Article Structure
The Cake Contract form is an essential document when planning for any event that features a cake, especially weddings. It serves multiple purposes, beginning with the reservation of your special date at The Bread Basket Bakery, ensuring that all cake details are captured effectively. The form outlines important financial commitments such as a non-refundable $75 deposit required to secure the date, along with a 50% down payment due two months prior to the event. Furthermore, it details payment structures and timelines, emphasizing that the total cost must be settled two weeks before the event, or the cake will not be made. Event planners and hosts will find guidelines regarding cake changes, including size and flavor, which can be made up until two weeks prior to the event. Any loss or damage to the cake stand, along with associated fees for delivery and setup—especially for large specialty cakes—are clearly laid out. The contract also addresses cancellation policies and the handling of flowers and ornaments, ensuring that all expectations for the cake design, delivery, and setup are thoroughly managed. Understanding this form is crucial, as it helps streamline successful event planning while ensuring that the celebratory pastry is just as envisioned.
Cake Contract Example
The Bread Basket Bakery
65 Spring St
Saratoga Springs, NY 12866
Phone:
Fax:
Cake Contract
Date of Event:
Time of Event:
Location of Event:
Contact Information (Name, 2 Phone numbers):
Your date becomes reserved only when this “Cake Contract” is drawn up, signed & $75.00 booking deposit is received.
DEPOSIT:
There is a $75.00 deposit paid to reserve your date. In the event of cancellation, your deposit is NON-
REFUNDABLE.
Initial _______________
DOWN PAYMENT:
In addition to the deposit, a 50% down payment is expected 2 months prior to the wedding/event date. If this contract is signed within two months of event date, 50% is due upon signing.
Initial _______________
FINAL PAYMENT:
Total contract price is due 2 weeks prior to your wedding/event date. The cake will not be made if final payment has not been received.
Initial _______________
CAKE CHANGES:
Changes to your cakes size, description, flavors, etc. will be accepted until 2 weeks prior to the wedding date. After that lockout date we cannot accept any changes. Changes may affect the price of the cake.
CAKE SET/STAND:
The $75.00 paid to reserve your date also serves as your set/ stand deposit. In some cases, the cake/ cupcake stand replacement cost exceeds the $75.00 deposit. All pieces of the cake set/stand must be returned to The Bread Basket Bakery by the Wednesday following your wedding or event. Late return or damaged pieces will result in the forfeit of your deposit and/or full replacement cost of the stand (whichever is greater). If the value of your cake set/stand is less than $75, you may choose not to return it and forfeit your deposit.
Does the $75 deposit cover the value of the cake set/stand required for this contracted cake? Yes____
No____
If no, estimated value $__________
Initial _______________
DELIVERY & SETUP:
We charge $30.00 delivery and setup for all wedding/large specialty cakes in the city of Saratoga Springs (5 miles from bakery). If you need delivery outside of 5 mile radius the fee is $1.25 per mile, on top of the $30 set up fee. If your event is during peak times of the year, we will only deliver cakes for 100 plus people. Smaller cakes will need to be picked up. We will coordinate the time with you – and schedule to meet you or your designee and set up your cake during our normal business hours (Tues – Fri
&Sat –
Initial _______________
CANCELLATION POLICY:
In the event of cancellation: Cakes cancelled prior to the
Initial _______________
FLOWERS:
We are always more than willing to decorate your cake with fresh flowers or lay your flowers around the base of the cake at delivery. If you have a specific layout you should give us a sketch of exact placement. Flowers for the cake, table (or anywhere else) need to be provided by your florist. If flowers need to be purchased by bakery the price of the flowers for the cake will be included in your contracted price. Please be certain to provide examples of the specific colors and types of flowers you want on your cake. We will also be glad to work with your florist directly to ensure that everything matches.
Initial _______________
Florist: ______________________________________________ Phone: ___________________
ORNAMENTS/ TOPPERS:
Ornaments can be brought to the bakery between
Initial _______________
PICKING UP YOUR CAKE:
Picking up your cake is a great way to save money. If you choose to pick up your cake you should make sure that you have a clean, flat surface to set cake on while driving. Vans, sport utility and any vehicle that the back seat folds in so the air conditioning can make it to the trunk are the best for traveling. If you are in a car, the floor is generally safer than the seat. Most of our cakes are either too large or irregularly shaped to fit in a cake box so you need to take special care to protect them. Once you leave with the cake it is no longer the responsibility of The Bread Basket Bakery.
Initial _______________
OUR GUARANTEE:
The Bread Basket Bakery promises you the best products and service. It is our wish that by choosing The Bread Basket we can be an important part of your special day. It is always our goal to more than satisfy you… we want to create the cake of your dreams!
I have read and understand all that has been proposed. I have received a copy of this contract for my records.
Signature ___________________________________
Date __________________
CAKE DESCRIPTION/DESIGN:
_______________ Servings @ _________ Per Serving = TOTAL: $________________
Cake Flavor____________________Icing________________
Filling ____________________
Description/Picture:
Cost Breakdown
Total Cake Cost: _________________
Delivery/set up fees: ______________ Paid Y / N
Rental Fees: ____________________
Cake Deposit: ___________________ Paid Y / N
Final Payment: $_________________ Due By: _______________
Form Characteristics
| Fact Name | Details |
|---|---|
| Deposit Requirement | A $75.00 deposit is required to secure the date for the cake order. |
| Cancellation Policy | If canceled prior to the 14-day lockout date, the deposit will not be refunded but the remainder may be refunded. |
| Final Payment Deadline | The total contract price is due two weeks before the event date to ensure cake preparation. |
| Modification Limitations | Changes to the cake such as size, flavors, and description must occur at least two weeks prior to the event. |
| Delivery Fees | A delivery and setup fee of $30.00 applies within five miles, with additional charges for greater distances. |
| Return of Cake Stand | All pieces of the cake stand must be returned within a week after the event to avoid forfeiting the deposit. |
| Ornament Policy | Any ornaments for the cake must be provided between 14 and 30 days before the wedding or event. |
| Flower Arrangement | Fresh flowers for cake decoration must be provided by the customer’s florist, not by The Bread Basket Bakery. |
Guidelines on Utilizing Cake Contract
Filling out the Cake Contract is straightforward, though it's important to provide accurate details. This ensures that your event is well-organized and your cake meets your expectations. Follow these steps to complete your form:
- Date of Event: Write the date of your event clearly.
- Time of Event: Indicate the time your event will begin.
- Location of Event: Provide the full address of where the event will take place.
- Contact Information: Fill in your name and provide two phone numbers where you can be reached.
- Initial Payment: Write your initials next to the section about the $75.00 non-refundable deposit.
- Down Payment: Initial the section indicating a 50% down payment due two months before the event.
- Final Payment: Initial to confirm you understand the final payment is due two weeks prior to the event.
- Changes to the Order: Familiarize yourself with the policy, and confirm your understanding with initials.
- Set/Stand Deposit: Confirm if the deposit covers the cake set/stand value; respond with "Yes" or "No" and initial.
- Delivery & Setup: Initial this section after understanding the delivery fees and policies.
- Cancellation Policy: Review the cancellation terms and initial to acknowledge.
- Flower Arrangements: Describe any flower requirements and initial when done.
- Ornaments/Toppers: Initial to confirm your understanding of the ornament rules.
- Pickup Information: Initial after reading the instructions for cake pickup.
- Your Signature: Sign and date the contract to finalize.
- Cake Description/Design: Provide a description of the cake you desire, including flavor, icing, and filling.
- Total Costs: Fill in the costs for the cake, delivery, and any rental fees, noting amounts paid.
Once you've completed the form, review everything to ensure accuracy. Retain a copy for your records, and you'll be ready to secure your cake order!
What You Should Know About This Form
What is the purpose of the Cake Contract form?
The Cake Contract form is designed to outline the details of your cake order for events such as weddings or celebrations. It serves as a formal agreement between you and The Bread Basket Bakery, ensuring that your date is reserved and that both parties understand the specific requirements, payments, and policies related to your cake.
What are the payment terms outlined in the contract?
The total payment is broken down into three parts. First, a $75.00 deposit is required to reserve your date. This deposit is non-refundable in case of cancellation. Second, a 50% down payment is due two months prior to the event. If the contract is signed within two months of the event, this payment is due upon signing. Lastly, the final payment must be made two weeks before the event. If the final payment is not received, the bakery will not create the cake.
What is the policy on making changes to the cake order?
You can request changes to the cake’s size, flavors, or design until two weeks prior to your event. After that point, no modifications will be accepted. Be mindful that changes may affect the final price of the cake, so it's important to finalize your decisions early.
What are the delivery options and fees for the cake?
The bakery charges a $30.00 fee for delivery and setup within Saratoga Springs. For deliveries outside this area, an additional fee of $1.25 per mile is added. During peak times, cakes for events under 100 people will need to be picked up. Additionally, if after-hours delivery is required, it's best to inquire well in advance, as there may be extra charges for those services.
What happens in case of cancellation?
If you need to cancel your order, cakes canceled before the 14-day lockout date will receive a refund, but the $75.00 deposit will not be returned. For cancellations after the 14-day period, no refunds will be provided. If unforeseen circumstances affect your wedding date, it’s important to contact the bakery to explore your options.
Common mistakes
Filling out a Cake Contract form may seem straightforward, but individuals often make common errors that can lead to confusion and complications later on. One of the major mistakes is failing to provide complete and accurate contact information. Customers should list their name, along with two phone numbers, to ensure clear communication. Omitting even one detail can result in missed messages regarding important updates or changes.
Another frequent oversight occurs with the deposit section. Many people either neglect to sign the initial space next to the deposit requirement or fail to include the appropriate payment. This mistake is significant because, without a signed contract and deposit, the date remains unreserved. As such, potential clients may find themselves in a situation where they are unable to secure their desired date, leading to frustration and disappointment.
Changes to the cake are not permissible beyond the specified deadline unless noted in advance. Individuals often misinterpret the timeline for making alterations. They occasionally assume that last-minute changes will be accepted, resulting in unmet expectations and additional fees. To avoid this, it's crucial to remember that cake modifications must be finalized at least two weeks before the event.
People frequently overlook the specifics surrounding delivery and setup fees. Misunderstanding these extra charges can lead to unpleasant surprises when it's time to pay. Not all clients realize that delivery fees are separate from the cake price and need to be settled prior to delivery. Being prepared for these charges can save a great deal of stress and confusion down the line.
Lastly, a lack of clear instruction regarding decoration can result in disappointment. Some clients may assume the bakery will use specific flowers or decorative elements without confirming with the bakery first. Providing explicit details, such as sketches or color preferences, ensures the cake reflects their vision. This level of clarity is vital for a successful event, helping to align expectations with the final product.
Documents used along the form
When planning an event that includes a cake, several other forms and documents can be helpful. These documents can provide clarity in communication, outline responsibilities, and manage expectations. Here’s a list of common forms you may encounter alongside the Cake Contract form.
- Deposit Receipt: This document confirms the amount and date of the deposit paid to reserve the cake. It serves as proof of transaction and should be kept for your records.
- Delivery Agreement: This outlines the delivery details, including time, location, and any additional fees, helping you understand what to expect on the event day.
- Menu Selection Sheet: Here, you can specify cake flavors, fillings, and any other preferences. This document ensures that your cake is customized to your liking.
- Cancellation Request Form: In case you need to cancel the order, this form allows you to officially communicate your intention and request any applicable refunds or changes.
- Flowers and Decorations Agreement: If you plan to use fresh flowers or other decorations, this document details the arrangement with your florist and any specific requests regarding cake decoration.
- Pickup Confirmation: If you decide to pick up your cake, this document serves as confirmation of the pickup date and time, ensuring that you are prepared for safe transportation.
- Feedback Form: After the event, providing feedback can help the bakery improve its services. This form encourages you to share your thoughts on the cake and overall experience.
- Set/Stand Return Policy: This outlines the requirements for returning temporary cake stands or sets. It details your responsibilities and any costs associated with missing or damaged items.
- Final Payment Reminder: You may receive a document reminding you about the final payment due date, helping you stay on track with financial obligations.
Each of these documents plays a crucial role in ensuring your cake order process goes smoothly. Staying organized with these forms can help make your special occasion as memorable and stress-free as possible.
Similar forms
The Cake Contract form shares similarities with several other documents commonly used in the event planning and catering industry. Here are six documents that share characteristics with the Cake Contract, accompanied by descriptions of those similarities:
- Banquet Event Order (BEO): Like the Cake Contract, a Banquet Event Order outlines the details of an event, including dates, times, and specific requirements. Both documents require signatures to make the arrangements binding and include payment structures to ensure that all parties are clear about their financial obligations.
- Wedding Venue Contract: A Wedding Venue Contract also specifies important event details, such as location, date, and time. Similar to the Cake Contract, it outlines deposit schedules and cancellation policies to protect both the venue and the client from unforeseen changes.
- Catering Agreement: Catering Agreements detail the services a catering company will provide for an event, including menu selections and payment terms. Like the Cake Contract, it typically includes information about deposits, final payments, and any changes that can be made prior to the event.
- Rental Agreement: A Rental Agreement for event supplies outlines the terms for renting items such as chairs, tables, or decor. This document, like the Cake Contract, includes details on deposits, conditions for refunds, and responsibilities for returning items in good condition.
- Vendor Contract: Vendor Contracts are used to hire service providers for weddings or events, outlining the responsibilities and services expected. Similar to the Cake Contract, it includes terms of service, payment schedules, and what occurs in the event of a cancellation or change.
- Service Agreement: A Service Agreement may apply to a variety of services, including entertainment or photography. Like the Cake Contract, it includes the specifics of the service being provided, costs, and payment timelines, ensuring clarity for both the service provider and the client.
Dos and Don'ts
When filling out the Cake Contract form, it is important to ensure all details are accurate and complete. Below is a list of things to keep in mind:
- Verify Dates and Times: Ensure that the date and time of your event are entered correctly to prevent any scheduling issues.
- Provide Accurate Contact Information: Include your name and at least two phone numbers where you can be reached easily.
- Initial Every Section: Remember to initial each section of the contract, confirming that you understand and agree to the terms.
- Read the Cancellation Policy: Take the time to understand the terms regarding cancellation, especially the non-refundable deposit.
- Choose Cake Details Carefully: Decide on the cake size, flavors, and design early. Changes can only be made until two weeks prior to your event.
- Consider Delivery Options: If you need delivery, calculate the distance and additional fees. Be prepared to pay this cost in cash or charge prior to the delivery date.
- Check for Fresh Flowers and Decorations: If you plan to use flowers or ornaments, make arrangements to provide these details ahead of time.
Conversely, there are a few things to avoid to ensure a smooth process:
- Don’t Rush the Details: Allow yourself ample time to think through your cake choices and logistics before signing.
- Avoid Last-Minute Changes: Once the two-week lockout period starts, additional changes cannot be accommodated.
- Do Not Leave Important Sections Blank: Make sure you fill out every part of the Cake Contract completely to prevent delays.
- Don’t Forget to Plan for Set/Stand Returns: Remember that the cake stand deposit depends on the timely return of all pieces.
- Do Not Ignore Payment Deadlines: Respect the payment timelines outlined in the contract to avoid any issues with your order.
- Avoid Unclear Communication: If you have specific requests about cake decorations or design, communicate those clearly.
- Do Not Hesitate to Ask Questions: If something is unclear, please reach out for clarification before signing the contract.
Misconceptions
When it comes to the Cake Contract form, misunderstandings can occur. Here are some common misconceptions that many people have about it.
- The deposit is refundable. Many think the booking deposit can be refunded if they cancel. In reality, the $75 deposit is non-refundable, no matter the circumstances.
- Changes to the cake can be made up until the event. Some believe they can alter their cake details right up to the event date. However, changes must be finalized at least two weeks in advance.
- Final payment can be made after the cake is delivered. There's a common assumption that payment can be delayed until after the cake arrives. Unfortunately, the final payment is due two weeks prior to the event.
- The delivery fee is included in the cake price. This is a frequent error. The delivery and setup fee is an additional charge, separate from the cake cost.
- All types of flowers can be provided by the bakery. Many people think that the bakery will handle all floral arrangements. In fact, clients must provide their own flowers or arrange for their florist to work with the bakery.
- The $75 deposit completely covers the cake stand rental. There is a misconception that this amount is adequate for any cake stand used. In some cases, the stand replacement cost may exceed the deposit.
- You can return the cake stand at any time. Some individuals believe they can return the cake set whenever they please. The truth is, all pieces must be returned by the Wednesday following the event.
- Anyone can set up the cake. There may be an assumption that guests can set up the cake. However, if anyone other than a bakery employee adds to the cake, they are responsible for any resulting damage.
- You don't need to worry about how you transport the cake. People might think they can pick up the cake without proper planning. In reality, special care is needed during transport to avoid damage.
Understanding these points can help ensure a smoother experience when planning for your special event. Always read through the Cake Contract thoroughly, and don’t hesitate to ask questions!
Key takeaways
When filling out and using the Cake Contract form, consider the following key points:
- Your date is not reserved until the contract is signed and a $75.00 booking deposit is received.
- A $75.00 deposit is non-refundable, even in the event of cancellation.
- A 50% down payment is due two months before the event; if the contract is signed within two months, payment is required immediately.
- The total price for the cake must be paid two weeks before the event. Your cake will not be made without final payment.
- Changes to the cake must be submitted at least two weeks ahead. Additional changes after that may increase the price.
- A $30.00 delivery and setup fee applies for deliveries within five miles of the bakery, with additional charges for further distances.
- If you choose to cancel, you could receive a refund only if it occurs before the 14-day cancellation window.
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