Wedding FAQ

Tastings

How do I schedule a wedding cake tasting?
We feel that trying our cake is the best (and most fun) place to start. Our complimentary tastings for CHARLOTTESVILLE can be booked seven days a week through our handy online booking tool here.  BROOKLYN bookings, please email brooklyn@sweethaus.com and we will respond within 24-48 hours. We recommend morning and afternoon tastings to ensure optimal freshness, but can accommodate during any hour we are open for business.

Can my fiancé/mother/maid-of-honor/neighbor come with me to taste?
We will provide a plate of one mini cupcake per flavor offered for your tasting pleasure. You are welcome to bring anyone with you that you'd like; however, it will not change the quantity provided.  

I live out of town, how can I go about tasting your sweets?
We have locations in Charlottesville, VA and Brooklyn, NY which offer in-person complimentary wedding tastings. If you cannot make it into either shop, we offer a shippable tasting kit of 5 push pops that encompasses all of our available flavors for a flat fee of $25 (includes shipping). Please email weddings@sweethaus.com for more information.

May I taste vegan or gluten-free options at my tasting?
Our bakers rotate the gluten-free and vegan flavors baked everyday. When booking a tasting online, please be sure to note that you would like to try our gluten-free or vegan options. Please also let us know if your tasting should be exclusively gluten-free or vegan. Please note, Sweethaus is not a gluten-free or vegan bakery, so unfortunately we cannot guarantee against cross-contamination.

Is it possible for me to pick up a "to-go" wedding tasting?
We feel very strongly that our sweets are best enjoyed fresh, so we do not offer to-go complimentary wedding tastings at this time.  If you cannot make it into either shop, we offer a shippable tasting kit of 5 push pops that encompasses all of our available flavors for a flat fee of $25 (includes shipping). Please email weddings@sweethaus.com for more information.

I live in New York, but am getting married in Charlottesville. Can I taste in the Brooklyn shop?
Yes! Please email weddings@sweethaus.com to arrange a Brooklyn tasting.

Will someone be able to sit with me and discuss my ideas at my tasting?

Your initial tasting is designed to familiarize you with our products and to ensure we are a good fit for each other. After your tasting (or, if you’re already familiar with our sweets), please check out The Sweethaus Classics line of buttercream wedding cakes that we offer. 

I didn't see anything in the Classics line of cakes that matched my inspiration photo, can you make me something  completely unique?

Should you require a custom design, please email your requests along with any photos or sketches to weddings@sweethaus.com so that we can confirm that your wedding date is available and that we have the capability to fulfill your request. Once approved, an in-person or phone consultation will be scheduled with our wedding cake decorator. A consultation is included in all of our custom packages, which begin at $500 and a minimum of $8 per serving of cake. 

I loved my tasting! What can I do to secure my date?
We're so glad you've decided to let us help make your day extra delicious! Please send us a request for contract with your selections and we will respond with a contract within 72 hours. You will have 7 days to sign it and to pay your deposit. Please note that until we've received a signed contract with deposit, your date cannot be guaranteed.

Services
What wedding services does Sweethaus offer?

Sweethaus offers an array of tasty, beautiful options and helpful services to make your special day perfect. Among the edible are: multiple and single tiered cakes, mini and regular-sized cupcakes, French macaróns, cookies, candy, dessert bars, and more! Other services include delivery and setup, stand rentals, takeway favor organization, and custom welcome gift boxes for your guests.

How far in advance do customers typically book your services?
Our weekends, especially in busy wedding months, book up quickly. For wedding dates in the months of May, June, September, and October, we recommend booking between 12-18 months in advance. For all other times of the year, 6-12 months should suffice. 

Do you accept last minute orders?
Absolutely! We understand that brides are busy and sometimes delays happen that are out of their control. Just email weddings@sweethaus.com with your request and we’ll do our best to try to squeeze you in.

Does Sweethaus rent cake stands?
We do! We rent cake and cupcake stands for $40 each. We invite couples to shop our selection in person at 843 West Main, and an online gallery is coming soon. Please note that our stands rent on a first-come, first-serve basis, and many are unique. We require that all stands be returned to our shop within 48 hours.

May I provide my own stand?
If you wish to provide your own stand, the diameter of the flat part of the stand should be at least 2 inches wider than the base of the cake. For example, a 10" cake requires a 12" stand. If an exception needs to be made, please provide photos in advance for approval. We want to make sure your beautiful cake stays in place, and that the stand you've provided can hold the weight. Please note that many ceramic and glass stands cannot bear the weight of tiered cakes.

What types of additional styling options do I have for a dessert bar or trailer setup?
We are happy to work with all kinds of styling requests! Take a peek at some of our past work, on our gallery page here. The styling cost depends upon the items and labor required in setting up. We welcome any Pinterest boards, pictures, and ideas for inspiration! Please send them to weddings@sweethaus.com for approval and pricing. Minimum cost for basic styling begins at $100, more elaborate setups with backdrops begin at $250.

Will Sweethaus apply ribbons, lace, flowers or cake toppers to my cake/cupcakes?
We are happy to work with all of these! Please just notify us in advance what we are to add and how you'd like it to look by providing a drawing or picture to be included in your contract. In all cases, we will make these additions on-site, so please leave any ribbons, lace, toppers, or cleaned and cut flowers on the cake table ready and waiting for our arrival! The cost for applying lace, ribbon or flowers to a cake is $25. Flowers or other foliage should be furnished to us upon arrival at the delivery site clean, cut, and ready to go. Same goes for cake or cupcake toppers--just leave them on the cake table ready for us and we'll add them at no additional charge. Please do not send or drop by any cake accessories to the shop in advance.

Is there anything that Sweethaus doesn’t do?
We prefer saying “yes” to requests; however, Sweethaus does not generally order table linens, signage for the dessert table, specialty cupcake liners, or cake/cupcake toppers. If you would like us to assist in procuring these items and in the styling of your table, we are happy to discuss the options and associated fees. If you will be providing decorative items for us to apply to our baked goods at the wedding venue, we'll need at least 45 days advance notice with an accompanying visual guide.  Depending on the complexity of the setup requested, there may be additional setup fees assessed.  

Cupcake Trailer

Where do I find information about renting the cupcake trailer?
Find information about renting “Georgia” and the different packages here. Please bear in mind that we only have one trailer, so confirming that your date is available ought to be done earlier rather than later!

What comes with Sweethaus’s trailer packages?
All of our trailer packages include the smiling service of a staff member, plates/platters for the baked items, napkins, and a string of lights for the trailer. More styling options are available at an additional cost.

Can my bridal party take photos inside the trailer?
Of course, these make stellar shots!

Will I need to provide lighting or power to the trailer?
The trailer comes with one string of globe lights in order to illuminate the cupcake display. Though these lights require very little electricity (equivalent to a single strand of Christmas lights), access to a source of power within 12 feet must be provided. If power is not available at the trailer site, we will utilize battery-operated lights which provide dim lighting. Please note that the single string of lights illuminates the inside of the trailer and the display only, so we recommend that you work with your venue or lighting company to ensure a safely lit path for guests to and from the trailer.

Can the trailer provide service indoors?
If your venue agrees, and it can fit within the doors, then sure! It is light enough to be pulled indoors by 2 people and its dimensions are 5’ wide x 8’ long x 8’ high.

Can Sweethaus set up a candy or popcorn buffet outside the trailer?  Can I add cookies or other baked goods to my package?
Yes! The trailer makes a charming backdrop to a tempting spread of candy or popcorn, and we are also happy to add à-la-carte baked items to your package.

Can I add hot coffee or hot cocoa to my trailer service?
Yes! The cost is $4 per serving of either.

What if I need the trailer delivered on a different day/different time than when I need it staffed for service?
If the trailer is not booked the day before your event and if the receiving venue approves the request, the trailer may be delivered the day before. Pickup may also be scheduled for the day after the event, again depending on the venue’s approval and the trailer’s availability that day.

Product Sizing Information

How big are the mini cupcakes?
We consider our mini cupcakes to be two bites, and approximately 3 mini cupcakes = one regular-sized cupcake.  The frosting is generous on each, and we find most guests help themselves to 2-3 minis on average. For every person who doesn't have one, there will be someone else who is excited to help themselves to extra!

How big are the regular cupcakes?
Our cupcakes are average-sized, approx 3" in diameter and 1.5" tall before we add a generous amount of frosting. We find most guests help themselves to 1 cupcake each, though most brides order 1.5 per person and tell us they didn't have many leftover, so it's really up to you and how bountiful you'd like your display to be! 

Can you make giant cupcakes?  Can you make mini wedding cakes?
Depends what your definition of "giant" and "mini" is!  Let us know what you're hoping to achieve--we have accommodated requests like these before.

I am comparing your servings chart to the party cake chart my local bakery has posted. Why is there a difference in servings for the same sized cake?
Caterers are accustomed to cutting modest slices of wedding cake, versus a heaping slice of birthday cake you might receive at a friend's party.  We use an industry standard servings chart, based on this servings chart from Wilton, which most caterers will follow unless you provide them with alternate instructions.  If you would like your guests to have larger (or smaller) pieces of cake, you should order your cake up (or down) a size and be sure to instruct the caterer how you would like them to slice it.  A simple Google image search of "wedding cake cutting guide" will take you through the myriad of ways to slice wedding cakes.  Please note Sweethaus will not be involved in cutting of the cake so after placing your order with us, please send your cutting guide to your caterer. 

But will everyone take a piece of cake? Can't I assume 20% of people won't have dessert?
This is a very personal decision for you to make as there is no standard percentage to work with on how many people will have dessert.  Nearly all of our brides order enough cake to cover all of their guests, and since our cakes are both beautiful AND delicious, we rarely hear about leftovers. Our only recommendation to you is to consider how you would feel in both scenarios - running out of cake before all guests can experience the celebration vs. having leftovers (which you can share with the caterers and staff that helped make your day so special!) and determine which outcome makes you more comfortable! 

Will my guests take cupcakes AND wedding cake if I have both?
This is a good conversation to have with your caterer regarding dessert preparation and presentation.  They should be able to guide you towards the result you prefer!

 

What is the difference between a layer and a tier?

Mutiple layers create a tier.  A birthday cake is generally a one tier cake with several layers of cake and frosting inside. A traditional wedding cake generally has 3 stacked tiers.

How many layers do Sweethaus wedding cakes have?
All of our wedding cakes come standard with four layers within each tier. The chosen interior frosting (or filling) will serve as the filler between each layer of cake. 

How tall is a tier?
Approximately 4 to 4.5 inches.  So, a 3-tiered cake will stand approximately 12-14 inches tall, not including the stand upon which it sits. 

Are there any quantity minimum requirements for wedding orders?

We have minimum quantity requirements for our specialty items. We define specialty items as gluten-free, vegan, and custom flavors. Custom flavors are those individually requested by a couple that Sweethaus does not typically offer in the shop. For all specialty orders, we have a minimum of 24 regular-sized cupcakes (per flavor) and 48 minis (per flavor).                               

May I change the quantity of items, or the size of my cake after signing the original contract?

We understand that final guest counts change, and are happy to add in additional sweets to accommodate all of your guests. The quantity of items may be increased at any point up to 45 days prior to the event. Increasing the size of your tiered cake may also be done 45 days or more in advance, but is subject to our availability and approval.  We regret that we are unable to decrease the size of your orders, so we recommend conservative estimates when creating your initial contract.

Dessert Tables

Where do I find more information about dessert tables?
Package options for dessert tables is available here.  Pricing begins at $500.

I want something super special and different for my dessert table. Any recommendations?
YES! Our new favorite setup is a DIY macaron table. We'll deliver and setup delicious French macaron shells in your color choices. We'll bring along pastry bags of fillings, edible paint, and fun sprinkles so that your guests can fill and decorate their own French macarons.  Pricing begins at $1000. Be prepared to see minds blown!

I don't have much of a budget, but I want a dessert table. Any suggestions?
We would suggest that you order items à-la-carte for pickup from Sweethaus!  Keep in mind that it regularly takes us several hours to plan the setup of the table, and another 1-2 hours to set everything up, and we do it nearly every weekend!  It's important not to underestimate how much advance planning and time this will take on your wedding day, so hopefully you will have a trusted friend or family member who can carry out your vision.  Generally, you'll want symmetry for your table, so you'll likely need several stands for each individual item going on the table.

What types of additional styling options do I have for a dessert bar or trailer setup?

We are happy to work with all kinds of styling requests! Take a peek at some of our past work, on our gallery page here. The styling cost depends upon the items and labor required in setting up. We welcome any Pinterest boards, pictures, and ideas for inspiration! Please send them to weddings@sweethaus.com for approval and pricing. Minimum cost for custom styling begins at $250.

How big of a table do I need?
Bountiful tables with tiered displays have a much bigger impact than sparsely laid tables. We recommend a 4-5 foot table for the bronze and silver packages, and a 6-8 foot table for gold & platinum.  Sizing depends on how many individual trays/stands are on the table, and whether or not you have added a centerpiece cake.

Do you provide table linens?  Do you provide signage for the items?
We do not provide table linens.  We do not provide signage for the table items.  With enough advance notice, we can coordinate either service for you with a convenience fee of $100 added to the cost of the linen rental and signage production costs.

How far in advance do we need to finalize my custom candy?
We require all items to be finalized 6 weeks in advance, but recommend 8 weeks so that we can make alternate plans in case an item is unavailable.

Cakes / Cupcakes

From which flavors of cake may I choose?
We make wedding cakes in the following flavors: vanilla, chocolate, lemon, red velvet, carrot, pistachio, spice, almond, and marble. We also welcome couples’ suggestions for custom cake flavors, though they are subject to approval and additional costs as we must recipe test any custom requests.

May I order more than one flavor for my cake?
You sure can! We are happy to vary the cake flavors, interior frosting flavors, and fillings for each tier of your tiered cake. This option comes at an additional cost of $25 per flavor selection.

Which gluten-free and vegan flavor options are available?
Our vegan selections are chocolate cake, vanilla cake, and vanilla frosting. Our gluten-free selections are chocolate, vanilla, red velvet, and lemon cake. All of our frostings, with the exception of chocolate chip cookie dough, are naturally gluten-free.

One of my guests has a nut/soy/gluten allergy, what products are safe to order?

Sweethaus is not a gluten-free, nut-free or vegan facility. Our products may contain milk, eggs, wheat, peanuts, tree nuts, soy, and other potential allergens. While we may omit these items from our goods based on dietary requirements and/or preferences, please note that we are unable to guarantee that trace amounts of these ingredients won't be present in our products. For those that have severe allergies, we strongly recommend that you seek out products from other bakeries that do not process any of the raw ingredients listed above.  Please advise the wedding coordinator of any known allergies or preferences prior to signing a contract, as all special requests are subject to Sweethaus’ approval.  Upon signing a contract with any special dietary requests, we will require a signature affirming your understanding that Sweethaus cannot be held responsible for any trace cross-contamination that might lead to allergic reaction.

May I have a filling in my wedding cake?
Absolutely! If you’d like something other than one of our frostings as a filling, you may choose from fresh berries, lemon curd, fruit compote, fruit preserves, caramel, ganache, mousse, and custard. All fillings add an additional 50 cents per serving, with the serving count determined by the size of the cake.

From which flavors of frosting may I choose?
We make frosting for wedding cakes in the following flavors: chocolate, vanilla buttercream, caramel, cream cheese, mint, pistachio, lemon, strawberry, peanut butter, cookie dough and espresso. We also are willing to work with custom frosting flavors, though that will come with an extra fee as we always recipe test in advance! It’s important to note that many frosting designs require us to use vanilla buttercream frosting for the exterior of the cake. If you would like the exterior of the cake to be white, we will need to use vanilla buttercream. However, the interior layers of frosting can be whatever flavor you fancy!

What frosting styles does Sweethaus offer?  Which styles are included in pricing listed online?
Our prices listed online represent 6 choices from our Sweethaus Classics Cake Collection.  On average a specialty frosting style will add a 15% minimum additional cost to the cake, final pricing will depend on complexity and detail.

Can Sweethaus tint frosting to match custom colors?
We are happy to tint our vanilla frosting for cakes and cupcakes to closely match the color of a swatch or a physical picture provided. Digital images are not acceptable for color matching as monitors display colors differently.  We do not recommend choosing royal or dark shades as the tint can compromise the taste of the frosting--pastels work best. Please note that only vanilla buttercream is offered for tinting, as it yields the best results.

I love the ombré trend. Can Sweethaus recreate this with my frosting?
You bet! For $25 per color, we can create as detailed of a fade as you have in mind; however, just as with our standard tinting, we use only vanilla buttercream and always recommend pastel colors over royal shades for best results.

Can you make the frosting sweeter/less sweet?

Our frostings are generally less sweet than the industry standard, as we like a balanced profile of butter, cream, sugar and extract to enhance each bite of moist cake.  At this time, we are not able to alter our recipes.

Do my cake or cupcakes need to be refrigerated?
99.9% of the time the answer is no.  However, in extreme heat/humidity, and in cases of temperature sensitive fillings, there could be a scenario in which you need room in the fridge.  In our experience, most venues do not have the refrigeration capacity to store your cake, so this should be sorted out prior to delivery.

Will you leave boxes for leftovers?
We are happy to leave boxes, just let us know what would be helpful!  We will always leave a box for the top tier of the cake without request.

Are the vanilla buttercream, almond buttercream, and cream cheese frostings all the same shade?  Can you make the frosting whiter?
The vanilla and almond frostings are an ivory shade, and the cream cheese frosting is slightly more cream colored.  The only way to make frosting white is to replace the butter with vegetable shortening, which will alter the flavor of the frosting.  This isn't something we recommend, but if you feel strongly about it we can discuss the options.

Can you make pistachio frosting white (as in, not green)?
In short, sadly, we cannot!  There is natural pistachio in the frosting that doesn't allow the frosting to be white. We recommend almond frosting on pistachio cake for a similar flavor profile if you want white frosting!

Does Sweethaus work with fondant?
We dabble with fondant, but all cakes involving fondant must be approved by one of our bakers before moving ahead with a contract.  Our preference, and our strong suit, is with fresh, delicious buttercream.

Can you put my initials on cupcakes?
We can customize cupcakes any way that you like!  Please note there will be a minimum cost of $1 per cupcake, and final pricing will depend on customization request.

What are the costs for tiered cakes?

All of our tiered cakes, along with their starting cost and serving sizes, can be found here.

Does Sweethaus make sheet cakes?
We do not offer sheet cakes at this time.  We find that ordering single-tier, cutting cakes will provide a much more attractive option when slices are served to your guests, since they'll yield multiple layers of cake and frosting.

 

Delivery

What does Sweethaus charge for delivery and setup?
We deliver within 300 miles of our shop. Please find our delivery and setup charges explained below.

DELIVERY ONLY of one single-tier cake or cupcakes:
Delivery/Dropoff ONLY within 10 miles (no setup) $20
Venues outside Cville: $30 plus $2 per mile

DELIVERY & SETUP of cupcakes, multiple cakes and/or tiered cakes:
Delivery & Setup (within 10 miles) $100
Venues outside Cville: $80 plus $2 per mile

What services are included with delivery and setup?
Our “delivery only” service includes a member of the Sweethaus team delivering your items to your requested location within your requested delivery window. This does not include our team setting up any items. Our delivery and setup services include a member of the Sweethaus team delivering your items to your requested destination and setting up all items on the stands, plates, platters, etc. provided by Sweethaus or another party. This does not include our team picking up any items, and we require all display items rented from Sweethaus to be returned to our shop within 48 hours.

What happens the day of my event?
Sweethaus will confirm the delivery/pick-up time the Monday before your event. If we are delivering, it is important to remember that the table, with linens (when applicable), must be at the site and ready to go when we arrive. Any flowers, toppers, or other items Sweethaus has agreed to apply must also be at the site in time for our arrival with an accompanying visual guide.

Contract Process

I loved my tasting! What can I do to secure my date? 

We're so glad you've decided to let us help make your day extra delicious! Please send us a request for contract with your selections. We will respond with a contract within 72 hours, and you will have 7 days to sign it and to pay your deposit. Please note that until we've received a signed contract with deposit, your date cannot be guaranteed.

I want to secure my date, but I don't have all of the details of what I want to order. What should I do?

We offer a “save the date” contract which allows you to pay a $500 deposit to secure our services. The deposit is non-refundable and non-transferable. All items, including flavors, design, quantity, delivery requests, locations, etc., must be determined at least 45 days prior to your wedding. Please understand that everything is handmade from scratch in our shop, so we have a limited amount of space and resources dedicated to wedding creations. If you are going to be requesting something other than cupcakes or a simple cake, you'll want to finalize your order as soon as possible. All changes/additions made up to 45 days in advance are subject to our availability and approval. The “save the date” deposit will be applied toward the balance due on the total contract. If the final contract amount totals less than $500, Sweethaus will issue a gift certificate for the difference, which may be used at any time.  Please request a "save the date" contract here.

When will I need to have all of the details of my contract finalized?

All details must be confirmed 45 days prior to your event, when your final payment is due. You will receive a document requesting any missing information (flavors, delivery times, etc.) 60 days prior. You will have two weeks to fill in any blanks, to review your final contract for accuracy, to sign off on it, and to provide final payment.

I've already signed a contract when I paid my initial deposit, why am I getting another contract sent to me 2 months before my wedding?

Contracts are often signed well in advance of wedding dates and we want to take extra care to confirm there have been no changes to your preferences since your initial signing.  This service is provided to offer you an opportunity to ensure that your expectations will be fully met when you see your dessert table.  We promise the 5 minutes you'll spend will be well worth the extra organization!

My contract says my final payment is due 45 days before the wedding, but I got an invoice 2 months before?

We'll send your final invoice at the same time that we send your final contract, around 60 days before your wedding.  We assume nobody likes to be surprised by bills that pop up the day before they are due, so we like to offer plenty of notice on your final payment. Feel free to pay it anytime up until the due date. A late fee of $10 per day is assessed on final invoices.

What is the best way to make sure my expectations and visions are met by Sweethaus? Can I stop by the shop or send an email after I've signed the contract? 

Simply put, please ensure every bit of detail, photo, description, reference, etc. is contained within the contract. The contract supersedes all verbal, phone and/or email conversations regarding your desserts. We cannot stress this point enough, so if it is remotely relevant, please ask that we include it in the contract.  You'll have up until 45 days prior to the event to add additional instructions to your contract. Depending on the complexity of the setup requested, there may be additional setup fees assessed.   

Payments

Will I pay a deposit when signing the contract?
Yes. Sweethaus requires a 50% deposit upon signing, with the remaining balance due 45 days prior to your event. If you are booking our services fewer than 45 days in advance, then the entire balance will be due upon signing.

When is my final payment due?
Your final payment is due 45 days prior to the event. This is also the time when any changes in your contract must be finalized.  Your final contract will be sent to you 60 days in advance and will expire in 15 days if not paid.

My contract says my final payment is due 45 days before the wedding, but I got an invoice 2 months before?

We'll send your final invoice at the same time that we send your final contract, around 60 days before your wedding.  We assume nobody likes to be surprised by bills that pop up the day before they are due, so we like to offer plenty of notice on your final payment. Feel free to pay it anytime up until the due date. A late fee of $10 per day is assessed on final invoices.

What if I miss the 45 day payment date and my contract expires?
We will charge an administrative contract reinstatement fee of $100 once your contract has expired.  Please note any contracts not paid in full within 30 days of the event are subject to cancellation without reinstatement as an option.

How do I pay?
Conveniently, all of our payments are handled online and payable via debit or credit card, at no extra cost to you. When both your deposit and final payment are due, you will receive an electronic invoice via Square payments.  Until the payments are received, your contract is not valid - so we request that you please take care of payment at the time of contract signing.  If for some reason you prefer to mail a check, please contact our wedding coordinator for more information.

Wedding Planners

Will Sweethaus work directly with my wedding planner?
We are always happy to work with wedding planners. In fact, we encourage you to consider one of the many talented options here in Charlottesville!  See below for some of our recommendations.

Vendor Recommendations

(listed in alphabetical order by category)

Wedding Planners
Amore Events by Cody 
Beehive Events
Events by Reagan
Just A Little Ditty
Caterers
A Pimento
Beggars Banquet
BBQ Exchange
Harvest Moon 
The Local 
Photography
Aaron Watson 
Cramer Photo
Elisa Bricker
Jack Looney 
Laura Gordon  
Robert Radifera 
Venues
King Family Vineyards
Pippin Hill 
Restoration at Old Trail
Veritas Winery
Rentals
Stonegate
Beehive