The following terms and conditions apply to all wedding orders.                               (for orders placed from 1st Jan 2024)

 

1. Ordering procedure

All orders are subject to availability and acceptance by Primrose Cakes, dates are not secured until a booking fee has been paid. Please provide a valid email address and phone number so you can be contacted easily. Guide prices are an estimated cost of the materials & time for the cake design required, this includes delivery, mileage, and time to set up at the venue.

Invoices are emailed once details are discussed and finalised between clients and Primrose Cakes. Final costs will be explained on the invoice. Typically, this is after a full design consultation (online or face to face). It is the client’s responsibility to check accuracy of details when receiving the invoice.

Primrose Cakes operates a £450 minimum spend for all orders, this excludes the delivery and set up fee. The minimum amount you will be charged for your cake and/or biscuit favours will be £450. This does include your booking fee, however, your delivery and set up fee will be charged separately.  If you downsize your order, the amount charged will be no less than £450. 

 

2. Booking fee and payments

A £150 non-refundable booking fee is required to secure an order with its booked date. By paying the booking fee, you are agreeing to all the terms and conditions outlined in this document, which acts as a purchase & sales contract.

Booking fees are required to secure your order and selected date. Dates are subject to availability. Dates are only reserved for a maximum of 2 weeks, from when stated, until the booking fee is paid. If a booking fee is not received within 2 weeks, the date is released to other enquiries. The booking fee secures your date and guarantees that you will be the only wedding cake order within that week. Orders placed within 2 months of the wedding date (also known as, ‘short notice orders’) require full payment within 48 hours of receiving the invoice. 

The outstanding balance is due a minimum of 2 months before your wedding date. Deadline dates will be discussed in advance and outlined on your invoice; a reminder of your payment deadline will be emailed within a week of the deadline. The outstanding balance may be paid in full or by instalments. Instalments must be agreed in advance (between the client and Primrose Cakes) and will be given in writing. Instalments can be paid earlier than the agreed dates.

Failure to meet any payment deadlines will result in a cancellation of your order. All payments can be made via BACS or debit/credit card (online or via phone call). Invoices and receipts will be given to you via email (a paper copy can be provided and posted at an additional charge of £5 per document).

 

 

3. Delivery & set up

Delivery and set up fees are calculated based on your venue location and the time it would take to set up and decorate the cake as per the design agreed. The delivery and set up fee will be estimated until your invoice has been finalised. Invoices are typically finalised between 2-6 months before your wedding date. The final delivery and set up cost will be included in your final balance payment. The fees will be based on the fuel costs and duration to deliver and set up at the time of the invoice being generated. Delivery fees can fluctuate throughout the year, however the cost on your invoice is final.

Please provide contact details for the wedding coordinator or venue representative. Primrose Cakes will contact the venue or coordinator directly (approximately 2 weeks before your wedding date) to discuss suitable delivery and set up times and confirm the cake’s location. The client is responsible for the cake once it has been delivered. The cake will be left in the best and expected condition. A venue representative (usually your wedding/event coordinator) will be named on the cake information sheet given to the venue at the time.

Primrose Cakes or a trusted representative will deliver and set up all wedding cakes at your venue. Collections are not available.

The location of the cake at your venue will need to be arranged in advance. A suitable table must be available, the cake cannot be set up on any tables or cake stands that are not level or sturdy. Should there be a forecast of hot weather (exceeding 23 degrees centigrade), your cake may need to be delivered at an alternative time to avoid the warmest temperature of the day. Alternatively, the venue may store your cake in a fridge or cooler room until the cake is needed. Decisions made about this can be made in advance or on the day. Primrose Cakes is not responsible for any persons that relocate/move the cake (for any reason) once the cake has been delivered and set up.

 

 

4. Cake Design and booking changes

Cake designs will be discussed at your design consultation and via any conversations by phone or email. Sketches (with annotation) will be provided for you to visualise your cake design and a description will be provided on your invoice. Your final cake will as close to the sketch design as physically possible. Small adaptations may need to be made (for example, small changes to flower arrangements due to size of fresh flowers or flower availability). Any small adaptations can be anticipated and discussed in advance.

Please ensure that any changes to the booking and/or cake design is made at least 3 months before the booked date which is one month before your balance payment is due. No changes or alterations can be made after this date. This allows sufficient time for supplies to be researched, prepared, or purchased in time for your wedding cake to be made. Any changes to your order, at any time, may incur additional charges.

An exact match to your colour theme and décor is not guaranteed due to the nature of different materials used to create your cake. Providing material and colour swatches and other examples will be helpful in determining the design and colour scheme you require.

Should you require fresh flowers on your cake, it is highly recommended to use the same florist that is providing any bouquets and décor. Primrose Cakes will liaise directly with florists and other appropriate suppliers to ensure the decorations are safe and suitable to use on the cake. The freshness, quality, type of flower and colour will be the responsibility of the florist based on the contact between them and Primrose Cakes.

Primrose Cakes is not responsible for any decorations added to the cake once delivered. It is strictly advised that only Primrose Cakes adds any decoration to the cake to ensure it is done in a safe and appropriate way.

Any information of non-edible items within or on the cake will be provided to the venue. It is the client’s responsibility to communicate with the venue to ensure it is not served to guests. You will have been advised on how many portions your cake will provide, a cutting guide will be provided to the venue to suit what was agreed. It is the client’s responsibility to ensure the venue uses this guide to reduce the risk of being under or over catered. 

 

5. Cancellations, Postponements & Refunds

You have a right to cancel your booking at any time up to 2 months before your wedding date. Booking fees are strictly non-refundable, within any time frame. 

Orders that are cancelled within 6 months of the booked date are liable to pay 50% of the order total. 

Orders cancelled within 2 months of the booked date will be charged the full amount invoiced and/or any outstanding balances paid to date will be retained.  This is to cover any business lost due to the original booking, any materials and ingredients purchased in advance and time taken to prepare the order. If a delivery/set up fee has already been paid, this will be refunded or used to offset any amount that is to be paid. Refunds are not available for any orders placed within 2 months of the wedding date (also known as, ‘short notice orders’). 

Should you postpone your wedding, your booking fee may be transferred to a later date for any occasion within 12 months of the original date, dates are subject to availability. Any other payments that have been made may also be transferred to an alternative date within 12 months of the original date. Please note that any guide prices or quotations will need to be recalculated based on the pricing at the time.

In the unlikely event that Primrose Cakes needs to cancel your order (for example, due to a serious illness), Primrose Cakes will give as much notice as possible if it is not possible to complete your order. Primrose Cakes will attempt to find an alternative company who can produce your order of an equal standard. You will be entitled to a full refund, including your booking fee. Primrose Cakes highly recommends all clients take out wedding insurance to cover any form of cancellation, whether by Primrose Cakes, other suppliers or outside factors. 

 

6. Ingredients & Allergies/Dietary Requirements

Cakes are made with fresh ingredients (no added preservatives) for your booked date. It is recommended that you consume the cake within 48 hours to get the best quality. Please follow storage instructions and advice given by Primrose Cakes specific to your order. A full list of ingredients and allergens for each order can be supplied upon request. Any information regarding allergens and non-edible items will be given to the venue on delivery, which can be communicated with all guests. It is the client’s responsibility to declare any form of dietary requirement for the order. Please be aware that no cake can be declared ‘free of allergens’ as all cakes are made in an environment where allergens are used. However, the best care is taken to use allergen free ingredients and equipment, should you request it. 

Any request for ‘free from’ recipes will be made in the form of cupcakes or small round cakes. These are baked separate to the main order to reduce the risk of cross contamination. However, they cannot be declared 100% free of allergens due to them being created within the same environment.

 

7. Cake Stand and separator hire

Primrose Cakes has a small selection of cake stands and cake separators available for hire. A hire fee and a refundable damage or loss deposit is required and charged according to the type of stand supplied. Please see your invoice for which charges apply to your order. The hire fee is non-refundable and is charged as part of the service. The damage or loss deposit will be refunded (within 48 hours after return or collection) when the stand is returned or collected in its condition stated on the hire information form. Primrose Cakes will retain the deposit should the stand be damaged, deemed unusable or lost. Hired stands must be returned to Primrose Cake within 5 days of the event (the return deadline is stated on your invoice). A collection fee will be charged should the hired stand need to be collected from the venue by Primrose Cakes. Primrose Cakes is also able to hire cake stands on behalf of clients from alternative suppliers (third parties). The amount charged will be included on the invoice and include the suppliers name and the loss/damage deposit amount. Should the third party stand hire incur a damage or loss charge, the charge will be passed onto the client and is expected to be paid within the third parties’ own policy or terms and conditions.

   

 

9. Privacy Policy / Data protection

All client’s personal information and details (such as, addresses, telephone numbers, email address etc.) will be kept on file for up to 3 years. Primrose Cakes cannot access any bank details when paying with card via phone. Primrose Cakes will not share any of this information with other individuals or companies. Please read our privacy policy by clicking HERE

 

10. Publicity and Advertising

Photos of your order will be shared on social media sites as well as Primrose Cakes’ website and other advertising platforms. Should you send photos of your cake to Primrose Cakes, this will be seen as permission to share, unless otherwise stated by the client. Credit will be given to the photographer, if known at the time. 

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If you have any questions regarding the above terms and conditions, please contact me.