Traveling With A Wedding Cake: Expert Tips For Safe Arrival

Transporting a wedding cake can be a nerve-wracking experience, but with the right preparation, it is possible to do so without incident. The first thing to consider is the distance you will be travelling and the means by which you will be travelling that distance. If you are flying, it is probably best to recreate the cake at your destination or have a bakery hold it and send it to you. If you are driving, you will need to consider the roads you will be taking and the weather conditions. It is also important to plan ahead and give yourself plenty of time for the journey.

The next thing to consider is the packaging. It is important to use a box that is the same size as the cake's base, so that the cake does not slide around. You should also consider using a non-slip mat to prevent the box from sliding around in the car. If your cake has multiple tiers, you should use plenty of dowels for support and consider using internal structures for further stability. It is also a good idea to chill the cake before travelling, as this will help it hold together during the journey.

Finally, it is worth thinking about whether you want to assemble the cake before or after you transport it. There are pros and cons to both methods. Assembling the cake before transportation means you will save time at the venue and avoid the distraction and pressure of onlooking guests. However, it will be heavier to lift and trickier to manoeuvre, and there is a greater risk of it tipping over during travel.

Chilling the cake

If the cake is buttercream, cream cheese frosted, or has fruit in or on it, it is especially important to store it chilled. It is also a good idea to pre-chill your car, turning on the AC and letting it cool down before adding the cake.

If you are travelling a long distance, you will need to keep the cake chilled for the duration of the journey. This can be done by boxing the cake with dry ice or ice packs. You could also use insulated transportation/cool boxes and make use of freezer packs around the cake box.

If you are travelling in hot weather, it is recommended that you chill your cake before travelling and ensure your vehicle is cooled for at least 10-15 minutes prior to placing the cake inside, so that it is cool enough. Place the cake away from sunlight, ideally protected with a sun shield, to prevent it from melting.

Using the right box

When choosing a box, opt for one that is the same size as the cake's base. This will prevent the cake from sliding around inside the box. You can also use a larger box and let it open from the side instead of the top, so you can slide the cake in. This will ensure a snug fit and minimise movement.

If you can't find a box that is the right size, you can make your own. Look for taller boxes at hardware stores or supermarkets and tape up the ends. Then, cut a line down the longest side of the box so that it opens from the side, allowing you to slide the cake in.

For added stability, use a cake drum instead of a standard cake board. Cake drums provide a stronger base for your cake, especially if it is multi-tiered. Additionally, use plenty of dowels within each tier, especially the base tier, to provide more support for the tiers above.

To prevent the box from sliding around in the vehicle, consider placing a non-slip mat underneath it. This simple and cost-effective solution will keep your cake standing in one place during transport.

When packing the cake into the box, it is recommended to chill it in the fridge for 24 hours beforehand. This will help the cake hold together stronger during transit, and slight bumps and touches won't be noticeable.

If you are flying with a wedding cake, it is best to carry the cake on to the plane rather than checking it in. The cake can be placed in a box and stored in the overhead compartment or under the seat. To keep the cake chilled during the flight, use ice packs or dry ice packs around the cake box.

Overall, using the right box is essential when transporting a wedding cake. By choosing a sturdy and well-fitting box, you can ensure that your cake arrives safely and securely to its destination.

Transporting the cake in a car

Transporting a wedding cake can be a nerve-wracking experience, but with careful planning and preparation, you can ensure its safe arrival. Here are some detailed tips for transporting a wedding cake in a car:

Vehicle Preparation:

Before placing the cake in the car, it is crucial to prepare the vehicle to create a suitable environment for the cake. Pre-cool the car by turning on the air conditioning to maintain a cool temperature, especially if the cake contains perishable ingredients or if the weather is warm. This will prevent the icing from melting. Ensure the car is clean, and if necessary, cover the transport area with clean linens or towels to maintain hygiene.

Choosing the Right Container:

Select a sturdy cake box that is specifically designed for travel. The box should be strong and stable, providing ample protection for the cake during transit. The size of the box is crucial—it should be as close as possible to the size of the cake base to prevent the cake from sliding around inside the box. If you can't find a box that matches the dimensions of the cake, consider making your own by taping up the ends of a larger box and cutting a slit on the side to slide the cake in. Additionally, consider using insulated transportation boxes or cool boxes with ice packs, especially for long-distance travel.

Creating a Stable Surface:

Place the boxed cake on a flat surface in the car. Avoid placing it on car seats or laps, as they are not level and can cause the cake to tilt. The floorboards of the car tend to provide the most stable surface. If the surface is not naturally flat, create a level base using firm materials, such as sturdy boards or a non-slip mat, to maintain the balance of the cake. Ensure the cake is secured and stable, and if possible, place it in the centre of the vehicle, where movement is minimised.

Driving with Care:

When driving with a wedding cake, it is essential to exercise extreme caution. Drive slowly and smoothly, avoiding sudden accelerations, sharp turns, or abrupt brakes, as these can increase the risk of damaging the cake. Plan your route in advance, opting for smoother roads with fewer bumps and potholes. If possible, have a second person accompany you to monitor and support the cake during the journey, especially if you need to navigate less stable road conditions or longer distances.

Transporting the cake in hot weather

Transporting a wedding cake in hot weather can be a challenging task, but with careful planning and preparation, it can be done successfully. Here are some detailed instructions to help you transport your wedding cake safely in hot weather:

Prepare the Cake for Hot Weather:

• Choose the right frosting: Opt for frostings with better heat resistance and stability, such as buttercream or fondant. Avoid whipped cream or cream cheese frostings that are more prone to melting.
• Weatherproof your frosting: Increase its stability by adding more powdered sugar or reducing liquid ingredients.
• Avoid runny or gooey fillings: Instead, choose more stable options like fruit preserves or ganache.
• Use wafer paper or non-melting decorations: Wafer paper is more resistant to heat than frosting sheets. Sugar flowers or chocolate decorations are also good alternatives.
• Colour choice: Opt for neutral colours such as white, ivory or cream. Dark colours tend to run in warm weather.

Proper Storage and Transportation:

• Chilling: Ensure the cake is thoroughly chilled in the refrigerator before transport. This helps the frosting and filling set, providing better stability.
• Insulated container: Transport the cake in an insulated cooler or a cake carrier with built-in cooling features to maintain a cool temperature.
• Portable refrigerator: If you don't have a cooler or cake carrier, create a portable refrigerator by using a large box lined with ice packs or dry ice. Place the cake box inside, ensuring it's surrounded by cooling elements.
• Timing: Finish decorating the cake as close to the event as possible to reduce its exposure to heat. Transport the cake to the venue as close to serving time as possible.
• Shield from sunlight: Protect the cake from direct sunlight by using car window shades for un-tinted windows. When setting up at the venue, choose a shaded area or create shade using umbrellas or canopies.

Additional Tips:

• Plan your path: Know your route and handle the cake with care. Look for shaded areas and avoid obstacles that could cause accidents.
• Assistance: Have someone assist you in carrying the cake to provide additional support and a steady grip.
• Drive carefully: Avoid sudden movements or sharp turns. Leave ample time for travel to prevent rushing, which can lead to accidents.
• Cake repair kit: Be prepared for emergencies by carrying a kit with extra frosting, decorations, and small tools for quick fixes.
• Display: Set up the cake indoors with air conditioning set to a cool room temperature of around 72°F (22°C). If outdoors, ensure a protective canopy or shade covers the cake to shield it from direct sunlight.

Pre-assembled vs assembled at the venue

When it comes to transporting a wedding cake, there are two main options: pre-assembling the cake before transport or assembling it at the venue. Both methods have their pros and cons, and the best choice depends on various factors, including the size and type of cake, travel distance, and personal preference.

Pre-assembling a wedding cake can save time at the venue and reduce distractions and pressure from on-looking guests. However, it can also make the cake heavier and more challenging to manoeuvre, increasing the risk of tipping over during travel. Additionally, pre-assembled cakes may require more support structures, such as dowels and internal supports, to ensure stability during transport.

On the other hand, assembling a wedding cake at the venue allows for more flexibility and can reduce the risk of damage during transport. It eliminates the need to worry about the cake tipping over and can make it easier to carry, especially for larger or heavier cakes. However, assembling on-site may take up more time at the venue and could be more challenging due to potential distractions or space constraints.

When deciding between pre-assembling and assembling at the venue, it is essential to consider factors such as cake size, type of frosting or fondant, travel distance, and personal comfort level. For smaller cakes with fewer than 90 servings, pre-assembling may be more feasible, while larger cakes may benefit from on-site assembly. The type of frosting or fondant used can also impact the decision, as fondant-covered cakes are often easier to assemble on-site to avoid dents or fingerprints.

Ultimately, the decision to pre-assemble or assemble a wedding cake at the venue depends on a combination of factors, including cake characteristics, travel considerations, and personal preferences. By carefully evaluating these factors, cake artists can make an informed decision that ensures the safe and successful transport of the wedding cake.

Frequently asked questions