Wedding cakes are not your typical dessert. Because, first, how many times will we get the chance to plan one? If you’ve never baked or worked in the kitchen, this is probably the most invested you’ll ever be in a confection.
This cake is also a centerpiece, towering all the other sweets on the table, and grabbing your guests’ attention effortlessly. It’s one of the most awaited parts of your special day, and depending how its set up, can even offer a wonderful backdrop for your photos.
Most importantly, it reflects your style as a couple – minimalist, adventurous, or elegant. Your cake is personalized to fit your tastes and requirements.
That all being said, planning can still be stressful or overwhelming. To help you feel more confident about navigating the process, we break it down into different phases, starting from a year before your wedding down to the day itself.
Let’s talk about things you need to think about, so you can stay organized. Keep this ultimate wedding cake checklist handy, and let’s dive in!
12+ Months Out – Start Gathering Inspiration
Here’s one of the most exciting parts of planning a wedding cake: searching for design inspirations. You’ll never run out of options online, so hop on Pinterest or Instagram to browse options or follow wedding blogs.
If you already have your wedding theme ironed out, you’ll want to incorporate that as you choose a design for your cake. Don’t forget your color palette and the venue vibe. You’ll want your cake to match the occasion. If you’re having a tropical or nature themed wedding, check out cakes designed with fresh florals.
For easy browsing, start a mood board. Put together all the design samples you findin one place. This will help your cake maker understand the results you want to see and recommend a final design similar to or even better than those you found online.
Save every image you love, regardless of its likely cost. There’s no filtering at this point. You can partner with your baker on how you can modify elements for the total cost to match your budget.
9–12 Months Out – Research Bakers & Book Consultations
After browsing online for inspirations, it’s time to look for a talented, reliable baker to help you bring your ideas to life. The usual starting point are search engines. Include your location, so the results are immediately filtered to nearby options.
Make full use of resources, such as client reviews, to learn more about what people say about their service and their products. Don’t forget to check out their portfolio, too. Not just the images they’re sharing on their website, but those shared by their clients as well. This will give you a transparent perspective of how they handle their deliveries and how satisfied their recipients are.
Once you’ve found multiple candidates that ‘get your style’, try to narrow down to 2-3 potential bakers. From here, take the time to communicate with the team. See how they handle inquiries and communicate with potential clients.
Ask the following questions:
Are you available on our wedding date? Sought-after bakers get booked fast. Confirm if they’ll be able to accommodate you.
Do you offer delivery and setup? Delivering wedding cakes isn’t as simple as it seems. Check if they also offer delivery so you’ll have one less thing to worry about. While at it, see if they also offer presentation assistance.
What’s your pricing structure? Find out how they charge fees for cake orders and if they can customize a design based on your budget.
Do you have a minimum order? See if they have minimum required quantities for orders, especially if you’re planning to use them for the rest of your wedding reception desserts.
6–9 Months Out – Cake Tasting Time!
And now we’ve come to the most delicious part of the planning – the cake tasting! Your wedding cake should be as delicious as it looks. After all, it’s made to be enjoyed! While it can double as a stunning decor, it should deliver too as it’s probably the most expensive cake you’ll ever buy. So, how do these tastings go? Let’s break it down!
Schedule tastings with your top choices. Take your partner with you because you’ll want their opinion counted, too.
What to bring:
Your mood board. If you loved everything you tried and are happy with how communication is going, then it wouldn’t hurt to pull up your mood board and share it with the team.
Venue info. Cakes cannot be displayed indoor or outdoor in warm temperature. Your baker has to know when you’re planning the wedding and where the reception will be held, so they can strategize or recommend options accordingly.
Estimated guest count. Will there be enough slices to go around for all your guests? Whether or not everyone can or wants to have cake, inform your baker of your estimated guest count so they can help you plan the right size.
Questions to ask during the tasting:
What flavors and fillings are available? See which options fit your taste, so your baker can take note of them.
Can we mix flavors across tiers? You might be wondering if variants can be added, in case you and partner have different preferences or would like a unique wedding cake.
Do you offer allergy-friendly or vegan options? You or your guests might have dietary requirements, so it helps to let your baker know upfront. Discuss how these specifications will affect the overall cost, so you can also set realistic expectations.
What’s your policy on cake toppers and decor? Do they welcome toppers or decors outside of their creation? Or do they make everything in-house?
4–6 Months Out – Finalize the Design & Book Your Baker
You’re wedding day is in a few months. By now you’ve probably talked to your partner about which baker you’re going with. Don’t delay further, because schedules for in-demand bakers get booked quickly. Once you’re sure, make that call and book your date.
Choose:
Cake size and number of tiers. Let your baker know which cake size you prefer, including the number of tiers.
Flavor combinations. Share your final decision on the flavors you want incorporated in your cake.
Decoration style. You’ll also want to let your baker know which wedding cake style you want, be it fondant, buttercream, textured, naked, etc.
Topper and floral elements. Of course, the cake design wouldn’t be complete without the topper. Talk to your baker about your preferences. It’s best to do it early if you’re thinking of an intricate design.
Confirm:
Price and deposit. Bakers usually require a deposit to cover any upfront costs and so you can secure your spot.
Delivery logistics. Double-check if the baker can deliver the cake to your reception venue because otherwise, you’ll need to plan for this, too. It’s understandable for them to charge extra fees, depending on the venue location.
Setup time and contact person at the venue. You’ll be too busy to be your baker’s contact person on your big day, so as early as now, decide who they should coordinate with at the venue. It could be a family member or your wedding planner.
1 Month Out – Confirm Final Details
Four weeks to go before your wedding. If there are any changes that will affect your cake order, be sure to update your baker.
Double-check guest numbers. How many among those you’ve invited will make it to your special day?
Reconfirm delivery details and time. Even if your baker isn’t following up (they could be super busy too if it’s peak season for custom cake orders), be the first to confirm the delivery time.
Communicate any last-minute design changes. If there’s anything you want removed or added, let them know now so you can also find out if they’re able to accommodate it.
Make sure your venue is aware of when the cake will arrive. The cake may need to be refrigerated or kept in a cold area for a while before the cake-cutting. Let your venue know when you’re expecting the cake delivery so they can also have their staff on standby to assist. Keep in mind that others will charge extra for this, which could include the knife, utensils, and serving costs.
Section 6: Day Of – Enjoy the Cake Moment!
This is it! Congratulations on your big day! Before things get incredibly hectic, make sure to arrange everything. Delegation is key!
Assign someone to check it arrives safely and is placed properly. Ideally, this should be the contact person you provided your baker.
Have your photographer ready for the cake-cutting moment. You cannot miss those perfect shots with your custom cake. Steer clear of unsightly signages, stay away from heavy foot traffic, and look for a spot with beautiful lighting.
If saving the top tier, make sure it’s boxed and stored properly. It’s okay to save the top tier for you and your other half to indulge in the day after. Arrange for a storage to ensure it’s secure for transport.
Pro tip: If serving a dessert table as well, consider how the cake will be sliced and served. Should you enlist the help of the venue admin or your catering team? Decide what makes sense based on your program, the flow of traffic, or the space layout. Don’t leave anything to assumptions. You could end up knife-less or without a dedicated spot for your cake. Yes, we’ve seen this happen!
With early planning and a reliable baker, you can make the wedding cake process stress-free!
We’ve seen it from personal experience. Planning, ordering, designing, and delivering wedding cakes don’t have to be a frustrating experience. It can be enjoyable, too!
We’re all for making these moments count, because sometimes, it’s the stories during the preparation phase that are sweeter to look back to.
If you need more ideas to help you nail your wedding cake, refer to our post about flavor inspirations and cake trends. You’re welcome to reach out to us if you have more questions. We hope this checklist helps, and again, congratulations!