A clear wedding cake brief helps a cake studio assess your needs, suggest suitable options, and plan the practical details. You do not need a finished design or every decision made before reaching out. Start with the essentials: when and where the wedding takes place, how many guests you expect, and what you want the cake to look and taste like. Include any known dietary requirements and service constraints so the studio can respond with useful questions and recommendations.
Share the date and timeline
Give the wedding date and, if known, the time you plan to serve the cake. The date lets the studio check availability and understand how much planning time remains. If your date is flexible, say so and list the dates you are considering. Also mention when you expect to make a decision, especially if you are comparing suppliers or coordinating with other wedding arrangements.
Include key timing details that affect delivery or setup. Note when the venue opens to suppliers, when the cake must be in place, and whether it needs to be ready before guests arrive. If the schedule is still changing, identify what is confirmed and what is tentative. This helps the studio distinguish firm requirements from details that can be finalized later.
Estimate guests and servings
State your expected guest count and how many people you want the cake to serve. These figures are related but not always identical: some couples plan a small cake for a ceremonial cut and serve another dessert, while others want cake portions for most guests. Explain how you expect to serve it, including whether the cake will be the main dessert or part of a larger spread.
If your guest count may change, give a realistic range and say when you expect a final number. Mention whether you want extra servings for vendors or plan to save a tier. A range helps the studio discuss appropriate cake size and structure without treating an early estimate as final. Confirm serving expectations before approving the design and order.
Describe the venue and logistics
Name the venue and provide its address, or share the venue type if you have not booked one. Include useful details such as the room where the cake will be displayed, the table dimensions if known, and whether the cake will be indoors or outdoors. These details can affect the cake’s size, finish, display plan, and suitability for the setting.
Flag access and handling requirements. Tell the studio about stairs, long walks from the loading area, restricted delivery windows, lift access, or venue rules for outside suppliers. If the cake will be displayed in a warm space or outdoors, include that information and ask what conditions the cake needs. The venue coordinator can often confirm setup instructions and delivery procedures.
Explain design, flavor, and needs
Describe the look you want using a few clear references: wedding colors, flowers, table styling, or images that show the cake’s shape and finish. Explain what you like in each reference rather than asking a studio to copy several different cakes. Share your preferred size or style if you have one, but distinguish must-haves from ideas you are open to changing.
List flavor preferences, allergies, and dietary requirements, including whether they apply to the whole cake or specific portions. For a vegan cake, confirm that the cake itself should be vegan and ask how the studio handles other requirements, such as gluten or nut exclusions. Mention your budget range if you have one, and ask what delivery, setup, tasting, and serving details are included in the proposal.
A useful brief is specific about confirmed facts and clear about what is still undecided. Send the date, serving estimate, venue logistics, design references, and dietary needs together so the studio can assess the request efficiently. If you are planning a vegan wedding cake in Melbourne, Fig & Flour can help you turn those details into a practical cake plan.