Full Terms & Conditions for Lily’s Bake Box are detailed below. By paying your deposit it will be deemed that the terms are understood and accepted. Quotes Our cakes are priced according to design, flavour and size. They are based upon our high standard of work and the best quality of ingredients used. Following your consultation/enquiry your quote is valid for 6 weeks. Paying your deposit secures the date and the price quoted, this prevents any further price increases (except in exceptional circumstances beyond our control). Orders are not secured until a deposit has been paid, a quote does not guarantee availability. We can only keep your date available for 5 days from the day the quote is given. After that the date becomes free for someone else to book; Deposits Your order is not secured until a deposit has been made. Following receipt of your deposit your order and date will be secured. When settling the remaining balance, the deposit paid will be deducted. Celebration cakes/Cupcakes and sweet treats – A 20% non-refundable deposit is required to secure your order and your date. If the cake is cancelled or not collected the deposit is forfeited. Wedding Cakes – A £50 deposit is required to secure your order and date. If the cake is cancelled the deposit is forfeited. Payment Payments can be made by Cash or Bank Transfer. We do not accept cheques or debit/credit card payments. Celebration cakes/Cupcakes and sweet treats – Final payment for celebration cakes is payable one week before collection. Last minute orders need to be paid in full to be secured. Wedding Cakes - Final payment is required one month before the big day. It is your responsibility to remember to send this payment as a reminder invoice is not always issued. Depending on the complexity of the order, some elements will not be started until the final payment is received. If you do not make your payment on time, you risk your cake not being ready in time. Late Payments If your final balance is not paid within time specified on your invoice, we reserve the right to cancel your order. The payment needs to be cleared in our account before the event for the order to be released. Cancellation In the event of you cancelling, the deposit is forfeited in all circumstances. This is to cover the costs of supplies and/or production of the cake which may have already been fulfilled at point of cancellation. Cancellation must be made in writing (by email) to Lily’s Bake Box. If full amount has been paid on your order, and the event is cancelled less than 21 days prior to the due date, 25% of the full amount will be refunded. If your order is cancelled 10 days prior to the due date the full amount is forfeited. If the event is postponed we will endeavor to transfer your order providing the date is suitable for ourselves, otherwise it shall be treated as a cancellation. We retain the right to cancel the booking in very unusual circumstances beyond our control, such as ill health, during which we will refund any money taken in full. Alterations & Changes Your cake is very important to us. Please take the time to check your copy of the invoice carefully and let us know if changes are needed. Any amendments should be made in writing. Bear in mind that changes to the agreed design may result in a price increase. Last minute changes cannot always be accommodated. We will endeavor to adjust the design where possible, but sometimes this is not possible according to the nature of the request or amount of notice given. Please let us know when you pay your deposit if you are undecided on the design. We reserve the right to change the design of your cake at any point if circumstances beyond our control may compromise the quality of the finished cake. For example, weather conditions or the venue temperature.
We do not recommend ordering a cake decorated with chocolate or buttercream for a summer event, due to the risk of melting. We cannot accept responsibility for any melting of the cake once it has left our possession, as we have no control over the environmental/venue temperature. We can advise you on how the cake should be treated or advise of alternative designs that are less susceptible to melting. Artistic Licence Decorative finishes are created by hand and are subject to the artistic interpretation of Lily’s Bake Box. You may provide us with a photograph for inspiration; however, we make no claim for exact duplication of the work done by other cake decorators or our past work as we strive to make each of our cakes unique for you. We will do our best to match any colour requests for icing, ribbons and cupcakes cases but we cannot guarantee an exact colour match. If you can provide colour swatches or items as close to the colour you are looking for this will help us tremendously. We aim for a perfect match but this may not always be possible. If a product-line is no longer available due to it being discontinued or out of stock, we will do our best to source a replacement. Although we only use the highest quality cupcake cases, they can on occasion peel away from the cakes. We cannot guarantee this will or will not happen and accept no responsibility if cake cases peel away. Wedding Cake Tasting One complimentary sample box is provided to couples that have secured their order and date if the order is £250 or over. If additional boxes are required, these can be purchased at an additional cost. Postage charges apply for sample boxes that need to be sent via post. If you prefer to try our cakes before securing your date, we are happy to do this. Please see ‘The Wedding Experience’ page for different options and prices. The tasting fee is payable at the time of booking and is non-refundable if the order is cancelled. This tasting fee will be deducted from your remaining balance if your order is £250 or over. Portion Guide Our portion guides are intended as a guide only and are based upon 1inch x 2inch portions for sponge cakes. Wedding cake portions are based on a venue standard cutting guide of 1inch x 1inch unless otherwise specified. If you require a bigger portion size, please let us know and we can adjust your order and cost accordingly. Lily’s Bake Box accepts no liability for how the venue choose to cut the cake. Allergies & Special Dietary Requirements Although we can provide cakes that are made without eggs or gluten, unfortunately, as we operate from a kitchen that uses common allergens on a daily basis, we cannot guarantee that there will be no traces present. We will take all the necessary steps to ensure that all traces are removed but Lily’s Bake Box accepts no liability from customers suffering allergic reactions from eating our cakes. Fresh and Sugar Flowers Sugar Flowers – We offer sugar flowers, you will need to advise this is what you require at time of booking. For us to quote for sugar flowers we need to know the extent of decoration so we can quote for exact numbers. Fresh Flowers sourced by us – the cost of fresh flowers sourced by ourselves will not be included in initial quote as we need to liaise with our florist to find out their charges. You need to provide us with a list of flowers and the colours that you would like so that we can work with our florist to get a quote. This will include an arrangement fee. Please note that exact colour matches or types of flowers cannot be guaranteed.
Fresh flowers provided by your florist - We are happy to work with your florist and suggest that this will be the best option to get an exact match for your flower types and colours. It is your responsibility to inform the florist that their bill for the cake flowers should be settled directly with yourselves (as it is not included in our price). Please note some flowers are poisonous and not suitable for use on food products, you should notify your flower supplier of your intention to use the flowers on food to ensure that non-poisonous flowers are used. We cannot accept responsibility for issues that arise with the florists’ flowers sourced by yourself. If flowers provided by your florist are sub-standard, we reserve the right to refuse to use them.
Dressing of the cake with fresh flowers - We highly recommend that arrangement of flowers on our cakes is done by ourselves, as we cannot accept responsibility for any damage done to the cake by your florist or another person decorating it. Depending on the varieties of flowers used and weather conditions, some fresh flowers might not “live” long out of water therefore might start to die quite quickly, we cannot accept responsibility for the look of fresh flowers after the cake has been set up.
If fresh flowers are being used on your cake, you acknowledge that fresh flowers are not a food product, and may contain pesticides, insects, dirt, or other contaminants. Lily’s Bake Box cannot be held responsible in any form for illness, disease or death due to the use of fresh flowers.
Non-Edible Items Most cakes contain small proportions of inedible items such as dowels, wires in sugar flowers, Swarovski crystals, flower picks etc. It is your responsibility to ensure these are removed by your caterer/guests before consumption. You or your venue will be provided with an information sheet when you collect or we deliver your cake, which will provide details of non-edible items (if there are any). Viewing Please note cakes with sponge tiers may not be completed until the day prior to/or the day of the celebration to ensure the cakes are as fresh as possible so it might not be possible to view your cake prior to your collection/delivery day. Delivery Conditions Delivery charges are calculated according to time taken and distance travelled and will include any charges that may be incurred (for example parking charges or toll charges). If you choose delivery, it is our intention that your cake will be delivered in perfect condition prior to the start of your event. However we ask for patience with factors that may be beyond our control (for example traffic accidents) as we cannot be held liable for any such delays.
It is your responsibility to ensure you provide us the details of a key contact/ your wedding coordinator for us to liaise with. We will also need the full address of the venue/ delivery destination and ask that you inform us of any adverse road hazards, obstacles, parking restrictions or other issues that may hamper the delivery and quality of the finished cake. (Please note: excessive jarring due to potholes, road construction, or unseen road conditions, could damage the finished product to an unstable and undesirable state).
In the unlikely event of late delivery, the maximum compensation will be a refund of the delivery cost. In the case of an unavoidable occurrence, such as a car accident or poor road conditions during delivery, Lily’s Bake Box cannot be held liable for more than the price of the cake ordered. If the cake is not delivered or is damaged beyond repair, a full refund will be given for the price of the cake. No responsibility can be taken by Lily’s Bake Box for any subsequent damage once the cake has been set up and/or handed over to the venue. We take photographs of all of our cakes once we have set them up at the venue. Late requests for delivery (after securing the booking based on collection) will be accommodated where possible, but cannot be guaranteed, as earlier commitments must take priority.
Cake Set up It is the clients’ responsibility to ensure arrangements are made at the venue prior to our arrival. If any delay is incurred due to the venue not being ready or we are required to go back at a later time in the day, we will attempt to accommodate that. In that scenario we reserve the right to charge for any additional travel expenses incurred. If we cannot accommodate the delay we can leave the cake with the event manager to assemble/ move into position if requested. Please note you are responsible to ensure that an appropriate & secure table and environment for the cake has been provided. Cakes are heavy and require a sturdy table, and optimal room temperature of 68 degrees Fahrenheit (20 degrees Celsius) or below. Extra care should be taken ensuring a stable table is provided if you are having a marquee or outdoor event. Please ensure you make your venue aware of this.
All cakes are fragile and require care and attention when handling, storing and displaying to prevent damage occurring. Please tell your caterers to carefully read the care instructions provided with the cake on delivery or upon collection. Collection Conditions Lily’s Bake Box offers the option for customers to collect their cake free of charge. Not all cakes are suitable for collection and we will make you aware of this at the point of ordering (for example multi-tier cakes that require careful assembly). In no event shall we be liable to you for any damage to your order once it has been collected by you. All orders must be thoroughly checked before you leave our premises. Photographs of all our cakes are taken before they leave us.
Collections can be arranged at a mutually convenient allocated time slot. Any change to this time or date will be by mutual agreement only. Due to the nature of our work, it is not always possible to be flexible because prior commitments and obligations must take priority. Please note that due to our work schedule we may have other collections &/or deliveries arranged for subsequent time slots following your collection. As such we request that you arrive promptly. Whilst we will always look to accommodate any unexpected delays, we cannot withdraw from commitments made to, or obligations we have with, other clients.
Tiered cakes are most at risk during transport, so please seek our advice prior to collection on how to transport them. Tiered cakes can be very heavy and may come in several boxes. We will not accept any liability for self-assembly cakes that are not assembled properly or damaged during assembly. You assume all liability and responsibility for the condition of the cake once it leaves the possession of Lily’s Bake Box. We highly recommend you check your wedding/event insurance covers cake damage. To ensure your cake is as fresh as possible, we recommend it is collected on the day or the day before the event. Storage & Best Before Date Cakes and cake decorations are very fragile items, we cannot accept responsibility for damage that is done to the cake after it has left our possession. If any damage is done to the cake after it has left our possession, please contact us as soon as possible and we will try and advise you and when possible, we might be able to try and repair the damage. There will be a charge for this which will vary according to the extent of damage to repair. Our cakes are made entirely of fresh and natural ingredients; because of this they will not have the extended shelf life of supermarket cakes, which contain additives & preservatives to ensure their prolonged life. Your cake is baked to ensure it is fresh for the date of your event.
Decorated cakes should not be stored in a refrigerator as it will cause condensation to form on the surface of the icing. If the cake is not to be displayed straight away, it should be stored in the original box in dry, cool and hygienic condition, somewhere where it will not be moved or knocked. Sponge cakes should ideally be consumed within 48 hours of receipt. Once cut store cake in a cool, dry, airtight, hygienic condition and consume within the 48 hours to enjoy at its best. Cakes containing fresh cream or cream cheese need to be refrigerated. Once taken out of temperature control consume within 4hrs, any leftovers must be discarded. Consume any cakes containing fresh cream or cream cheese within 2 days.
If you would like to freeze your sponge cakes please bear in mind that it will affect the visual appearance of the icing, as condensation will form upon defrosting. Food hygiene recommendations recommend that food should only be frozen for a maximum of 3 months. We recommend wrapping the cake in greaseproof paper and several layers of cling film, remove as much air as possible, and store in an air tight container before freezing. The cake should not be refrozen once defrosted. Hire of Cake Stands /Accessories We have cake stands and cupcake stands to hire. Please enquire for hiring costs. A refundable deposit applies for each item hired. Items hired must be returned to us within 3 days following your event. The deposit will be reimbursed in full on safe return of the hired equipment providing all fixtures/ parts are included and they have not suffered any damage whatsoever. Damage includes: cuts, chips, scratches, breakages, cracks, rips, tears, dents, bending, staining and discoloration. If you are unable to return it personally you can choose to post it back or arrange for us to collect it. If you choose to post it, please use recorded post to ensure the safe return to us; it is your responsibility that the items are returned to us. It is also your responsibility to ensure it is appropriately packaged to prevent damage during postage; we recommend you use plenty of bubble wrap and tape to secure the item in a sturdy box. If the item arrives to us damaged, we will not refund your deposit. We will take photographs and send them to you to assist in your claim with the carrier company. If you prefer for us to collect the item from the venue let us know and we can let you know the associated charges which will depend on the distance travelled and time taken. If the item, or part of the items, are left at the venue for the event manager to return to us, or for us to come and collect without prior arrangement, your deposit will be kept by us to pay for this. Complaints If you have concerns about your cake, please notify us upon collection/delivery/inspection so that we have the opportunity to rectify it in time for your event. If the cake is being delivered, we highly recommend you appoint a member of the family/event manager as the designated point of contact for the day, to help ensure the cake is checked over before we leave. All other concerns should be made in writing along with evidence of any faults. Complaints will not be dealt with on the telephone or face to face, we require everything in writing. Full refunds will never be given for any cake which has been consumed or partially consumed regardless of dispute, as consumption of the cake is viewed as your acceptance that the cake is adequate for the purpose for which it has been supplied. All cakes delivered to venues are photographed from different angles to show cake quality, surroundings and placement of cake on delivery. We do not accept any responsibility for loss or damage to the cake or items with the cake such as knives, decorations and stands once the cake has been delivered and set up at venue or collected from our premises. No refunds are given due to change of mind. All complaints should be addressed in writing to: Charlotte Williams, Lily’s Bake Box, 32, Wain Close, Penarth, Vale of Glamorgan, CF64 1TJ. Photography From time to time our designs are published in national magazines and other publications, as well as internet sites; we reserve the right to use any image of a cake made by Lily’s Bake Box for publication at a later date.
Thank You. We reserve the right to change or update our terms and conditions without prior notice.
Come and follow us on social media for cake inspiration @lilysbakebox