I have been approached by a venue to make a cake dummy for a photo shoot. I say yes. They then call and ask me if they could use the dummy to put on a table at the entrance of the venue to show a set up bridal cake table.

I am all not thinking and was like... "Sure of course you can." I am all flattered. 

I am not planning on charging them for it but I need them to understand the cost of the dummy and that under no circumstances is it EVER to be used as a prop in a wedding. EVER. Also that I am not giving them the dummy, they are "Using" it as a loan.

How would you write this up.......... or has anyone done anything like this...

Thank you

AWhy does it matter if it's used as a prop in a wedding?

If you are renting them the dummy, charge a refundable deposit and a rental fee just as if you were renting out a cake stand. You can't really limit how they will use the dummy while they are renting it as long as they return it in good condition.

AThey are not renting it. They asked to "use" it for a table display to show how a cake would look. The entire area is going to be set up as how a wedding would be to help a bride to-be visualize. She wants me to leave business cards and information with it. The other vendors (ie party supplies, paper goods, plating) are doing the same. But there is no worries that a table set for four is going to be used. But my cake may be. I wanted to write something up to show the worth of the cake, it's covered in flowers and took hours to make. And I want it stipulated that it may not be used in a wedding. The cake is still mine and on loan only.

Am I sounding wrong? I have never done this before.

AOK, I see that you are not charging for it. The best way to control how it is used would be to only provide the cake for the event in question, and stipulate in the contract that it must be returned within X days after the event or the refundable deposit they pay you is forfeited.

It's really no different than a standard rental agreement, except that the rental fee is $0.

i would charge them for it myself because you are allowing them to use it in their advertising forever -- why give that away?

but as far as not using it as a prop in a wedding-- that's valid i think--

and at least a hefty damage deposit--c'mon what if it gets damaged--nobody's gonna value this if you don't is my thought for you--sure sure writing the cost down on a piece of paper is a non-binding nod toward that--but charging them appropriately is putting a value on it that they can feel and appreciate--

what if  random server person is tasked with taking down the display and they have to set it down in the dish room momentarily to get a tray of plates out to the line or something--and your delicate cake is sitting in the steam and spray of an active dish room--

or all someone has to do is drop it--poof--

i mean--protect yourself--don't you think? damage deposit--you can return the deposit if you want.

and nobody would ever touch a delicate petal while no one was looking...or even if everyone was looking 

These are the hard decisions we make. It is also the ones that we learn the most from. I am aware of the risk associated with letting them use the dummy. I mainly want to just get across that the cake is worth something and cannot be shoved in a closet during an event. But I also want to get across that I do understand accidents. I do them all the time and I don't mean too. I also do not put to much pressure on myself or others for committing them. But I do want to draw a line in the sand and say what I am not bending on is using it for an event, while sheet cakes hang in the back. That is not what it is there for and will cause not only me but other cakers to loose possible revenue.

Balance is hard to find.

it's an awesome gesture on your part which should at least generate some sweet referrals in a perfect world so--just give it a kiss goodbye--knowing it might not come back like it left--but it probably will--

if they can minimize the length of time they need it--if possible maybe do two deliveries if the shoot and the display are days apart--pick it back up in the meantime if that's do-able?

sounds like a pretty cool project--nice to be chosen--they better maximize the exposure for you--

this seems too good to be true -- for them--call me jaded ;)