Terms and Conditions for Event Cakes and Desserts

Terms and Conditions for Event Cakes and Desserts (2024)

Payment

  1. Reservation Fee: To secure our services and reserve your event date, we kindly request a non-refundable reservation fee, equal to half of the agreed-upon amount. This fee is essential for allocating our resources, time, and labor exclusively to your event. Please note that as a boutique shop, we may have to turn down other orders once your date is reserved.  This is considered a hold-the-date retainer.  This fee is non-refundable for any reason.
  2. Balance Payment: The remaining balance of your order is due 30 days before your event date. The total amount may vary based on final details, and it can only be reduced by a maximum of ten percent, it may increase depending on the final adjustments you make. We recommend planning your order as accurately as possible.
  3. Once you agree to the cake design sheet, the order itself cannot change.  For example, if you ordered a four-tier wedding cake, this cannot be changed to a dessert bar later.  We are a boutique shop and will take other orders only when they fit in with our existing scheduled desserts.   This is a labor/time issue.

Inclusions and Exclusions

  1. Included Services: Our services encompass the creation and delivery of your cake, along with the setup of provided cake and cake stand if rented, your cake topper, and related items. We also provide one medium cake box for any leftover dessert items and a box for your anniversary tier as a courtesy. If for some reason, you cannot find them or we are remiss in leaving them, this does not constitute a breach in this agreement.  This service is offered as a courtesy. 
  2. Excluded Items: Please be aware that we do not provide table and linens, serving plates, or tableware. Tablescapes are not included unless specified and detailed in your proposal. Additionally, we do not remove or dispose of boxes; they will be left on location.

Responsibility and Artistic License

  1. After Setup: Once your wedding cake is set up, it is no longer our responsibility. We promise to strive for excellence and aim to design a cake inspired by your provided photos or sketches. However, due to the handmade nature of our cakes, exact replication is neither feasible nor desirable for copyright reasons. You agree to grant us an artistic license.
  2. Color and Design: Please note that the colors and design of the actual cake may differ slightly from digital or printed representations due to environmental factors such as temperature and moisture. Exact color matching cannot be guaranteed. Icing is edible and as a result, certain colors may not be available.  You agree to accept these variances should they occur.

Payment Methods

  1. Payment by Check: You may pay by check made out to Farm to Cake and send it to: Debi Hall, Farm to Cake, 500 Hazelwood Ave, Waynesville, NC 28786.
  2. Credit Card Payments: We accept payments via credit cards, including MC, Visa, AmEx, and Discover. To make a credit card payment, we will send an invoice to you via Square. It is a click and pay for your convenience.  Do not share credit card information via email. We cannot accept credit card information over the phone. 

Rental Items

  1. Cake Stands and Rentals: Currently, we do not always provide cake stands or rental items. Many venues, planners, catering companies, and rental companies offer these items. If you provide your own, we welcome you to share photos or documentation with us to ensure compatibility with your cake. If we feel a provided stand will not work we have the right not to use it.  Wedding cakes are top-heavy and will tip easily.  They are too heavy for most consumer stands.
  2. Should you rent from us, you agree to return the rental items to the bakery by Tuesday of the following week.  If you are returning on a Sunday or Monday, we need to arrange a time to meet you as we are closed on those days.  We ask for the contact information – name, phone, and an estimated time,  from the person returning those to us.   Please keep in mind that you are still responsible for those rentals regardless of what may or may not happen with your chosen person.

Cancellation and Postponement

  1. Cancellation: The hod-the-date fee is non-refundable for any reason. In the event of cancellation, a partial refund may be available for additional payments made before the due dates mentioned in the design sheet. Once a due date has passed, the remaining balance is due in full.
  2. Postponement: If you need to postpone your event due to unforeseen circumstances, please contact us to discuss options. We will do our best to accommodate your new date based on availability. Payments already made will be transferred to the rescheduled date, and the balance will be due 30 days before the new event date. Order increases are permissible, but decreases are not allowed. The payment is non-refundable and non-transferable to other orders. This is good for one new date only and the order must remain the same. 

Delivery and Set-Up

  1. Timing: We plan cake deliveries between one and a half to three hours before your event. Cakes require time to reach room temperature for serving, so we recommend a room temperature of approximately 70 degrees. If your event is outdoors, please refer to our website for additional information. We ask that you provide us with venue information regarding our earliest entry time.
  2. Table Placement: We will not place cakes directly in direct sunlight or on unstable surfaces. Cake tables on the ground should follow specific instructions available on our website. If a table is deemed unstable, we reserve the right to refuse placement.

Inclement Weather

  1. Road Conditions: In case of hazardous road conditions, particularly heavy rain or snow, we may decide not to travel on unsafe roads that do not have safety guardrails or other precautions. If we deem a road unsafe, you are responsible for sending someone to retrieve the cake and desserts. A refund will not be available if you choose not to retrieve the cake. If necessary to come to our shop for pickup we will refund the delivery fee.  If we meet you somewhere, the charge will stand. 

Design and Structure

  1. Creative Changes: In certain circumstances, we may need to make creative changes to your design to ensure stability and structural integrity. Flower placement may also vary due to florist availability.
  2. Non-Edible Elements: Please be aware that some elements in your cake are non-edible for structural purposes. It is your responsibility to coordinate with your catering company to ensure the removal of non-edible materials before serving. Examples:  cake tier supports, center dowels, straws to place fresh flowers, wire in some decorative items.  Characters, cake toppers may be constructed with edible material on the outside, but will contain non-edible structure on the inside. These are to be removed and not eaten prior to serving.

Unforeseen Circumstances

  1. Unforeseeable Events: In the rare event that unforeseeable circumstances prevent us from fulfilling our obligation, we will refund your payment in full and try our best to find another qualified bakery to assist you. These unforeseen circumstances may include acts of God or events beyond our control.

Photographs

  1. Photograph Usage: We reserve the right to use photographs of the items we provide for marketing and promotional purposes, including advertising and promotions, without compensation to you. If professional photographers provide us with photos for our use, the same terms apply.

Additional Fees

  1. Vendor Fees: Some planners, management companies, and venues may require additional fees from vendors. Please note that we do not pay these fees. Any vendor fees incurred will be your responsibility.

Venues with Additional Fees (As of 2024)

The following venues may require additional fees: Asheville Art Museum, Asheville Masonic Temple, Citizen Vinyl, Franny’s Farm, Hickory Nut Gap Farm, Morris Hellenic Cultural Center, and Olivette. Please check with your venue or planner for the most up-to-date information on additional vendor fees.

Acknowledgment

By making a hold-the-date fee payment, you agree to abide by these terms and conditions, as well as the details outlined in your cake design sheet. We appreciate your trust in Farm to Cake and look forward to creating a delectable masterpiece for your event. If you have any questions or concerns, please feel free to reach out to us. Your satisfaction is our priority.

What you should know: Or ask your venue, planner or catering company

  1.  Do they slice and serve your wedding cake?  Is there an extra charge for this service?  (note:  we do not return to cut and serve your cake)
  2. Will they allow outside food to be brought in their venue?  (Note:  some catering companies and venues will not allow outside food under any circumstances.)

Will they assist you with the rentals? Some venues require that everything be removed from your wedding by the contracted time. Many venues will not hold cake stands for us and we do not come back for them.  This will be your responsibility to take the stand with you and return all rentals to us.