Things to consider when interviewing Cakes & Pastries suppliers for your Philippine wedding

Use this Q&A checklist to compare cake designers, bakers, and dessert-bar providers.

Availability & Fit

• Are you available on our wedding date and location?
• Do you take multiple weddings per day/week? How do you avoid mix-ups?
• What styles or specialties do you do best (classic tiers, minimalist, floral, textured, modern, whimsical, croquembouche, etc.)?
• Can we see a recent portfolio of weddings similar to ours (guest count, venue type, climate, aesthetic)?

Tastings, Flavors & Menu

• Do you offer tastings? What’s included, and is there a fee that can be applied to our order?
• What cake flavors, fillings, and frostings are available year-round vs. seasonal?
• Can you do Filipino-inspired flavors (e.g., ube macapuno, mango, sans rival, brazo de mercedes, buko pandan)?
• Can we mix different flavors for different tiers or for a cutting cake + sheet cakes?
• Do you offer alcohol-infused flavors? Are there any venue restrictions we should know?

Ingredients, Allergens & Dietary Needs

• Can you accommodate dietary requirements (vegan, egg-free, dairy-free, nut-free, gluten-free, low-sugar)?
• How do you prevent cross-contamination with common allergens?
• Can you provide ingredient and allergen cards/signage for the dessert display?
• Do you use fresh eggs/dairy and how do you handle chilled components safely for outdoor or warm-weather setups?

Design & Customization

• Can you design from inspiration photos, color palettes, or invitation motifs?
• Do you work with our florist/stylist for fresh flowers or greenery? Who sources and places them on the cake?
• Are flowers/foliage food-safe and pesticide-free? How do you protect the cake from stems/wires?
• Can you create sugar flowers, wafer-paper elements, hand-painting, stenciling, or edible prints?
• What are the limitations for buttercream vs. fondant in our venue conditions?

Structure, Size & Servings

• Based on our guest count, what cake size or combination (display cake + kitchen sheet cakes + cupcakes/petits fours) do you recommend?
• How many servings does each tier size yield? Is the top tier included or separate?
• Do you offer faux (dummy) tiers for height while serving sheet cakes for guests?
• How do you support tall cakes (internal structure, dowels, boards) for transport and display?

Icing & Finish (Heat & Humidity Considerations)

• Which finishes perform best in Philippine heat/humidity (e.g., certain buttercreams, ganache, fondant)? What do you recommend for our month/venue?
• If our reception is outdoors or semi-open air, what precautions do you take (delivery timing, shade, refrigeration, faster photo schedule)?
• What decorations should we avoid in hot conditions (heavy toppers, melty textures)?

Pricing & Value

• How do you price (per slice, per design complexity, per tier, package for dessert bar)?
• What’s included in the base price and what costs extra (premium flavors, sugar flowers, hand-painting, gold leaf, toppers)?
• Are there minimum order amounts for cakes or dessert tables?
• Any ways to optimize our budget without compromising look and taste?

Delivery, Setup & Display

• Do you deliver to our venue? What are the delivery and setup fees and inclusions?
• How do you package and transport the cake? Do extremely tall cakes travel assembled or partially stacked on site?
• What time will you arrive for setup, and how long do you need?
• Where should the cake/dessert table be placed for best temperature, safety, and photos?
• What display items can you provide (cake stand, pedestal, dessert platters, risers, knife/server, display signage)? Are they rented or included?
• What are the return terms for rentals (security deposit, pickup/return timing, responsibility for losses/damage)?

Venue & Caterer Coordination

• Have you worked at our venue/caterer before?
• Does the venue charge corkage for outside cake/desserts? Can you provide needed documents to waive/reduce it?
• Who slices and serves the cake (you, caterer, hotel banquet team)? Is there a cake-cutting fee?
• Will you provide slicing charts and storage/handling instructions to the caterer/banquet team?

Dessert Tables, Pastry Bars & Giveaways

• What dessert options pair well with the cake (macarons, mini tarts, sans rival bites, coconut macaroons, donuts, brownies, cookies, leche flan cups, halo-halo/ice-cream bar)?
• How many pieces per guest do you recommend for a dessert grazing table?
• Do you handle styling (labels, stands, florals) or should our stylist/planner do it?
• How do you keep chilled desserts safe on display (time limits, insulated containers, on-site fridge access)?
• Can you provide individually boxed slices or pastries as giveaways? What are the packaging options and costs?

On-the-Day Support & Contingencies

• Who is our point person on the day? How can we reach them?
• What’s your plan if there’s heavy traffic, road closures, or weather issues?
• What if the cake is accidentally bumped/damaged at the venue—can you repair on site? What are the limits?
• Do you carry vendor insurance? What does it cover in transit and at the venue?
• For outdoor setups, do you need access to power (fans, chillers) or a shaded tent?

Sustainability & Sourcing

• Do you use local/seasonal ingredients where possible?
• Can you minimize plastic in packaging and provide reusable/rental displayware?
• Do you donate or safely repurpose surplus desserts if we over-order?

Legal, Safety & Credentials

• Do you have current business permits and food-handling/sanitary certifications?
• Where is your production kitchen located? Is it a licensed facility?
• Can you provide a Certificate of Product Registration or similar documents if required by the venue?

Contract, Payments & Timeline

• How far in advance should we book? When do we finalize design, flavors, and headcount?
• What deposit is required to reserve our date? When are remaining payments due?
• What is your cancellation/postponement policy (including force majeure)?
• What changes are allowed after signing (design tweaks, flavor swaps, guest count), and until what date?
• What constitutes final delivery acceptance at the venue?

Aftercare, Leftovers & Anniversary Tier

• Will you box and label leftover cake for us? Can you provide take-home containers?
• Do you offer an anniversary cake or recommend how to store a tier for later? Any storage instructions for our climate?
• How long will mini pastries or desserts keep fresh after the event?

Destination/Provincial Weddings & Travel

• Can you deliver to islands or provincial venues? How do you handle ferries/flights and long drives?
• Are there travel/day rates for staff staying overnight?
• Are there venue access constraints we should know (steep roads, beach sand, stairs, limited elevators)?
• What’s the latest safe time we can schedule cake photos before cutting in warm weather?

Communication & Process

• What is your design process (sketches, mockups, approvals)? How many revision rounds are included?
• How do we track decisions and updates (email, shared doc, planner)?
• What files do you need from us (invitations, monograms, color codes, cake topper specs)?
• Can you coordinate directly with our planner, florist, stylist, caterer, and venue?

Pro tip: bring these details when you inquire

• Estimated guest count and service style (plated/buffet/cocktail).
• Venue name, ceremony/reception locations, and setup times.
• Preferred vibe (modern/minimalist, garden/romantic, tropical, classic).
• Any must-have flavors and non-negotiable dietary needs.
• Cake-cutting time in the program and who will slice/serve.