Help!!!! Hotel Needs A Bid From Me To Do Their Wedding Cakes
Decorating By Irish245 Updated 2 Apr 2007 , 1:55am by rlsaxe
Hi,
I got a call today to put in a bid to do a major hotel's wedding cakes. This would be anywhere from 1 to 3 weddings a weekend. The woman that used to do it just quit on the spot and they're taking bids for a new person. I've talked to the woman at the hotel and got the "up and up" of what they are willing to pay per serving. It's about 50 cents less than what I usually charge but it's worth it to me right now to get my name out there and to get the orders....as I only have 5 to do this summer so far. To me, something is better than nothing and I'll still be making a hefty profit. My question is....anybody know how to write up a bid????
Thanks, Kris
think like doing for a bride...
flavors
fillings
icings
styles/designs (create several that are exclusive to hotel if possible)
etc.
since they are setting the price/serving ... spec out the cakes accordingly ....
don't give them more that what that price truly affords
you may want to offer to options -- surcharges for extra fancy stuff ... and a "budget" option.
also spec out max # of cakes you can do a weekend.
delivery times.
any special access you need
use of their kitchen/refrig/ etc
equip they have to supply
equip you will supply
who's responsible for what (insurance, etc.)
who does set up/decorating of table, etc.
right to refuse to make cakes due to other conflicts
EXCLUSIVITY -- only your cakes and no one else's can be brought in
get it ALL in writing..
even a formal contract that has been reviewed/approved by YOUR lawyer would be wise.
HTH
Thanks!!!! I hope to work on this tomorrow although I'll be on my third day of tearing my kitchen apart and cleaning it.....dang I hate spring housecleaning and kitchens are the worst!!!!!!!!! I've worked on it for 2 days now and today I had to take the day off because my knee was hurting too much (been putting off cartilage surgery for months now!!!), so today I sat myself at my desk and did some scrapbooking for a change. Tomorrow it's back to the kitchen and that should be the end of it!!! whoohooo!!!!
Hopefully i'm not to late to help. I missed this thread the last couple of days. These are just some things I could think of off the top of my head and I took some from doug's list also. Make sure you are very clear about what you will provide and what you expect from the Hotel and the bride. I think it is important to put in what you will expect from the bride also so the hotel doesn't have any surprises ahead and can be up front with bride. Whether the hotel ends up paying the deposit and pays you for cake as a subcontractor then the quote would still be clear about what you expect.
The biggest thing I want to stress is anywhere that you have a number make sure you type it out in words also (just put it in parentheses). I am an estimator and have seen this clear up a lot of confusion. Expecially if a copy is made or faxed to the customer you have two ways to clarify the pricing or quantities.
Here are a few other things you may want to add to the inclusions
1. bride to pay deposit by such and such a date. Full payment due such and such date before event.
2. List the sizes of cakes available for your prices... i did add in some sizes for the sheet cakes but all of it is whatever you want to offer.
As for the last paragraph this is where you cover your butt incase you have cost increases. Or for some reason you are unable to make the cake. This one you may want to review a few times just to make sure you are covered. I just started with the basics.
For the Quote good for time period you may want to update your pricing for them every 6 months or if things seem steady then every year. This is a personnel preference for you. For the price increase time you can pick a different length of time or delete this of course the hotel may not agree on this either but it will be a negotiating point of contract.
But in this letter put what your perfect conditions would be and if they want to change something you'll have to know what you will be willing to agree too.
Ok think this will be long enough as is so review and if I think of anything else to add I will =)
(not all wording is the best as I was just quickly thinking of things you might want in the quote)
HTH
Let me know if you have any questions. (I did save this in Word if you want me to send a copy just PM me)
Company Header
Date letter sent
Customer Name
Customer Address
Customer contact phone
Customer email (if contact is made this way)
Dear __________
Insert your company name proposes to offer the following wedding cake prices per your request and conversations with Insert name of contact if it is different from who you are submitting bid to
Inclusions
1. Tiered cake per serving base price $_____ (type out number)
i. Size of serving 1x2x4
ii. Flavors
1. White
2. Chocolate
3. etc
iii. Fillings
1. Raspberry
2. Bavarian Creme
iv. Icings
1. Buttercream
v. Decorations
1. Buttercream only
b. Option A $_____(type out number)
i. Icing
1. Buttercream
ii. Decorations
1. Fondant Accents
c. Option B $_____(type out number)
i. Icings
1. Fondant
ii. Decorations
1. Fondant
2. Sheet cake per serving base price $_________(type out number)
i. Sizes available All cakes double layered with filling and icing to match wedding cake
1. 9x13
2. 12x18
3. 18x24
3. Delivery to Insert Hotels name and address (If they have multiple locations can list option prices if they need to be more)
4. Access to reception area number (number typed out) hours before reception scheduled to begin. (or insert certain a set time if you want to make it set hours to deliver there)
5. List equipment you will supply (take into account any servers/plates/napkins table decorations etc.)
6. Insert number days/weeks/months notice must be given for wedding cakes or special events.
7. Serving guide
8. Box for top tier with instructions for safe keeping.
9. Every cake must be signed by manager on duty after set up. (or put in any thing you want here if you want assurance)
10. Room temperature not to be above ¬¬¬Insert temp for what is good for your area
11. All cakes set up must be out of direct sunlight etc
12. Set up of cake and decorations on table
13. All items returned by Insert hotel name here no later than insert days after even takes place.
14. All cakes to be provided by Insert your company name here
15.
16. Add in any other inclusions here, get very detailed about what you will provide for the cost.
Exclusions
1. Serving wedding cake (Optional charge of $_____)
2. Bride/groom keepsake servers
3. Wedding topper
4. Decorations for table
5. Table to set cakes on
6. Cake by others
7. Electrical service to cake table if required in design. (this should cover any thing you need for lights/fountains etcthen they should plan for an outlet near your table for set up)
This quote is good for 180 days.
All prices are subject to change due to rise in cost of materials. If prices must change you will receive a 2 weeks notice for all future orders.
Thank you for the opportunity to provide you with a quote for this opportunity. I look forward to working with you in the future.
Sincerely,
Insert your name
Insert your position with company
Insert your company name
Quote by @%username% on %date%
%body%