500 Cupcake Wedding - Yikes!

Baking By JodiKlug Updated 2 Jun 2010 , 11:50pm by nanawannabake

JodiKlug Posted 26 May 2010 , 6:09pm
post #1 of 44

I am making cupcakes for a wedding and I am assuming that just because she says there are 500 guests, maybe we don't make 500 cupcakes. Does anyone have a guideline of perhaps a percentage of people who don't eat the desert? Like if you have 500 guests, are there maybe 10% who don't eat cupcakes? I don't want to make too many so that she has to figure out what to do with them after the reception. Anyone have any ideas?

43 replies
ttehan4 Posted 26 May 2010 , 6:22pm
post #2 of 44

I always calculate 1 and 1/2 x the number of guest. So if it was a 500 guest wedding I would do 750 cupcakes.

Its not too bad. My oven holds 4 cupcake pans at a time. I could have them all mixed and baked in probably 2 hours. I always put the cupcakes in the box then pipe the icing on then add decoration (if its simple). Goes faster.

grama_j Posted 26 May 2010 , 6:24pm
post #3 of 44

I hope you have a REALLY big oven and freezer......

blessedist Posted 26 May 2010 , 6:30pm
post #4 of 44

Yeah, I was going to say that actually, you will need way more than 500! I do either 1 1/2 or 1 1/4 of the actual amount of guests. I have noticed that with cupcakes they will eat more because they are way easier to transport than cake slices on a plate and they will want to take 1 home.

Skidoochic Posted 26 May 2010 , 6:35pm
post #5 of 44

I usually recommend +20% of confirmed guests for cupcakes. I did 150 cupcakes for a graduation party last weekend and the lady told me she was out within 2 hours of the party starting! One girl said she had one cupcake, went back had another, waited a little bit had another and took one home. This is a 120lb woman who had 4 cupcakes! She said they were so good and easy to sneak a few! So, I think you will be baking more than 500 cupcakes and I may need to up my estimates! icon_biggrin.gif

HTH!

JodiKlug Posted 26 May 2010 , 6:37pm
post #6 of 44

Well, I'm glad I asked!! I was thinking the opposite, but I will take your word for it!! It does make sense that cupcakes are easy to grab so people will be more inclined to take more than one. I was also not too stressed out about baking them. I like the idea of icing them in the box. I'm just doing a quick buttercream icing swirl with a big tip, so not hard at all. I know it will take me longer to keep refilling my piping bag.

Minstrelmiss Posted 26 May 2010 , 6:45pm
post #7 of 44

I bought an additional large cloth bag that hubby refills while I empty the first. He and I somehow manage to work well in the kitchen together so it works for us.

I ice in the box too, less handling of the cuppies, therefore less overall work
thumbs_up.gif

JodiKlug Posted 26 May 2010 , 6:50pm
post #8 of 44

What kind of price range do you think for simple one flavor cupcake with buttercream swirl? I'm also making a monogram "K" for the tops out of choclate candy melts. I make them all the time, but I'm probably going to hate making 500+.

Skidoochic Posted 26 May 2010 , 6:57pm
post #9 of 44

I charged $1.25 for a 1M swirl of buttercream with a graduation pick. This also included set up of a cupcake tower and delivery, so I think it was pretty fair.

JodiKlug Posted 26 May 2010 , 6:59pm
post #10 of 44

That's kind of what I was thinking too. Thanks for confirming for me!

KHalstead Posted 26 May 2010 , 7:10pm
post #11 of 44

I charge $1.00 each for cc w/ swirl and $.25 for the chocolate letter on a toothpick (see pic attached)

YOU WILL hate them after 500!!

Oh and I had to do 500 cupcakes recently too....check out this pic of my counter and I think I was only halfway through them at this point!!
LL
LL

JodiKlug Posted 26 May 2010 , 7:42pm
post #12 of 44

That's kind of what I was thinking too. Thanks for confirming for me!

JodiKlug Posted 26 May 2010 , 7:45pm
post #13 of 44

Holy smokes.....that's a lotta cupcakes! You're right, I'll probably hate them when it's done!

Roxybc Posted 26 May 2010 , 7:47pm
post #14 of 44
Quote:
Originally Posted by ttehan4

I always calculate 1 and 1/2 x the number of guest. So if it was a 500 guest wedding I would do 750 cupcakes.

Its not too bad. My oven holds 4 cupcake pans at a time. I could have them all mixed and baked in probably 2 hours. I always put the cupcakes in the box then pipe the icing on then add decoration (if its simple). Goes faster.




icon_eek.gificon_eek.gificon_eek.gif Oh my lord, if you can mix and bake 750 cupcakes in 2 hours you're a freaking magician!!! That would take me at least 12 hours! Mind you, my darn UK oven is so tiny I can only bake 24 at a time thumbsdown.gif

indydebi Posted 27 May 2010 , 1:35am
post #15 of 44
Quote:
Originally Posted by ttehan4

I always calculate 1 and 1/2 x the number of guest. So if it was a 500 guest wedding I would do 750 cupcakes.

Its not too bad. My oven holds 4 cupcake pans at a time. I could have them all mixed and baked in probably 2 hours. I always put the cupcakes in the box then pipe the icing on then add decoration (if its simple). Goes faster.


If your pans are 12 cavity, your estimate of 2 hours is a little short.
4 pans with 12 cavities each = 48 per baking batch.
750 divided by 48 per batch = 15.62 baking batches (round to 16).
16 batches at about 20 minute each = 320 minutes, divided by 60 minutes = 5.3 hours.

This is STRICTLY baking time .... not putting in, taking out, emptying the pans, refilling them, etc.

If your pans are 24 cavity, then "a couple of hours" is close.

Is she EXPECTING 500 guests? Or did she INVITE 500 guests? BIg difference! Debi's 60% Rule says if 500 people, then only about 300 will actually show up. (leah uses 75%, which would mean 375 will show up).

Bluehue Posted 27 May 2010 , 2:01am
post #16 of 44

Last year i did 420 large cupcakes for a wedding and it took me 37.5 hours from start to finish...
I was happy what i achieved - but happier to jump in the shower and lay my head on my pillow icon_lol.gif

Actually - i was happiest when i got paid for the whole thing - lolllllllllllllllll
@ $7.00 each
Then there was the 2 tier wedding cake on top of that.


Each cupcake was filled - then a ganche topping - embossed regalice top (lid) the 11 regalice flowers on top of each....then 11 little gold cachous in the middle of each flower.


icon_eek.gificon_eek.gif - No way could i do 500 cupakes in 2 hours ............ *faint*
2 hours !!! - could that be right icon_confused.gificon_confused.gificon_confused.gif


2 hours!!! - i am gobsmacked -

Bluehue.

revel Posted 27 May 2010 , 6:18pm
post #17 of 44
Quote:
Originally Posted by Skidoochic

I charged $1.25 for a 1M swirl of buttercream with a graduation pick. This also included set up of a cupcake tower and delivery, so I think it was pretty fair.




I'd like to buy these from you and resell them here! Cupcakes here start a $2.95 for just a swirl. .25 up towards 1.00 for a pick or fondant/choco decorations.

Minstrelmiss Posted 27 May 2010 , 6:26pm
post #18 of 44
Quote:
Originally Posted by revel

Quote:
Originally Posted by Skidoochic

I charged $1.25 for a 1M swirl of buttercream with a graduation pick. This also included set up of a cupcake tower and delivery, so I think it was pretty fair.



I'd like to buy these from you and resell them here! Cupcakes here start a $2.95 for just a swirl. .25 up towards 1.00 for a pick or fondant/choco decorations.




Revel, can I come and spend the night...or a week, just to sell some cuppies?! I would have people laughing in my face if I even suggested $2.95. However, like most of us here have said, I can't afford my OWN prices! heheheeh

ttehan4 Posted 27 May 2010 , 6:40pm
post #19 of 44

Sorry, I do have 24 cavity pans. I also have 7 of them.. I need one more to make it even, lol. But I usually get the next batch ready to go in while the other is baking.

I did 350 for a local benefit and it was just over an hour to mix, fill, and bake everything.

JodiKlug Posted 27 May 2010 , 6:51pm
post #20 of 44

I think a 24 cavity pan might be a good investment. I would think that you could only do 2 pans at a time then - so 4 pans would be enough for me. 2 in the oven and 2 getting ready to go in. I can see how you can get a bunch done pretty quickly. Thanks to all for the good advice on this ambitious project!

Kiddiekakes Posted 27 May 2010 , 7:02pm
post #21 of 44

Yup..I agree with Revel..Here you can command basic swirled cupcakes starting at $2.95 each and go up from there depending on the embellishments...No way I would take the order for $1.00-$1.25 each...bit I realize some markets can't support higher prices.I just got an order for birthday cupcakes for a 1 yr old..packaged in clear 4x4 boxes,cupcake wrappers I found on sale and flowers ontop of the swirl with Thankyou note and ribbon..I am charging $5.00 each..and I still think I should have charged more...Lady didn't even flinch...LOL

Ladiesofthehouse Posted 27 May 2010 , 7:27pm
post #22 of 44

My cupcakes are $3.00 each, add .50 if you want some sort of simple fondant decoration, add another .50 for more detail.

I also frost & decorate while they are boxed--so much easier and less handling.

JodiKlug Posted 27 May 2010 , 7:33pm
post #23 of 44

I am so glad people have suggested frosting and decorating in the box - I would never have thought of that, and I can see what a timesaver it would be. What a blessing this blog has been for me! Thanks to all!

Skidoochic Posted 27 May 2010 , 11:11pm
post #24 of 44
Quote:
Originally Posted by revel

Quote:
Originally Posted by Skidoochic

I charged $1.25 for a 1M swirl of buttercream with a graduation pick. This also included set up of a cupcake tower and delivery, so I think it was pretty fair.



I'd like to buy these from you and resell them here! Cupcakes here start a $2.95 for just a swirl. .25 up towards 1.00 for a pick or fondant/choco decorations.




You bet! I could use the work! Just 2 years ago, I only charged $.75 for the same thing! I really felt like I was overcharging at $1.25/ea. Of course, I am sure your cupcakes are much nicer than mine! icon_smile.gif

bakescupcakes Posted 28 May 2010 , 11:21am
post #25 of 44

I've only ever made wedding cupcakes once, newbie here, so I don't have the experience that everyone else has on here. But I would suggest asking the Bride how many cupcakes she requires? The one wedding I have done, the bride was having them for dessert, she requested 100cupcakes for her 100 guests. The cupcakes were served on a plate with fresh cream and strawberry coulis. (so nobody was walking around helping themselves)I did however make 110. I think its way too hard to predict how many cupcakes people eat..... as long as there's enough for 1 each..... I'd be putting it back onto the Bride and leaving it with her as to how many are to be made.......

diane223 Posted 28 May 2010 , 11:41am
post #26 of 44

I'm going to sound really stupid here, but what do you mean by decorating them in the box? Each cupcake has an individual box or do you line them all up in a sheetcake type of box? I'm assuming you also use the cupcake insert to space them all out? Sorry, for the stupid question but it sounds like a great idea that I might want to start implementing!

flamingobaker Posted 28 May 2010 , 12:23pm
post #27 of 44

"decorating in the box" - I have boxes that hold 30 cupcakes (30? - that's for another forum!) Put the cupcakes in, ice, decorate and - voila! I s'pose it wouldn't work so well if you are doing some type of elaborate piped design.

KHalstead Posted 28 May 2010 , 12:36pm
post #28 of 44
Quote:
Originally Posted by Skidoochic

Quote:
Originally Posted by revel

Quote:
Originally Posted by Skidoochic

I charged $1.25 for a 1M swirl of buttercream with a graduation pick. This also included set up of a cupcake tower and delivery, so I think it was pretty fair.



I'd like to buy these from you and resell them here! Cupcakes here start a $2.95 for just a swirl. .25 up towards 1.00 for a pick or fondant/choco decorations.



You bet! I could use the work! Just 2 years ago, I only charged $.75 for the same thing! I really felt like I was overcharging at $1.25/ea. Of course, I am sure your cupcakes are much nicer than mine! icon_smile.gif





You must live near me!! I was charging $.75/ea up until recently (like 3 weeks ago) when I bumped them up to a base charge of $1.00/ea. our local bakery charges $.50/cupcake for a swirl of buttercream! I don't get too many orders, but the ones I get are because I offer a much bigger variety of flavors/fillings (the local bakery has your typical white, choc, marble and no filling)

Minstrelmiss Posted 28 May 2010 , 6:55pm
post #29 of 44
Quote:
Originally Posted by diane223

I'm going to sound really stupid here, but what do you mean by decorating them in the box? Each cupcake has an individual box or do you line them all up in a sheetcake type of box? I'm assuming you also use the cupcake insert to space them all out? Sorry, for the stupid question but it sounds like a great idea that I might want to start implementing!




No such thing as a stupid question here!


I line all of mine up in full sheet boxes (holds about 4-5 dozen if I remember right) then start swirling. Then I go back and add whatever topper they need. My only advise is to watch the angle of your wrist when swirling so that you dont end up with some sideways swirls because you're reaching too far. HTH

Dizzymaiden Posted 28 May 2010 , 7:11pm
post #30 of 44
Quote:
Originally Posted by Minstrelmiss

I bought an additional large cloth bag that hubby refills while I empty the first. He and I somehow manage to work well in the kitchen together so it works for us.

I ice in the box too, less handling of the cuppies, therefore less overall work
thumbs_up.gif




Where did you purchase the Xlarge piping bag?

Quote by @%username% on %date%

%body%