This has probably been discussed. But I've been away for a couple of days, so I'll ask.

I'm preparing for my wedding show at the end of the month. What do I need to put on my display table. I have 4 cakes, 1 mini cupcake tower, and 1 VERY large cupcake tower.

Business cards? I don't have a formal brochure, but what about little cards with the name of the cake, as well as how many it serves?

Should I put signs up in frames with any information? What types of information?

I just want to "nail" this show KWIM? I don't want to forget anything that might be important.

The cards with the cake information is a good idea because people will ask you alllll day! If you have a price and all that it will save you a bit. I had those acrylic holders that I put flyers in. I made it myself, printed it out on colored paper.. Just real simple and everyone took on eof those and a card. Thats helps with pricing too and then knowing what all you offer.
I am sure you will do great! When you get back you can tell everyone what you would add or do differently next time.

I did another bridal show last weekend and have another next weekend. It was a wonderful way to get my name out and hook up with other vendors and event planners that would give out my name as a recommendation if their clients asked for a cake maker. (Try to impress some of the top vendors and give them your cards. If they really like you, they will basically give you free advertising, with their recommendations for years to come.)

I made 6 dummy cakes. I also gave out samples in soufflé cups. They where small bite sized pieces, but that was all they needed. (There was another vendor giving out larger pieces, but many of those didn't get finished anyways.) They were all pre-cut and put in soufflé cups with lids the night before. This made it much easier to transport them and I didn't have to worry about cutting samples, while I was busy talking to people. I also had those tiny sample spoons, like at ice cream stores, and people really liked not having to eat with their fingers.

the shows average 500 brides, not including their guests. I needed about that many biz. cards (biz. cards are a huge must!), about 250 of each sample flavor (I had 3 flavors), and I had 3 copies of my photo albums out so everybody wasn't waiting to look at one. Some people asked for brochures, but I didn't bring any because of the cost to print them. But I do have a very comprehensive website, so I told them all the info they needed was on the website, and the addy was on the biz card. Everyone was always thrilled to hear there was a website to go to. Even the vendors were happy to hear I had a website. (Apparently many of the cake people around here don't have one.)

I got a lot of questions like, "How many would this cake serve?", "How long does a cake like this take?", "How much is this cake?", and of course, "What is your starting cost?", so know your cakes.

I also brought lots of table decorations such as roses, champagne glasses, and candles. (Candles can't be lit and alcohol is not allowed, though.) Also bring your calendar and a trash can. (The show wont always have them in a convenient place.) I also brought a consultation sign up sheet.

I'll try to attach the pics I have of a couple of shows I did.

thanks for the pics!!
Very nice!!
Did you get many orders placed?
mpc

Perfect timing for this post! I am doing my first wedding show this weekend and my second is on the 27th of January. I was going to make cookies and slab cakes for the brides and guests, until I found out there would be around 1000 brides!!! ohh plus their guests. So now I decided to make a couple cookies (which are already in the freezer), for samples of what can be done with them. I also bought the Tall Tier Cake Stand from Wilton and I am going to fill it with mini cupcakes. I figured this would be easier than worrying about forks, plates and napkins or the slab cakes. Now they can grab a cupcake and move on! I am also doing 2 fake cakes and I own a choclate fountain, so of course that is coming with me. I'll post pics and results on Monday.
Good luck to all,
Laurie

Just did a 2 day show over the last weekend. It was a BLAST.

Here's what I learned and/or did:

1. Take a HELPER
2. Samples precut in cupcake papers, bite sized, but with forks if they want them
3. Stay ON your feet and OFF the phone (several other booths I went by had both people sitting down ON the phone! arg) Do NOT sit, like, ever. If you're sitting when they walk by, it looks like you're not to be bothered. If they ask you something, and you have to stand up to answer, it makes you look like they've interrupted you. You are there for them. You can sit in the car on the way home, lol.
4. Stock up at Michaels on decorations--I returned a bunch, but it was nice to have some variety.
5. Brochures and cards if you can, but don't give them both--they're expensive.
6. I used 3 x 4" silver frames holding a little sign for each of 5 display cakes that said, "Serves 130. This cake $3.50 per serving", to avoid THAT question all day. Double check these! One of mine was WRONG all weekend. ack!
7. Make it fun for them. Several told me (there were 6700 brides registered) that it was boring. So we chatted about everything but cakes. Earrings. Men. The fashion show going on ("do we need a dollar to see the men on the runway?" one was doing a naughty dance...). We even were the self-proclaimed "ring check station", meaning all the brides had to show us and show off their bling. They got a kick out of it, and had a lot of laughs.
8. Ours was a 10 x 20 booth, so they could come IN and look and smell and get up close with the cakes, and they loved it. We caught most passing by and invited them in, so it was very interactive and busy and fun.
9. We used a large monitor and a PowerPoint slide show (and music) to show the cake slide show, so the one photo album wasn't a problem, because they could watch the pics on the screen above.
10. We had the most fun the second day because we were more relaxed. Most of all, if it's a choice between staying up all night baking samples or going to bed, GO TO BED. Being rested is more important than not running out of samples. Once we were out, we were out. Though we had 3 whole sheet cakes we just didn't get time to cut up and frost...wah. I'd rather get the sleep and be fresh.

It was a great time. I've booked 6 firm weddings already, $385-$700 apiece, and the Macy's store manager took my brochures to give her brides when they register there , plus I met some major caterers and event venue owners who want to get me hooked up with them for the year, so I was very very happy with the way it went.

I also spent the next day sleeping and sitting in the hot tub staring into space--my head was still spinning! DH and my kids did tons of house work over the weekend and made a wonderful candlelit dinner for me on Sunday with champagne and everything, house clean, laundry done...

Take my DH's advice. If you're going to do it, do it once and do it right. I did spend about $4k to be there, but I'm thrilled with the way it went.

g'night and good luck! I'll post the booth pics when I get them back.

Awsome cakes sweetart!!

Thanks for all the tips. I really like the idea of the champage glasses and such. I think I'm going to have to do that!

I do have helpers!! I have 2, to help serve cupcakes, and to direct people to me for consults.

I also think I'm headed to the dollar store to find some little frames!!

Great tips!! Thanks so much!

Wow, the timing of this string is perfect. I have been gone awhile, finishing my business plan (trying to open a small, custom bakery) and I have been meaning to post a few expo-related questions.

1 - For those that have displayed in large city expos, what is the going rate?

2 - For those that have displayed in ANY city, what was the policy on samples?

3 - If you had samples, did you need to show a catering license or other health department paperwork, etc.?

I have been in touch with one particular expo (The Great Bridal Expo) off and on for a year and I noticed that in some cities, they don't even have cake designers. I asked the sales rep why, but he said he gets them in some cities and no interest in others. Is it the cost? I hear it costs thousands of dollars to get a booth in most expos.

One last question. *long question warning* I am many months from opening my bakery --assuming I don't get discouraged and throw in the towel -- so I am baking from home for now (not legal in PA). I do have a lead on two restaurants that would let me bake there for a fee, but one owner is a little shady and the other is a poor businesswoman who wants $100 per hour (preposterous!) and happens to be a complete lunatic. I had the option of leaving my job with some cash in hand a few months back, so I'm not panicking yet, but I do want to get some large cakes booked soon to keep the savings coffers full. I am afraid to advertise because I don't want the health department after me, but I'm putting up a site soon and getting some smaller items like cupcakes and macaroons placed in local coffee and tea shops. Has anyone been in this spot, and if so, what did you do? I gotta sell my cakes prior to opening the store, but if I invest in advertising and start sending samples to magazines and newspapers, I am probably asking for a major health department fine.

Help!

Thanks,
LiRon
The Cookie-Bottom Cake Studio

LiRon,

Our bridal fair is not too expensive it is $450 for a 8'x10' booth and table.

And the only decorators that go in a "legal" and bake in a health inspected kitchen. (re;samples)

As for your last question. I would not sell cakes unless it is legal. Don't worry. Once you open your business it doesn't take long for the phone to ring if you do things right. For me it was too risky to sell before I had my licsences because what happens if you get caught before hand? They won't give you the liscence when you need it. Too risky.

So...basically...I don't believe you have to sell your cakes before opening a business. I gave mine as gifts in order to increase my porfolio before I started my business.

Thanks, Sugar Bean! Sometimes I think I'll just do what Warren Brown did (host of Sugar Rush on FoodTV and owner of CakeLove in Washington, DC) - just have my OWN cake events once a month, privately, and garner orders from that!

It's hard to stay on track with doing it the right way when SO many caterers don't. I mean, I personally know very busy caterers that haven't got any semblance of a license, and they deal in savory dishes, which I personally think stand far more chance of contamination than cake if not stored properly (meat, dairy...I don't even want to think about the risks they take). Many don't even know they need one - they literally just started doing it for extra money and haven't stopped.

It is true...Alot of people do cater without licenses. However the penatly is the same for those who know and those who don't.

I just think it is too risky if you are planning on getting licensed, because if you did get caught, your dream would be ruined.

My booth was a double booth (two 10 x 10's together) and it was I think $1040 or $1140, can't recall. Lighting and slideshow monitor were $700 (at a huge discount from a friend). Rented carpet and higher booth surround curtains and some display tables for cakes and linens was another several hundred. $142 for chairs and extra linens. $716 for 1000 brochures, I made the business cards...can't think of the rest, but it's not cheap.

I got licensed, insured, bakery permit, rental kitchen, AND food handler's permit (which you HAVE to have here to remotely even work with food) and the wonderful lady at the regional health dept on my speed dial!

I didn't need any of it--no one remotely asked me for any of it. But I wouldn't have dared show up there without it.

Now you guys have me very worried. At my wedding show, I am planning on giving away samples of mini cupcakes to the brides. I am not licenced and I do not have any of the paper work you were all talking about. I am in Ontario, Canada, so i'm not sure if there is a difference in laws. If there's anyone that can help with this, please help. The show is on Sat and Sun. I would rather keep the 600 I made so far, than make another 600 and get caught!

bump
Help anyone?

I Pm'd ya..

Wasn't there an article on the main page here about starting a cake business in Canada awhile back? If it's not there, try searching the articles at the tabs at the top of the page.

I also had to get not only a state license and retail sales # but a city business permit, and the insurance I have had to have the city named as an additional insured because I rent a kitchen owned by the Chamber of Commerce.

Lots of things to look into. It seemed like the more I looked into it, the more trouble I dug up...!

i also have been thinking about doing a show (probably next year...) We had a local show here last week and I contacted the vendor who was running it and he told me to just come on down and give a biz card to the front desk and I can come on in for free. so i went and I had a great time talking to all the vendors and other bakers and learned a lot about the show. This show is huge, has thousands of brides and family show up, and costs 2000 bucks to just get a booth! but everyone told me it was worth it. I don't have any fake cakes made up, so i have to start thinking about that..but I love the idea of a powerpoint presentation and just have it running in the background with photos!

do you guys have people sign a sign up sheet, with just name or do they fill in an entire form? Many of these brides weren't getting married for another year or so. Do they remember the bakeries?

Does anyone give door prizes? (or is the samples enough?) most of the bakers at this show had sheet cakes they cut up and put on a napkin and you took an sample. I agree, the one guy who had these big pieces people took a bite and then threw the rest away. its just too much cake.

Great thread!!

Okay the show is tomorrow, i've already paid. Do I take the chance or maybe just advertise as a hobbist? What if the health department showed up? Could they shut me down?

You can't advertise as a hobbyist. The venue may ask for evidence of your license, and the health department sometimes does checks.

You have to decide if you want to go ahead and take the chance.

I shared a booth with a friend last year at the same wedding show. I adveritsed cakes, but gave no samples. No health inspectors came around. The company putting on the wedding show never asked if I was legal and if I had my papers. Can I play dumb? I was supposed to bake another 600 cupcakes tonight, but I've been sitting here waiting for some answer to fall from the sky, telling me what to do. I have already paid for my booth, $460. I really don't want to loose that money. What to do, what to do?

I don't think we can advise you on what to do, since we don't know your area or the laws. Some areas don't care, and other's would slap you with fines and back taxes like crazy!

My biggest fear would be another bakery/vendor would turn you in as not being legal.

You also might risk getting in trouble with the person who hosted the event and ban you from other events. I would be upfront with them and tell them you are a hobbyist and see what they say. They may not care!
(afterall, your money is as green as everyone elses!)

Hmm, yeah, no one will be able to tell you yes or no at this point. But if you've already paid and haven't got the law on your side, I'd not take any food samples, just to be safe. You can talk to lots of people anyway, but if you get asked above serving actual food, you could be in a world of trouble.

Again, I don't know your laws, either... Is there a website you can check for your area (health department, state department, government/fed tax agency etc?) that might clear it up for you? I'd do some checking...quickly...

good luck

Actually you can give people to food until you are blue in the face...giving it away isn't illegal....selling it is. Also, if you are going to be there as a cake business then it's obvious you are selling cakes so giving away legal samples isn't going to make it worse if you get caught illegally selling cakes.

IMO the event coordinator would have asked you for you liscencing info and paperwork when you filled out the vendor application if he/she needed it. Why wait until the show to have to run around and collect this from vendors who probably don't have evidence of it with them anyway???

About actually following through with the show...this is a decision you have to make on your own. Wether or not the HD will show up is a gamble. They don't announce their presence. My worry would be a liscenced baker would call them when they find out you aren't legal...not that they would show up randomly.

Well the first day of the wedding show went very well. I did not get any bookings, but many people were interested with what I had to offer. Most brides go home and go over all their brouchers before they book. Hopefully in the next couple weeks i'll get some calls. All you CC members, thank you for your opinions and concerns. I know your trying to look after me. As "licensed" bakers, do you frown upon the little people like me? I do plan on becoming legal one day, I need to get all the laws and red tape figured out. So much stuff to learn!
Thanks again to everyone. I'll post again with details from tomorrow, and maybe some pictures.
Good night all,
Laurie

blissful wrote: As "licensed" bakers, do you frown upon the little people like me?
_________________________________________

I know you are really nice from reading your posts!
And you are very talented and will do great cakes. I would be jealous.
AND...
I will be honest, I would be "rather unhappy" if you were in my town and attended a bridal fair or tried to sell your pretty cakes without being licensed. When you become licensed and have to abide by the rules you will then understand what all the riff is about.

If you charge for cakes, I personally consider it stealing from the licensed shop owners, sometimes we have bad weeks and the one or two wedding cakes someone did out of their unlicensed business would have kept the lawful business afloat.
Sorry!
mpc