Crafting A Wedding Cake Contract: Key Considerations

A wedding cake contract is a legally binding document that outlines the terms and conditions agreed upon between a couple and a bakery or cake designer when ordering a wedding cake. It includes details such as cake design, size, flavours, delivery, setup, payment terms, cancellation policy, and any additional services or special instructions. The contract template serves to protect both parties and ensures that both the couple's expectations and the bakery's obligations are clearly defined and agreed upon.

The contract should include the following: contact information for both parties; event details, including date, time, and location; cake design specifications; information on allergens; delivery and setup details; rented accessories; pricing and payment information; cancellation policy; insurance and liability information; and a photography release.

Additionally, the contract should specify the payment schedule, including any deposits, progress payments, and final payments. It should also outline any cancellation or refund policies and include a section for signatures from both the couple and the cake vendor.

Contact Information

It is important to include contact information for both parties: the couple and the wedding cake baker. This should include full names, phone numbers, email addresses, and mailing addresses.

It is also a good idea to include emergency contact information for the couple, such as a wedding planner or event coordinator. This will ensure that you can easily reach someone if there are any last-minute changes or issues with the cake.

Additionally, be sure to include the date, location, and time of the wedding. This information will help the baker plan the delivery and setup of the cake.

Baker's Information:

[Your Name]

[Bakery Name]

[Phone Number]

[Email Address]

[Mailing Address]

Couple's Information:

[Couple's Names]

[Phone Number]

[Email Address]

[Mailing Address]

Emergency Contact:

[Name and Phone Number of Wedding Planner or Coordinator]

Wedding Details:

[Date of Wedding]

[Time of Wedding]

[Location of Wedding]

Including detailed contact information in your wedding cake contract will ensure that everyone is on the same page and help avoid any misunderstandings or last-minute issues.

Event Details

• Event Date and Time: Begin by stating the date and time of the wedding. This may seem obvious, but it is essential to ensure everyone is on the same page and there is no confusion about when the cake is needed.
• Event Location: Specify the location of the wedding reception where the cake will be delivered and set up. Include the full address of the venue to avoid any misunderstandings.
• Event Type: Clearly state the type of event, in this case, a wedding. This helps to establish the tone, theme, and expected guest count, influencing the overall design and size of the cake.
• Number of Guests: It is important to have an accurate estimate of the number of guests expected at the wedding. This will directly impact the number of servings required for the cake. A common calculation is to allow for one slice of cake per guest and a half slice per additional guest, for a groom's cake, for example.
• Event Schedule: Include the event schedule, particularly noting the time of the ceremony. This is crucial for the cake vendor to plan the delivery and setup of the cake, ensuring it is presented at the appropriate time.
• Client and Vendor Contact Information: Provide full names, phone numbers, email addresses, and mailing addresses for both the couple and the cake vendor. It is also beneficial to include emergency contact information for the couple, such as a wedding planner or a member of the bridal party, in case any last-minute issues or changes arise.
• Design Specifications: Outline the desired design specifications for the wedding cake, including selected flavours, the size and shape of the cake, and any additional design elements discussed. Attach any sketches, drawings, or images that will be incorporated into the cake design. This ensures that both parties have a clear understanding of the expected outcome.
• Allergen Information: The baker should disclose any potential allergens that may be present in the cake ingredients or come into contact with the cake during preparation. Common allergens include milk, wheat, nuts, and cocoa. The contract should also specify that it is the client's responsibility to inform their guests of these potential allergens.
• Delivery and Setup Details: Specify the time and location for cake delivery and setup. Include any additional fees associated with delivery and setup services. It is essential to clarify these details to ensure the cake is delivered and presented smoothly and on time.
• Rented Accessories: Clarify whether the cake vendor is expected to provide any accessories, such as a cake stand, cake topper, or knife. If so, outline any associated rental fees and return policies.

By including these detailed event details in the contract, both the couple and the cake vendor can rest assured that everyone is on the same page, and the cake will be delivered and presented as expected on the big day.

Cake Design Specifications

The wedding cake will be designed according to the couple's aesthetic preferences and desired theme. The couple should provide the baker with any relevant design inspiration, such as sketches, drawings, images, fabric swatches, or venue details. The baker will then create a cake design that aligns with the couple's vision and incorporates any specified design elements.

The cake will be a multi-tiered cake, with each tier consisting of [number] layers of cake and [number] layers of filling. The size and shape of each tier will be as follows:

• The base tier will be [shape] with a diameter of [length] inches and a height of [height] inches.
• The second tier will be [shape] with a diameter of [length] inches and a height of [height] inches.
• [Continue with the details of each tier]

The cake will be decorated with [specify any decorations, such as icing patterns, sugar flowers, fresh flowers, or cake toppers]. The colour scheme of the cake will be [colour scheme], and the overall style will be [style].

The cake will be presented on a [type of cake stand or plateau], which can be rented from the bakery for an additional fee. The cake stand/plateau will be returned to the bakery no later than [return date], and a deposit of [deposit amount] will be required to secure the rental.

In the event that the couple requests design changes after the finalisation of the contract, additional fees may apply, and changes may not be permitted within [number] days of the wedding.

Pricing and Payment

This section outlines the total cost of services for the wedding cake, including any additional fees that may be tacked on for delivery and setup. Be sure to specify the payment schedule, including the initial deposit, progress payments, and the final payment.

A non-refundable deposit of around 50% is standard and acts as a "down payment" to secure the booking. This deposit also covers the baker's time spent on consultations, tastings, design sketches, etc., should the client cancel. The remainder of the payment is due no later than two weeks before the event.

Late or missed payments may result in substitutions or modifications to the original order, or even cancellation. It is recommended to never accept the final payment at the event itself, as this leaves the baker vulnerable to non-completion of payment.

In the event of a cancellation, a full refund (minus a transaction fee for consultation services) is possible if the cancellation is made at least 30 days before the event. Cancellations made within 14 days of the event may not be eligible for a refund.

Design changes may also incur additional fees, especially if they are requested close to the event date.

The contract should also outline any rental fees for items such as cake stands, utensils, or decorations, as well as the deposit amount and return policy for these items.

Finally, the contract should specify the accepted payment methods (cash, check, credit card, etc.) and provide mailing address details if applicable.

Cancellation Policy

The wedding cake is a significant part of the celebration, and cancellations can be costly for both the baker and the client. To protect both parties, a clear and detailed cancellation policy is necessary.

The cancellation policy should outline the timeframe for cancellations and any applicable fees. The policy should also specify whether the deposit is refundable or non-refundable. A typical cancellation policy includes the following:

• Cancellations made 30 days or more before the event: The deposit will be refunded in full, minus a small transaction fee for consultation services rendered. This accounts for the time spent on consultations, cake design, and tastings.
• Cancellations made within 30 days of the event: The deposit will be forfeited, and the client may be responsible for additional costs incurred, such as the cost of ingredients already purchased or work completed.
• Cancellations made within 14 days of the event: No refund will be issued. This is because last-minute cancellations can result in significant losses for the baker, who may have turned down other orders to reserve the date.
• Cancellations due to unforeseen circumstances: In the event of unforeseen circumstances beyond the control of either party, such as a natural disaster, illness, or a death in the family, a separate policy may be applied. This could include a full or partial refund, depending on the circumstances and the progress made on the cake.
• Cancellation by the baker: In the rare event that the baker needs to cancel, a full refund should be provided to the client. This may include compensation for any additional costs incurred by the client in finding an alternative cake.
• Communication: It is essential to establish clear communication regarding cancellations. Both parties should provide prompt notification of any changes or cancellations to ensure timely refunds and minimise losses.

The cancellation policy should be detailed in the contract to ensure both the baker and the client are aware of their rights and responsibilities. This policy protects the baker's time and resources while also providing flexibility and peace of mind for the client.

Frequently asked questions