Please be advised we offer this example contract as a courtesy and are not providing any legal advice. We advise that you seek legal counsel to insure that the agreement would be enforceable in your jurisdiction and suitable for your purposes.
Our Bakery's Wedding Cake Information Sheet
Save-the-Date Deposit
We are often booked 6 months to a year in advance. If you are unable to schedule a consultation and tasting with us in the near future, but you are sure you want us to create your cake for you, you may wish to consider making a Save-the-Date deposit of $_______. This deposit is non-refundable. The deposit enables us to reserve time for your cake creation and delivery or pick-up to be determined.
Consultation and Tasting
We recommend you call to set up your design consultation and tasting appointment and book your event at least 6 months in advance. (Again, if you are not able to set the consultation appointment right away, but do wish to reserve the date, you may pay the Save-the-Date deposit prior to the consultation.)
During the consultation, you will be able to visit our facility, see our wedding cake photos, share your ideas with one of our wedding cake consultants, and taste samples of our cakes. If you have not yet completed your wedding cake profile online, you may want to do so prior to the consultation. If not, please be sure to bring magazines and photos of cakes you like. Just remember that many cakes you see in magazines are touched up, just like models. We will be glad to discuss expectations and work with you to create a realistic plan for your personally crafted cake. Be prepared to address special dietary needs such as nut allergies, lactose-free, sugar-free, strawberry allergies, no berries, no coconut, kosher, etc.
When your consultation is complete, you will be asked to verify your order information and event details and then to review and sign your cake contract. If you have not already paid the full _____% deposit, please be prepared to pay the balance of your deposit at the consultation. If you are still unsure, you may take a copy of your cake order with you and call us later with payment if you decide to proceed.
Maximum number of people we can accommodate at the tasting: _____
Consultation Record
Date of Consultation and Tasting:
_____________________________________________
In attendance at tasting:
_____________________________________________
Comments:
Wedding Cake Agreement
This agreement is entered into by _____________________________ (Name of Bride and Groom or if other party – please specify name and relationship) and _____________________________________ (Bakery Name) for a wedding cake and additional products and services to be provided as described below:
Who else is authorized to pick up your cake for you? Names and phone numbers (Initials):
Photographer:
_________________________
Phone:
Florist:
_________________________
Phone:
Caterer:
_________________________
Phone:
Wedding Planner:
_________________________
Phone:
Photographer:
_________________________
Phone:
Ceremony Location and Wedding Day Contact Name and Phone Number:
Reception Location and Wedding Day Contact Name and Phone Number:
Event Information:
Date of wedding reception
(date cake is to be delivered):
Time of the wedding reception:
Preferred time for cake delivery:
If you will be picking up your cake and setting it up yourself, what time would you prefer to pick up the cake from the bakery:
IMPORTANT: Please see important notes on transporting and setting up your cake.
Location of the Delivery:
Facility Name:
Address:
City, ST:
ZIP:
Delivery and set up of the cake will be managed by: (Bakery Name, Bride/Groom, Other-Please Specify)
Responsible Party's Name and Phone Number:
Cell Phone/Number to call on delivery day:
Facility Manager or Wedding Coordinator:
Phone:
Directions/Special Requests:
Map:
IMPORTANT: See Notes about Cake Delivery and Pick Up
Cake Specifications:
Number of Guests Expected:
Will there be other desserts? (Groom’s Cake, Fruits covered with chocolate, wedding candies, etc?)
Will you need a “kitchen cake”?
Do you plan to have a “Ribbon Pull”?
May we assist you with cakes for the shower, the rehearsal dinner or other events?
Would you prefer to keep the actual top tier of your cake or would you like to pick up a fresh anniversary cake for your one year anniversary?
Cake Selected: (Please reference photo numbers, cake names, design names, etc. to define the cake)
Photo with instructions or Artistic Rendition:
General Preferences:
Icing:
Fondant
Buttercream
Buttercream with fondant flourishes
Royal
Chocolate
Other:
(See additional Page for Layer Definitions)
[SKETCH/PHOTO]
Pricing:
Based on the anticipated labor required to make, create, and decorate your cake along with the estimated costs of the ingredients, the following is the agreed upon price for your cake and other products as described and defined above.
Bride’s Cake (Main Wedding Cake)
Price per serving:
Estimated number of servings:
___________
___________
Bride’s Cake Total:
Groom’s Cake (Main Wedding Cake)
Price per serving:
Estimated number of servings:
___________
___________
Groom’s Cake Total:
Other Cake/Dessert
Price per serving:
Estimated number of servings:
___________
___________
Other Cake/Dessert Total:
Other Cake/Dessert
Price per serving:
Estimated number of servings:
___________
___________
Other Cake/Dessert Total:
Additional Charges:
Pick Up:
Standard Delivery:
Additional Delivery:
Cake topper:
Accessories:
Silk Flowers:
Fresh Flowers – and Storage:
Punch Fountain:
Chocolate Fountain:
Deposits on borrowed items:
Rental Equipment/Serving Trays:
Cake Box for Top Tier:
One Year Anniversary Cake:
Minimum Order Fee:
Payment Deadline Notice:
If payment of final balance has not been received by the payment deadline, we reserve the right to terminate the agreement. In such event, we will have no further obligation hereunder and any deposits made to date will not be refunded.
Rental Equipment/Borrowed Items Return Due Date _____________ (date)
Date Returned _________ Condition ____________ Charge $_______/Refund $________
Replacement Cost if not returned without damage by the date $__________
Changes and Cancellations
Changes - Reasonable changes to your order may be made up to 3 weeks prior to the event. Additional costs may be incurred depending on the nature of the changes. Minimums still apply. If we are able, we will accommodate any changes you request including, but not limited to flavors, shapes, and decorations. In such event, we will complete and sign a Change Order Addendum that describes such changes and any resulting additional charges. The order must still meet a minimum of $________.
Cancellation Policy - If you notify us of a cancellation at least 60 days prior to the event, we will refund half of your deposit. No refunds of the deposit will be given after that date, however we appreciate you giving as much notice as possible and if we are able to re-book your date, we will apply half of the amount of your unrefunded deposit to a future event.
Last date to cancel with partial refund ___________________
Amount to be refunded ______________________ (50% of deposit)
Our Obligation - We take our obligation to provide your wedding cake as agreed in this contract very seriously. However, should an unforeseeable event occur which prevents us from fulfilling our obligation and we must cancel our agreement with you, we will refund your payment in-full. In addition, if at all possible we will work with you to find another qualified bakery to assist you with your wedding cake and will cooperate in transferring materials to the new baker.
Liability for Mistakes – While we make every effort to provide exactly the flavors, fillings, decorations, sizes, shapes and colors you have requested, the creation of a wedding cake is an art and may be subject to slight variations and/or errors by the creator(s).
Photographs of Your Cake – We reserve the right to take and use our own photos of your cake(s) to use for marketing and promotional purposes, including advertising and promotion through our marketing partners, without compensation to you. We may also request photographs from your photographer for the same purpose again without compensation to you, though we may be able to credit the photographer in some marketing if agreed by us and the photographer.
Please see “Important Notes” for other terms and policies of our bakery.
I have read and understand and agree to comply with this agreement. I have received a copy of this contract for my records.
Signature___________________________ Date __________
Important Notes:
Delivery or Pick Up
Delivery is normally scheduled the week of the event, but will normally be scheduled for about 2 hours prior to the reception.
Accidents/Weather- While we take our responsibilities very seriously, there may be some extreme conditions, such as accidents or inclement weather, which may prevent us from fulfilling our obligation. Please keep your contact information and alternate contacts up to date so that we may notify you of any situation that may have occurred or may be anticipated. With good communication, there is a much better chance of working out a reasonable solution to any situation,
Customer Pick-up- Our bakery will not be responsible for damages to your cake once it leaves our facility. If you are managing the delivery yourself, we recommend the cake be placed on a flat surface in your vehicle rather than the trunk or angled seats. SUV’s with seats folded down flat and allowing air conditioning to flow to the cake would be best. Placing a non-slip mat on the surface where the cake will be placed may help prevent sliding. Remember, the speed you go is not so much the issue. Braking and taking the corners at that speed is. Never have someone hold the cake in his/her lap. Please keep the cake cool and away from the sun to prevent softening and melting.
Cake Table Setup
If you want us to set up and decorate the cake table for you, please let us know in advance as we may need to bring special tools, equipment, etc.
The table for the cake should be sturdy and level to support at least 75 pounds. The size for a round table should be at least 36 inches in diameter and a standard 30 inches high. A square table or the shortest side of a rectangular table or must be a minimum of 36 inches.
Upon delivery, if we are not retained to set up the cake, and after the set up is complete, if we are so retained, the care and protection of the cake becomes your responsibility. The table should be very visible, but not in a high traffic area where it could get bumped before being cut and served. Make sure you have chosen a protected area that is level and stable, where the cake will not be overly exposed to the weather or elements, and not too close to the dance floor.
Cake Tip: Much of the reception and many of the reception photos take place in a around the cake. To make the most of moment as well as your lasting memories, we would like to make the following suggestions. The cake should be placed on its own table, with a coordinating or complementing table cloth (pressed, clean and crisp), plants and flowers may be arranged on the table as appropriate. Candles can also add a special touch. For photos, a white or light colored cake may stand out better on with a darker background vs. a white painted wall. If there is a window behind the cake, the lighting for the photos may need to be adjusted. Also watch for unattractive elements that may be in the background of your photos such as a vent, pipes, electric cords, restrooms and other doors, etc. Generally, take a look at your reception site in advance to find the ideal place to set up the cake table.
Other Options - Please Initial or Cross Out As Applicable
Cake Toppers and Ornaments: If you are providing your own cake topper or ornament, you may bring the item to the baker up to two weeks in advance. The item should be brought to our bakery at least 3-5 days in advance. We will make every effort to incorporate the topper or ornament and secure it to the cake, however, we are unable to accept responsibility for the replacement cost if the ornament is lost or broken.
Cake box: If you plan to save the top tier of your wedding cake for your anniversary, we have cake boxes available for purchase. Please see “Instructions for Saving the Top Tier of Your Wedding Cake”. Optional: Many of today's brides and grooms opt to serve the top tier at the wedding, take it home to enjoy after the wedding or even on the honeymoon, or save it only long enough to share with members of the bridal party when the couple returns home. As an alternative, we can add a 1st Anniversary Cake to your order so that you can enjoy a fresh cake for your anniversary.
Kitchen cakes: In order to help you cut costs, our bakery may provide a kitchen cake for servings over 200. The kitchen cake is a sheet cake decorated similarly to your wedding cake which is sliced and served from the kitchen so your guests never see the cake. Since the kitchen cake does not require as much labor to decorate, we can provide this additional cake at a lesser cost. Please ask us about a kitchen cake during your consultation and indicate your request on the order form.
Cutting the cake: Our bakery does not provide cake cutting or serving. Many reception locations will have their staff cut and serve the cake for you at a small fee per slice. At less formal receptions, you may ask a few of your friends or family members to assist with cutting and serving. The standard serving size for a slice of wedding cake is 2 inches deep by 1 inch wide. Please see “Cutting and Serving Your Wedding Cake” for more information.
Cake cutting knife: Our bakery does not supply a cake cutting knife. If your reception location does not provide one, you may wish to purchase or borrow one in advance. Many couples purchase an engraved cake server as a keepsake from their wedding. If someone asks what special gift they can give you, be prepared to ask for a cake server and let them know how wonderful it would be to use this special gift from them to cut your wedding cake.
Deposits for rental or loaned equipment: We require a deposit on all rental or loaned equipment. The deposit amount is listed in the agreement. If the equipment is returned in good condition within 5 days after the event, your deposit will be refunded.
Broken or missing parts/replacement costs: If you have chosen to keep the equipment or return it with missing or broken parts, you will be responsible for the replace cost of the equipment. We will hold your deposit and charge your credit card or bill you for the additional charges.
Ribbon: Our bakery prefers to add only edible ribbons such as those created with fondant. Fabric ribbon often has chemicals, dies and preservatives that are not intended to be placed on foods. At your discretion, we will add ribbon you supply or ribbon we have available, however we do not recommend fabric ribbon. If you plan to have a ribbon pull, please notify us at the tasting and confirm the request on your order form.
Color matching: We will make every effort to match swatches of material or other color examples you provide as closely as possible, however, some colors simple cannot be recreated in frosting and may not be a perfect match.
