Caterer's Outdoor Wedding Cake Setup: What To Expect

Planning a wedding can be stressful, especially when it comes to catering. One of the most important questions to ask is whether the caterer will set up the wedding cake. Some caterers offer full-service packages that include table settings, bar service, and cleanup, while others may only provide food preparation. It is crucial to understand what services are included to avoid last-minute surprises.

Some venues have their own in-house caterers, which can be more expensive but may offer certain advantages. On the other hand, outside caterers provide greater flexibility in terms of food options and pricing. When considering an outside caterer, be mindful of additional costs such as delivery fees, especially if the venue is outside their usual radius.

It is also worth noting that some caterers charge extra for cake-cutting services, which can range from $2 to $14 per slice. This fee is often included in the overall catering package for venues with in-house caterers. To avoid unexpected expenses, it is essential to clarify these details with your chosen caterer or venue.

Cake-cutting fees

A cake-cutting fee, also known as a cakeage fee, is a rate many wedding venues or caterers charge when a couple brings their wedding cake from an outside bakery. The fee is usually per person or slice, and it can range from $1.50 to $14 per slice, with an average of $1.50 or more depending on the region. The fee is charged to compensate the venue's or caterer's staff for their work in cutting, plating, and serving the cake to guests.

Some couples choose to avoid the cake-cutting fee by bringing their wedding cake pre-cut, cutting the cake themselves, or having a self-serve station. Others opt for alternative desserts such as cake pops, cupcakes, or donuts, which do not require cutting and can be served directly to guests.

It is important to note that some venues or caterers may be willing to waive the cake-cutting fee if asked, especially if the couple is already using their other services. Additionally, it is a good idea to confirm with the venue or caterer early on if cake-cutting is included in their costs to avoid any surprises.

• Negotiate with the venue or caterer, especially if you are already using their other services.
• Bring your wedding cake pre-cut to avoid the fee.
• Assign someone from your wedding party or a family member to cut and serve the cake.
• Opt for alternative desserts that do not require cutting, such as cupcakes or donuts.
• Set up a self-serve station for guests to serve themselves after the cake-cutting ceremony.
• Confirm with the venue or caterer early on if cake-cutting is included in their costs to avoid surprises.

Transporting the cake

Transporting a wedding cake is a delicate task that requires careful planning and execution to ensure the cake arrives safely and in perfect condition. Here are some detailed instructions and tips for transporting the cake:

Packaging and Preparation:

• Choose the right packaging: Use sturdy cake boxes designed for travel, separately packing each tier in boxes matching its size to prevent movement.
• Chill the cake thoroughly before placing it in the box. A cold cake is firmer and less prone to damage.
• Use non-slip mats inside the vehicle to prevent the cake boxes from sliding during turns or sudden stops.

Vehicle Conditions and Placement:

• Select a vehicle with a spacious and flat loading area, such as an SUV or a van.
• Pre-cool the vehicle with air conditioning to maintain a cool environment, especially important for preventing icing from melting.
• Shield the cake from direct sunlight using sun shields or by positioning it in a shaded area of the vehicle.
• Place the cake on a flat surface in the vehicle, creating a level base with firm materials if needed.
• Position the cake in the center of the vehicle, where movement is minimized, and secure it with seat belts or cargo straps if necessary.

During the Journey:

• Drive smoothly without sudden accelerations or brakes to reduce the risk of cake damage.
• Have a second person to monitor and support the cake, especially through less stable road conditions or longer journeys.

Long-Distance Transportation:

• For long-distance travel, choose cakes covered in fondant or buttercream, as they offer more stability and are less prone to melting.
• Consider transporting the tiers separately and assembling them at the venue if your cake has intricate decorations or delicate structures.
• Maintain temperature control during transit, especially in warm climates or hot weather, using insulated covers or portable refrigeration units.
• Avoid opening the vehicle's windows to prevent dust and fluctuating temperatures that might compromise the cake's quality.

Public Transport:

• Use a sturdy, flat-base carrier and a thermal bag when transporting on public transport.
• Opt for less crowded times to travel, and keep the cake close to you to avoid bumps and shakes from fellow passengers.

Communication and Final Inspection:

• Communicate with the venue in advance regarding cake delivery, confirming setup details such as table location, stability, and setup time.
• Upon arrival, conduct a final inspection to ensure no elements have shifted or been damaged during transit.
• Have a repair kit with extra icing, decorations, and tools to fix any minor imperfections.

Full-service caterers

Full-service catering offers a wide range of services, from food preparation to table settings, bar service, and cleanup. This comprehensive approach ensures that the catering company handles everything, eliminating the need for additional staff.

When it comes to wedding cakes, some full-service caterers may offer this service as part of their package. They can either include it in the overall catering or provide it as an additional service for an extra fee. It is worth noting that some caterers may not specialise in wedding cakes, so it is important to ask for examples of their previous cake-baking and decorating work.

Additionally, full-service caterers can provide bar services, which is a significant aspect of the overall catering cost. The bar can be charged in two ways: a set fee per person or by the amount of alcohol consumed. It is essential to discuss these details with the caterer to understand the associated costs and make an informed decision.

When considering a full-service caterer, it is crucial to ask questions about their services, pricing, and customisation options. Couples should also inquire about the caterer's experience, especially in handling weddings or other large formal events, to ensure they have the expertise to manage the scale and complexity of a wedding.

Full-service catering offers a convenient and comprehensive approach to wedding catering, ensuring that all food-related needs are handled by a dedicated team. This allows the wedding couple to relax and enjoy their special day while knowing that their guests are well taken care of.

Dietary requirements

Ask your caterer about their experience with dietary restrictions

Most caterers will have experience preparing food according to guests' dietary needs. However, it's important to ask them about their cooking and baking specialties, and whether their experience matches your requirements. For example, if many of your wedding guests don't eat gluten, you can hire a baker who knows how to prepare desserts with rice flour and other gluten-free ingredients.

Request information about allergies and food restrictions

When designing and sending out your wedding invitations, consider asking your guests about their dietary needs. You can then notify your caterer of any requirements, and work together to create a menu that accommodates everyone. Some couples send out a menu, complete with a list of ingredients, or put this information on their wedding website.

Set up a protocol to avoid cross-contamination

Once you know how many people have dietary restrictions, ensure that the food at your reception is served and labelled appropriately to avoid cross-contamination. Create separate stations for meals and desserts that cater to guests with food allergies, and put hand sanitiser on all the tables. Label items that are gluten-free, nut-free, dairy-free, vegan, vegetarian, and kosher. If necessary, serve guests with specific dietary restrictions—especially those with severe, life-threatening allergies—before the main dinner.

Don't overextend yourself during your reception dinner

After following the tips above, you've done everything possible to ensure your guests are happy and safe. On your wedding day, put your worries aside and celebrate your union.

Other tips

• If you have just a few guests with specific food allergies or restrictions, it is often cheaper to order them a meal from somewhere else than to have your caterer make something extra.
• Making something plain for fussy eaters and small children is easy. Simply ask your caterer to prepare the pasta/chicken/etc. not tossed in the sauce beforehand.
• If you have a full meal, you probably don't need as much cake as online tipsters say.
• If there is a large gap between your ceremony and reception, provide snacks to keep blood sugar and spirits up.
• If you want to give away your centrepieces, tell your staff, and they can line them up near the door just before the end.
• If you want to keep your centrepieces, make it known.

Timing and logistics

The timing and logistics of setting up a wedding cake outdoors depend on several factors, including the caterer's availability, the complexity of the cake design, and the weather conditions. Here are some key considerations to ensure a smooth and timely setup:

• Caterer's Schedule: Discuss the timeline with your caterer and confirm their availability for the wedding day. Some caterers may have multiple events on the same day, so ensure they can commit to your event without rushing between locations.
• Delivery and Setup: Inquire about the caterer's delivery and setup process. Will they transport the cake to the venue, or does it need to be picked up? Allow sufficient time for transportation, especially if the cake is coming from a distant location.
• Finalization of Details: Provide the caterer with all the necessary details about the wedding venue, including address, access instructions, and outdoor setup location. This will help them plan their route and ensure a timely arrival.
• Weather Conditions: Consider the potential impact of weather on the cake. If the wedding is outdoors and the weather is hot, discuss measures to protect the cake from melting or spoilage. This may include setting up the cake in a shaded area, using cooling equipment, or opting for a cake design that is more heat-resistant.
• Complex Cake Designs: If your wedding cake has intricate details or requires on-site assembly, allow extra time for setup. Communicate any specific requirements or special instructions to the caterer in advance.
• Coordination with Other Vendors: Ensure that the caterer setting up the cake coordinates with other vendors, such as the venue coordinator, florist, or event designer. This will help avoid conflicts or delays during the setup process.
• Final Guest Count Confirmation: Provide the caterer with the final guest count well in advance to ensure they can prepare the appropriate amount of cake. This is crucial for portioning and ensuring there is enough cake for all guests.
• Backup Plan: Discuss a backup plan with the caterer in case of unexpected delays or issues. This could include having a backup cake ready or adjusting the setup timeline if needed.
• Clean-up and Breakdown: Clarify with the caterer who is responsible for cleaning up and breaking down the cake display after the event. Understand their requirements for accessing the venue and any restrictions on how late they can stay for clean-up.
• Payment and Gratuity: Confirm the payment terms and gratuity expectations with the caterer. Understand if there are any additional charges for outdoor setup or if gratuity is included in the total cost.

By considering these timing and logistical aspects, you can ensure that your wedding cake is set up smoothly and on time, creating a memorable and stress-free experience for you and your guests.

Frequently asked questions