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Advice on new tasting format

post #1 of 23
8/7/12 at 1:55pm
Thread Starter 
So I'm getting pretty worn out of these indiviual tasting appointments. I have a 5 year old and my hubby works nights, so I have her trained to watch movies quietly during tastings, but this also means I can only do one per evening or I am guranteed to have whining issues.
When I am approaching taking almost 100 weddings per year, and many of those book so far out that they request to come back in when they are prepared to design their cake, I am looking at probably 150-170 meetings per year!!! This does not count those brides that are using me as their "backup" tasting appointment and they already have someone else chosen (but think they are supposed to go to a few places just in case).
SO, I am thinking of doing "tasting events" about a week after bridal shows. I already have a local upscale hotel that would allow me to use their facilities to host the event. I am thinking of doing 2 events per post show time frame to cut down on all the calls. I would send out invites to brides and have them RSVP so I know who to expect.
I guess I am looking at the pitfalls and benefits to this. I know I can't keep doing what I'm doing, especially since we are becoming a licensed foster home in short order.
What are some ideas I should do for this event? How can I still make it personable for couples and have you gotten good feedback if you've done this?
Thanks so much in advance for any advice you can give!
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post #2 of 23
8/7/12 at 2:11pm
All I can say is, I wouldn't dream of doing it any other way. I don't get quite as many inquiries as you, but I'll be danged if I'm going to have private individual tastings for people who may or may not book with me, who may or may not show up, who may or not be serious buyers...I could go on and on.

I host events maybe 3 times a year. I make appointments at one hour intervals with 3 couples to each hour (so 6 people total, but I have a big space). I bake up about 6 different cakes, andmake about 18 filling options. I have about 3 hours to work with, it's a mix of people who have already booked, so now they are just picking flavors, and others who I haven't met yet.

At my last one, which was a couple weeks ago, I had one no show. One out of 9 couples? Pfffft. Didn't even notice it. The rest were either already booked, and the rest have met with me already and have booked their date. So one night of cleaning and setting up the reception area, bake over the course of two days, make frostings...and I don't have to do it at ALL for at least another 3 months.

So I say no way to private tastings. But that's me. And I will do it if they are a big enough buyer and they absolutely cannot make an event. I will even box some up and they can come by the next day and take it home.
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post #3 of 23
8/7/12 at 2:14pm
Of course, I don't go to that length for someone who can't make an event, I will reserve samples from whatever I happen to be already making for an order that weekend.
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post #4 of 23
8/7/12 at 2:34pm
Thread Starter 
Wow, thanks! I really admire your business model and to get advice from you means a lot!!!
I guess I'm so tired of making appointments so that I can watch people eat for half and hour! This event style seemed to make sense to me.
If you only do them every 3 months or so, do you find that people get antsy and cranky because you aren't being as "accommodating"? I am worried brides aren't going to feel as "special" if I lump them all in together. If they can't make it, you do still offer to package boxes and make a time where they can stop by? How many people take advantage of that?

Do you find that some brides come ready to design their cake and then hog all your time?

when/how to do you the design appointments?
Thanks again for your time!
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post #5 of 23
8/7/12 at 2:42pm
After about a year of having individual tastings, we switched to to-go tastings only. The bride can pick up a box with 2 cake flavors (6" rounds, unfrosted) and 2 frosting choices for $30 ($10 for each additional flavor).

The idea for tasting events sounds like a good one, perhaps you could supplement that by offering to-go tastings between those events.
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post #6 of 23
8/7/12 at 2:42pm
Quote:
Originally Posted by jenmat

do you find that people get antsy and cranky because you aren't being as "accommodating"?

If they do, it would be news to me. I walk around from couple to couple after a bit, take notes for them on their contracts, make suggestions, answer questions...they keep themselves busy trying everything out. I have a florist friend who makes arrangements for me to decorate with, people check those out, pick up cards from other vendors, chat together...everyone is kept pretty busy. I I am worried brides aren't going to feel as "special" if I lump them all in together. If they can't make it, you do still offer to package boxes and make a time where they can stop by? How many people take advantage of that?

I had one this time, that picked it up the next afternoon, and came back and booked the next day. icon_smile.gif

Do you find that some brides come ready to design their cake and then hog all your time? Nope! If they bring ideas, etc., we'll make arrangements for a private consult if need be, or do everything via email.

when/how to do you the design appointments? Usually in the evenings at the studio, after everyone has a chance to get off work. I havea little one too, so I need my husband most times to keep him occupied. The front area of the property is a big reception style room, and the living quarters in the rear, so it's pretty private. But like you, I can't afford (time wise) to be having appointments alllll the time. I need to be as efficient as possible, and this has been the best decision I've ever made.
Thanks again for your time!
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post #7 of 23
8/7/12 at 2:44pm
Sorry, that was a big cluster of unformatted replies. Hope you could find all my replies buried in there.
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post #8 of 23
8/7/12 at 2:52pm
I think the best part of it, is I'm only baking and making fillings when it's a paid order, not to hand out to people for free. Other than the tasting event, I'm only in the kitchen when I'm getting paid.
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post #9 of 23
8/7/12 at 4:35pm
Thread Starter 
Quote:
Originally Posted by AZCouture

I think the best part of it, is I'm only baking and making fillings when it's a paid order, not to hand out to people for free. Other than the tasting event, I'm only in the kitchen when I'm getting paid.



Lawd, I'd give anything to be free of those chains!!! You both gave very good advice. Thanks so much, I think I'm going to do exactly what you've both suggested- tasting events every few months, and to-go boxes for the stragglers!
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post #10 of 23
8/7/12 at 4:41pm
I'll tell ya, I am as accomodating as I can reasonably be, but I wouldn't like doing this very much if I were "constantly doing this", if that makes sense. I need my time with the kiddo and family and...nothing at all.
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post #11 of 23
8/7/12 at 4:47pm
Thread Starter 
Quote:
Originally Posted by AZCouture

I'll tell ya, I am as accomodating as I can reasonably be, but I wouldn't like doing this very much if I were "constantly doing this", if that makes sense. I need my time with the kiddo and family and...nothing at all.



Amen, preach it. I took vacation last week and I swear it was like I was committing a crime! If I don't get time to spend with the kiddo and hubby, then I WILL feel like committing a crime, people!
I just need to plan better and compartmentalize a little more so that my home can be my home again and not a showroom every night of the week. icon_lol.gif
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post #12 of 23
8/7/12 at 7:24pm
I tried the tasting events and it went over like a lead balloon. It just isn't something that people do here, but I have heard of people who do the to-go boxes. I do about 20 individual tasting appointments a month, usually on two or three days a month, and about 100-120 wedding cakes a year. People here expect an individual tasting and they don't like the group events, unfortunately. It would be easier to do them all in groups, but I schedule them all on one day, back to back half-hour appointments, and that works well for me. I have them bring in photos of cakes they like, I have the contracts all filled out with their wedding info beforehand so I don't have to do that while they're sitting there, and in that half hour I have time to design their cake with the caveat that things could be changed if they choose to, and they then eat the cake. Unless it's someone super chatty it shouldn't take longer than that, so I usually don't have to meet with them a second time. If someone comes late I send the cake home with them if it's going to back the next appointment up too much, but it usually doesn't happen that way.
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post #13 of 23
8/7/12 at 7:28pm
Oh, and if I didn't do tastings every other week or so people definitely get testy about it. There are too many other cake businesses in this area that I can't put people off too much or they'll just go to someone else. My August appointments are almost filled up already, which makes me nervous because there's a wedding show next Sunday and they all go crazy after that and call to make appointments. I'm going to try to get people to come to a bridal breakfast that I'll be at the following weekend so that I don't "lose" them by having to schedule them in September.
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post #14 of 23
8/7/12 at 8:03pm
Quote:
Originally Posted by costumeczar

There are too many other cake businesses in this area that I can't put people off too much or they'll just go to someone else.

If I had as many decorators to compete with as you, I would probably have to change things. I don't see it as putting people off though. I explain why I do tastings the way I do, as a chance to showcase everything I offer, rather than just say "pick three flavors". So wait a little bit, and you'll get to try everything! Usually, people just book and look forward to the tasting. I've never gotten the sense that anyone was put off by it. (and the great thing is, if they are, that's cool too, cause someone else will come along that does look at it as a good thing to wait on. NEXT!)
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post #15 of 23
8/7/12 at 8:18pm
Quote:
Originally Posted by AZCouture

Quote:
Originally Posted by costumeczar

There are too many other cake businesses in this area that I can't put people off too much or they'll just go to someone else.

If I had as many decorators to compete with as you, I would probably have to change things. I don't see it as putting people off though. I explain why I do tastings the way I do, as a chance to showcase everything I offer, rather than just say "pick three flavors". So wait a little bit, and you'll get to try everything! Usually, people just book and look forward to the tasting. I've never gotten the sense that anyone was put off by it. (and the great thing is, if they are, that's cool too, cause someone else will come along that does look at it as a good thing to wait on. NEXT!)



Oh, there are too many people around here waiting to pounce on people, you can't wait around here. I don't give them a choice of what they're going to be tasting, either, hahaha!
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