GINILLA CAKE DESIGN
www.ginillacakedesign.co.uk
07870 582 856
7 OVERDALE EASTFIELD SCARBOROUGH YO11 3HA
Wedding Cake Terms & Conditions
All sales made by Ginilla Cake Design are subject to the following terms and conditions. Nothing
contained within these terms and conditions affects your statutory rights as a consumer. If there is
anything you don't understand please feel free to contact us on info@ginillacakedesign.co.uk.
Consultations
1.1. Consultations are by appointment only for wedding cakes. Appointments can be made by
email, phone or using the ‘contact us’ page on our website. Appointments last for
approximately one hour.
1.2. The consultation process includes a tasting box of 6 cake flavors of your choice from our
cake menu. The boxes also contain two of our iced, shortbread biscuit favors. These can be
posted to you prior to you consultation or will be available for you to take away at the end
of your consultation.
1.3. You can call us or email us if you need to discuss any aspects of your cake before making a
booking. Bookings can also be made over the phone or by email without prior
consultation.
1.4. After your consultation we will sketch out the design of your cake. This sketch remains our
property unless the booking fee has been paid, after that we will send a copy of the design
to you. Unfortunately, you cannot photograph the sketch during the consultation unless
the booking fee has already been paid.
1.5. Please advise us of any allergies or specific dietary requirements when booking your
consultation.
1.6. Please note, that for 2023 we have a £450 minimum order for semi naked cakes and a £500
minimum order for iced cakes for wedding bookings (not including delivery or cake stand
hire). These are our minimum order prices for 2023 For dates further ahead than 2023 the
minimum order value is subject to change.
2. Booking Fees
2.1. All wedding cake orders require a non-refundable booking fee of £100. For cake orders
with less than 4 weeks notice, the full cost of the cake must be paid at time of booking.
2.2. All booking fees must be paid within 7 days of the booking form being sent; dates cannot be
held open without the booking fee. After 7 days, if no fee has been received then the event
date will be released and another booking may be taken, which may mean we are no
longer able to accommodate you.
2.3. All orders are only confirmed when the booking fee has been paid. Please note that all
booking fees are non-refundable and are only transferrable in certain circumstances. See
‘Section 16’.
3. Payment Schedule
3.1. Once the cake design has been finalised. The final payment is due 28 days before your
event. The due date will clearly be stated on the bottom of the booking form and a
reminder will be sent a week before the final balance is due. This is then non-refundable in
the event of a cancellation.
3.2. If the final payment is not received 28 days before your event, then we have the right to
cancel your booking. The booking fee paid to secure your date is then non-refundable and
non-transferable and we may no longer be able to accommodate your booking.
3.3. Unfortunately, we do not offer the option to pay in installments or by credit or debit card.
All payments are to be made by BACS transfer.
4. Cake Details
4.1. Once the booking form has been sent, please review all the details carefully especially; cake
tier sizes, flavour choices, spellings of names, allergen information, delivery time and
contact numbers – please advise us of any changes as soon as possible.
4.2. The cake will be made according to the booking form and therefore it is imperative that all
details are checked carefully. Any errors not picked up on the booking form before the
cake is made will not be considered to be our error.
5. Decorative Items Supplied By Third Parties
5.1. We cannot be held responsible for delays on items being supplied from other companies
e.g., cake toppers, special order cake stands etc.
5.2. If a bespoke cake topper or stand is required, please give us at least one month’s notice to
order it but ideally longer.
5.3. If you are ordering a topper or cake stand yourself, please carefully check the size with us
to make sure it is suitable for your cake and ensure the lead time is in line with your event.
We would always advise ordering as soon as possible.
5.4. If ordering items yourself, we cannot be held responsible for any errors in size, shape or
design as the ordering has not been carried out by ourselves.
5.5. We reserve the right not to use anything supplied by a third party if we feel it’s unsuitable.
6. Flowers Supplied By Florists
6.1. When fresh flowers are being added to a cake, we will liaise with your florist about our
requirements, but we would always advise you discuss this with them too.
6.2. The cost of any fresh flowers will be added to your florist’s bill and we would always advise
ordering a few extra flowers so we have a good selection to work with.
6.3. We can only work with what your florist provides for us on the day. Please ensure they
order flowers especially for the cake so that the cake flowers are of the same high standard
as the rest of the florals. Any unsuitable or toxic flowers supplied will not be used on your
cake.
6.4. If your florist does not meet us at the agreed time at the venue, we cannot always
guarantee that we will be able to wait for them to arrive.
6.5. If we cannot wait due to lateness of your florist, then they would have to add the flowers to
the cake, and we cannot be held responsible if the arrangement made does not then match
our vision and design for the cake and take no responsibility for the way the flowers have
been added to the cake which may not be in a food safe way.
7. Alterations To Orders
7.1. We are happy to make alterations to your cake design and order up to 4 weeks prior to
your event date. Whilst every effort will be made to accommodate changes to the design,
please note that changes within 4 weeks of the event cannot always be guaranteed.
7.2. Changes to cake designs may be subject to an additional cost. This will be discussed with
you when making the changes. We reserve the right to increase a quoted price in the event
you request a variation to the work agreed.
7.3. Please take the time to check the new copy of the order form with the amendments
carefully and let us know by return if any changes are needed. See section 4.
8. Collection Of Cakes
8.1. We prefer to deliver all our cake orders personally, however if this is not possible, your
order may be collected at a pre-arranged time. However, not all cakes are available for
collection; it depends on the design and size of the cake. Cakes over 3 tiers tall or with
intricate decoration or sugar flowers are not suitable for customer collection.
8.2. Cakes that are collected by the customer are always boxed for transportation. We will
provide full instructions on the care and handling of your cake. A signature is required
upon collection confirming that you have received your order in perfect condition and as
specified. We do not take any responsibility for any damage that may occur to the cake
once it has left us.
8.3. We advise cakes to be places on a level, steady surface for transport e.g., in the passenger
footwell of your car. We are happy to place the cake safely in the car for you if required.
The cake should then be stored in the box at room temperature and out of direct sunlight
until taken to the venue.
9. Delivery & Set Up Of Wedding Cakes
9.1. We prefer to deliver and set up our wedding cake orders. We will deliver your cake to your
venue at a pre-arranged time. This will be discussed during the consultation, and we will
advise the venue in advance of our arrival time.
9.2. If the delivery time needs to be changed, please advise us as soon as possible but at least 14
days in advance – depending on other orders on the day of delivery, we cannot always
guarantee a change of delivery time will be possible.
9.3. Delivery is charged at 0.50p per mile plus our time at £15 per hour, per round trip from
our Scarborough base (mileage is calculated based on Google maps mileage from YO11
3HA).
9.4. The delivery charge includes stacking and setting up your cake at the venue unless fresh
flowers are being added. In this case, an additional charge will apply. This depends on the
quantity of flowers on the cake but will start from £15. We prefer to add flowers ourselves
rather than having your florist attach them. This is to ensure that they are added in the
correct food safe manner and that the placement of them matches the original design. This
will all be discussed at your consultation if you are having fresh flowers on your cake.
9.5. It is your responsibility to ensure you have given us the correct delivery information and
delivery time. This will be on your cake booking form so please check it carefully.
9.6. It would be very rare, but on the event day we may be faced with a ‘force majeure’ e.g.,
severe weather conditions, public unrest, or other unexpected events that may make
delivery to your venue impossible. You can be assured that we would always do our best to
deliver as prearranged, but some circumstances would be out of our reasonable control.
Please ensure you have adequate wedding insurance in place to cover this eventuality.
9.7. It is your responsibility to ensure you have provided us with the set-up details and location
of the cake at the venue. We cannot be held responsible for the location of the cake at the
venue. Please ensure that the display location is level, stable and strong enough to hold the
cake. It would be advisable that it is not directly in front of a heat source, in a sunny
window/conservatory or in a location where it could be knocked easily by passing guests.
9.8. We reserve the right to change the location of the cake at the venue if we feel it is
unsuitable and may cause damage to the cake e.g., the cake table is in front of a large glass
window, and it is an extremely hot day.
9.9. We also reserve the right not to use a cake stand provided by the venue or yourself if we
feel it will not hold the weight of the cake. We have a wide selection of suitable cake stands
available to hire if you so wish. This will be discussed at your consultation.
9.10. We will photograph the cake at the venue as proof that it has been delivered and set up
and left in perfect condition.
10.Non-Edible Elements
10.1. Most of our stacked cakes will contain non-edible elements such as plastic dowels, flowers,
or cake toppers. We will advise you of any non-edible elements that need to be removed
during cutting and provide written information about this to the venue.
10.2. As we will not personally be cutting the cake, we cannot accept any responsibility for any
non-edible elements not removed prior to serving. We will give the venue written
information concerning any non-edible elements they need to remove.
11. Shelf Life
11.1. We recommend our cakes be eaten within 3 days of the event for them to be enjoyed at
their best.
11.2. Left over cake can be frozen if you would like to, we can discuss this with you at your
consultation.
12.Allergens & Special Dietary Requirements
12.1. All allergy and special dietary requirements should be conveyed to Ginilla Cake Design
during the consultation. It is the customer’s responsibility to make us aware of any special
dietary requirements that need to be accommodated in the making of the cake.
12.2. Unless otherwise stated, all cakes contain; gluten, butter and eggs and are made in an
environment that handles; nuts, soya, and alcohol. Gluten-free, nut-free, and dairy free
cakes can sometimes be made on request; however, we cannot guarantee that these cakes
will not contain trace amounts of these ingredients due to the nature of the product.
12.3. We would recommend anyone with a severe nut; dairy or gluten intolerance does not eat
our cakes.
12.4. We will provide full allergen information with the cake upon delivery to the venue.
12.5. Ginilla Cake Design accepts no liability for customers suffering allergic reactions from
eating our cakes.
13.Publication & Promotional Rights
13.1. The company, Ginilla Cake Design is the sole designer and owner of the final cake design.
All rights in any original designs created and designed by the company shall remain the
exclusive property of the company.
13.2. From time to time our designs are published in the media e.g., wedding magazines,
websites, and blogs. We reserve the right to use any image of a customer's cake made by
the company for publication after the delivery date unless previously agreed in writing
between the customer and the company.
13.3. The customer has no ownership rights over any cake design. Exclusivity of cake designs
between our customers is not guaranteed unless the customer commissions an exclusive
design.
14. Commissioning A Cake That Is Similar To Another Design
14.1. If you request a cake that is not our original design, we will seek the permission of the
original designer to recreate it. This cannot be guaranteed.
14.2. If you wish to have us recreate someone else’s design, we would prefer not to directly copy
it, but to use it as a basis to design your cake around so that it is unique to you. This can be
discussed at your consultation.
15. Cancellations/Refunds
15.1. The booking fee is non-refundable and non-transferable in the event of cancellation.
15.2. Cancellations from the date of booking until 28 days before the wedding will forfeit the
booking fee.
15.3. Cancellations with less than 28 days notice are subject to full payment. If this has not
already been paid then the final balance will be immediately payable upon cancellation.
This final payment is non-refundable in the event of cancellation if that cancellation occurs
within 28 days of the wedding date.
15.4. There may be a rare occasion when Ginilla Cake Design needs to cancel an order due to
exceptional circumstances beyond our control*. In this case, as much notice as possible of
the cancellation will be given and any monies paid, including deposits will be refunded. If
required, we will also assist in finding a replacement baker of the same high standard to
make your cake for you.
*This does not include a force majeure that may occur on the event day. See ‘Section 9.6’.
16. Change Of Wedding Date
16.1. If you need to change your wedding date, please let us know as soon as possible. Any
changes are subject to availability and are not guaranteed. Please liaise with us to check
our availability before moving your wedding date. We always advise getting more than
one new date option from your venue for a move of date to give us the best chance of being
able to change the date.
16.2. If we can change your wedding date, provided it is within 12 months from the day you
request the change, the booking fee will be transferred to the new date.
16.3. If you are moving to a date further ahead than 12 months from the day you request the
change, a new booking fee of £100 will be payable. The first booking fee will not be
refundable or transferable. It will be classed as a cancellation and a new booking as it is
highly likely we will have turned down other work for your first date. *
16.4. If you are moving your wedding to a date we are unavailable for, unfortunately the
booking fee will be strictly non-refundable as this covers work already completed in the
run up to your wedding (this may include but is not limited to: phone calls, emails,
completing and sending forms, holding consultations, providing taster boxes and it is also
highly likely that we will have turned down other work for your original date).
16.5. Date changes to different years may be subject to an additional charge in line with our
yearly cost increases e.g., a date change from 2022 to 2023.
16.6. Date changes from off peak days/months to peak days/months, may be subject to an
additional charge e.g., a date change from a Thursday in January to a Bank Holiday in
August.
16.7. We would strongly advise that you take out wedding insurance that covers you in the event
of a cancellation/change of wedding date that is out of your control.
*If we are subsequently able to fill the original date with a new booking, we will deduct the first
booking fee off the final balance of your cake.
17. Complaints
17.1. In the unlikely event there is an issue with your cake, it must be brought to our attention
within 48 hours of the cake being delivered so we can be given the opportunity to assess
the nature of the problem. We would take any complaints very seriously.
17.2. If the compliant is regarding the quality of the cake, we may ask for the cake or the
remainder of the cake to be returned to use within 48 hours of delivery for inspection.
17.3. If the complaint is regarding the design of the cake, but the cake was made according to
the booking form and sketch which has been checked and approved, we cannot be held
responsible for any errors not picked up by the customer.
17.4. For any complaints we can only deal with the person who booked the cake originally.
17.5. You must give us an opportunity to resolve the issue and agree not to post any defamatory
comments or pictures on online forums or social media channels before discussing the
situation with us and allowing us reasonable time to provide a satisfactory solution.
17.6. Once a solution has been reached, you agree not to post any defamatory comments or
pictures on online forums or social media at any point in the future. If this happens, we
may seek to take legal action against you.
18. COVID 19 Restrictions
18.1. If your wedding cake booking has to be amended due to COVID 19 restrictions, we will try
our best to be accommodating and flexible.
18.2. If you need to postpone your booking because your wedding date falls under a period of
Government restrictions for COVID 19, e.g., a national lockdown or Tier 3 / Tier 4
restrictions where weddings are limited to 15 people or less or if they are not allowed all
together, then as long as we are free on your new date, we will move the deposit paid
across to the new date for you subject to the conditions below.
18.3. If we can change your wedding date, provided it is within 12 months from the day you
request the date change, the booking fee will be transferred to the new date.
18.4. If we are not able to accommodate your date change request, the original booking fee (or
booking fees if there have been multiple changes) will be non-refundable. See Section 15.
18.5. If you are moving to a date further ahead than 12 months from the day you request the
date change, a new booking fee of £100 will be payable on top of the original booking fee.
18.6. If you decide to postpone your wedding as you are worried about future COVID 19
restrictions, but restrictions are not currently in place for your wedding date, it will be
treated as a standard change of wedding date or a cancellation. See Section 15 and 16.
18.7. If you are moving to a date further ahead than 12 months of the day you request the
change, so have paid multiple booking fees, all booking fees will come off the final cost of
the cake. However, should you choose to voluntarily cancel the wedding booking further
down the line, you will lose all booking fees paid. This is only valid for COVID 19
postponements where restrictions are in place as stated in ‘Section 18.2’. All other
postponements will be subject to the clauses in ‘Section 16’.
18.8. Any date changes to future years or from off peak to peak days/months, may be subject to
price increases in line with 16.5 and 16.6.
18.9. For multiple date changes due to COVID 19 restrictions, each new postponement will be
treated separately, and we will use the ‘within or outside 12 months’ rules outlined in 18.3,
18.4 & 18.5
18.10. Any subsequent voluntary cancellation will be subject to the payment terms outlined in
Section 3 ‘
We reserve the right to revise and amend these terms and conditions. However, you will only subject to the terms and conditions in force at the time you place your order with us. If you change your wedding date for any reason, you will be sent the most up to date terms and conditions with your new booking form and these will supersede any previously sent to you by paying your booking fee, you are agreeing to these terms and conditions so please read them carefully.
Ginilla Cake Design
www.ginillacakedesign.co.uk
07870 582 856
7 OVERDALE EASTFIELD SCARBOROUGH YO11 3HA
Terms & Conditions For Display Item Hire
All display item hire from Ginilla Cake Design will be subject to the following terms and conditions.
Nothing contained within these terms and conditions affects your statutory rights as a consumer. If
there is anything you don't understand please feel free to contact us.
2. Display Item Hire
2.1. We have a range of cake stands and other decorative items available to hire for your
wedding. The cost of this can be discussed during the booking process or a consultation
(wedding cake orders only).
2.2. Any hire is subject to a refundable damage deposit. This varies depending on the cost of
the item/s being hired.
2.3. All hire charges and deposits are payable in advance 28 days before the event date and will
be detailed on your booking form.
2.4. Hired items must be returned to us within 5 days of the event date unless previously
agreed. If items are not returned within 5 days then a late return fee of £5 per day per
item will be charged.
2.5. If items are not returned within 14 days, then the entire hire deposit will be forfeited.
2.6. If a late return has been previously agreed in writing then no charges will be made as long
as the items are returned by the specified date.
2.7. We do not collect hired items ourselves unless this has been previously agreed. A fee will be
charged if we are required to collect hired items ourselves. This will vary dependent on
distance to the venue but would usually be equal to the delivery charge for your wedding
cake.
2.8. If items are returned damaged then the damage deposit will be forfeited. If the item can be
repaired e.g. by obtaining a new part, then only the cost of this part plus an admin fee of
£10 will be charged. If the item is damaged beyond repair or is lost then the entire damage
deposit will be kept in order to replace the item.
2.9. Please notify us as soon as you can if damage, breakage or loss has occurred so we can
assess the situation and advise of the best resolution.
3. Publication and Promotional Rights
3.1. Sometimes we may use images of customers cakes in social media, magazine or advertising publications. We reserve the right to use any image of a customer's cake for this purpose after the delivery date unless previously agreed in writing between the customer and the company.
4. Cancellations/Refunds
4.1. Deposits are non-refundable and non-transferable in the event of cancellation.
4.2. Cancellations with less than 28 days notice are subject to full payment. If this has not
already been paid then the final balance will be immediately payable upon cancellation.
We reserve the right to revise and amend these terms and conditions. However, you will only subject to the terms and conditions in force at the time you place your order with us. If you change your wedding date for any reason, you will be sent the most up to date terms and conditions with your new booking form and these will supersede any previously sent to you.
By paying your booking fee, you are agreeing to these terms and conditions so please read them carefully.