any bumps in the car or van. It will prevent a lot of repairs at the reception site. (But if it's too thick, you may chance the cake tipping on the way.) I also cover the foam with a clean white sheet. In case of an accident, heaven forbid, at least the cake would be clean for repairs. If you can't get foam, use the grid-like grip mats for carpets to prevent the cakes from shifting. Some people use boxes to transport wedding cakes. I don't because I feel they can enhance accidents rather than prevent them (for example, putting fingers or flaps into the cake when removing the cake).
A sign for the car, "WEDDING CAKE IN TRANSPORT" is nice. It can keep motorists from tailgating. The sign should be big enough that they don't have to get close to see it, but not obstructing your view. Also, place is so that it cannot drop onto the cake in transport.
When rounding corners, my advice is to creep. You may also want to turn on your flashers to warn other motorists that you are going slowly. Also, leave yourself enough time that you don't have to rush. Sudden starts and stops can find a wedding cake inches off of its plate by the time you get where you are going.
On warm days, ensure that your air conditioning is working and turn it up so that the car is cool. Avoid having the cake sitting in a hot car for any length of time. If the delivery is to be made to an unairconditioned hall, don't get there too early. Also, don't cover the cake with plastic wrap for any length of time as it will make the cake too moist and soggy.
Be sure to take your camera and flash to take pictures after you've set up the cake. Pictures are nice for portfolios later. I also like to get double prints so I can send the bride a picture of her cake. (Many times the photographer's cake pictures include the entire cake table, including skirt and all you can see is the outline of the cake. Mine are a lot more detailed.)
Take icing, bags, any tips you used on the cake, and a spatula for any repairs. Check your supplies and put them in a bag or box. Do you need an extension cord for the fountain? If so, pack it ahead of time.
I always make a one page list for the hotel or reception caterers of what I need returned. This helps them to make sure I get back what I am expecting and the bride does not get charged. (Netting/tulle is washable and reusable.) I may also leave a cake cutting guide if there is a family member cutting the cake. Provide the bride with a box for her top tier. This is usually left under the cake cutting table.
Do you have the topper? Don't forget it if the bride has provided you one ahead of time. Also, are there ribbons or extras you need to take for in between the tiers, on pillars, etc.? A shopping bag is a nice carrier for these items.
SET UP AT THE RECEPTION SITE
My first suggestion is INSIST ON IT!!! Once you accept money for a wedding cake you are a professional. If the cake does not make it to the reception in good condition, it reflects on you, even if you may have not transported it. My experience in the past has been that even if I did not transport it, I ended up repairing it at the site anyway, so go ahead and charge for delivery and set up. I use a flat fee for certain areas, others have a fee per mile. (Don't forget you have to get home, too, so charge for that as well. It's your time and gas).
Before you go into the site with the big cake, check out the table, its position, readiness for the cake, etc. Insist that the cake NOT BE MOVED once you set it up. My favorite thing to do under a cake is to "cloud" the table with an extra table cloth as shown in the photo. Most hotels will provide this to you at no extra charge. Bunch the cloth to look like a cloud, leaving it flat in the center where the cake will be. This is an inexpensive way to fancy the cake without a whole lot of fuss.
When transporting the cake from the car to the reception room, use common sense. If you use a cart for this purpose, it should be sturdy enough not to collapse when it hits a bump. Obviously, your cake will go with it. Also, when taking a cart over the bumps between rooms, lift- DO NOT ROLL- both the front and the back wheels. This will prevent the cake from flying off the cart.
Give yourself enough time to set up the cake, but not too much time that something could happen to the cake. (I remember seeing a wedding cake that was delivered in the morning for an afternoon wedding...still in a box. During the day, someone put their fingers into the cake.
It may be a good idea to contact the florist ahead of time. I prefer small flowers over large so as not to overpower a cake. If you ask for rosebuds, make sure that you get sweetheart rosebuds, otherwise you may be in for a big surprise. Usually the florist will leave the flowers in a box for you to place on the cake.
Once the cake is delivered and set up properly, get your designated contact person to sign the acceptance line at the bottom of the contract. At this point that person takes responsibility for the cake. If there is a question as to its proper delivery you have a name and signature which could prevent problems for you later.
I have found that wedding cakes are much more profitable than birthday or anniversary cakes. If you have never done a tiered cake before, it might be wise to take a class. Many programs offer classes in tiered/wedding cake construction, so you can practice before you have to do the real thing. I was more nervous for my first wedding cake than I was for my own wedding, but now they are not a big deal.
Know what you are doing and both you and the bride will be happy.
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