Wedding cake tasting checklist: plan it step by step

A wedding cake tasting works best when the decisions are made in the right order. Set the date, venue and budget first, then confirm the cake supplier, samples and guest registrations. Before the tasting, collect allergies and dietary requirements, decide how cakes will be served, and prepare a clear way to record votes. This checklist also covers the details people often leave too late: cold storage, table layout, menu cards, drinks, serving equipment and power for coffee machines or kettles.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record date and time
Book tasting venue
Select cake supplier
2 people
Assemble tasting samples
2 people
Request cake quotes
Set tasting budget
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Record allergies
Determine the final number of guests
Book cake tasting
Carry out a site visit
2 people
Determine the table layout
2 people
Determine the tasting order
2 people
Design menu cards
Create allergen chart
Prepare voting forms
Choose welcome music
Order tasting samples
Buy drinks and snacks
2 people
Check dishes and glassware
Check decorations
Clear the cold storage area
Confirm cake delivery
Print guest list
Share the route and parking details
Collect samples
2 people
Keep tasting portions chilled
Ventilate the venue
Clean the venue
2 people
Set up tables
2 people
Set up chairs
2 people
Set table linen
2 people
Hang up decorations
2 people
Set up the tasting table
2 people
Chill drinks
Set out coffee and tea
Set out tableware
2 people
Place menu cards
Post allergen information
Prepare ballot papers
Test the background music
Set up the reception table

Event

Welcome guests
2 people
Take coats
Serve welcome drinks
2 people
Explain the tasting
Serve the first tasting round
2 people
Serve the second tasting round
2 people
Serve the third tasting round
2 people
Serve coffee and tea
2 people
Refill snacks
Refill drinks
Clear tables during the event
2 people
Guide questions for the cake maker
Collect ballot forms
Discuss favorite flavor
2 people
Discuss cake design
2 people
Note pricing options
Record order details
Say goodbye to guests
2 people

Aftercare

Pack leftover cake
2 people
Put refrigerated items back
Collect used dishes
2 people
Separate waste
Wash dishes
2 people
Clean work surfaces
2 people
Clear tables and chairs
2 people
Remove decorations
2 people
Sweep and mop the floor
2 people
Empty coolers
Final venue check
2 people
Take waste to the container
Return rental items
2 people
Clear away leftover groceries
Confirm cake choice in writing
Place order with supplier

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 6
Chairsqty 24
Clothing rack
Side tablesqty 2
Tablecloth tables

Tableware

Pastry platesqty 30
Coffee cupsqty 30
Tea glassesqty 30
Wine glassesqty 30
Water glassesqty 30
Pastry forksqty 30
Teaspoonsqty 30
Cake serversqty 4
Serving plattersqty 8
Coffee potsqty 2
Teapotsqty 2
Water jugsqty 4
Serving tongsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Bluetooth speaker
Laptop bag

Kitchen

Cutting boardsqty 4
Cake knivesqty 4
Bread knivesqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Kitchen scale
Serving trays with lidsqty 6
Food storage containersqty 8
Aluminum foilqty 2
Cling filmqty 2

Decorations

Table runnersqty 6
Flower arrangementsqty 6
Candlesqty 24
Candle holdersqty 12
Menu standsqty 8
Name badgesqty 24
Welcome sign
Decorative cake standsqty 6
String lightsqty 4
Balloonsqty 30

Paper goods

Menu cardsqty 24
Allergen cardsqty 12
Ballot formsqty 24
Pensqty 12
Notepadsqty 6
Name stickersqty 30

Cleaning

Waste binsqty 3
Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2
Spongesqty 6

Catering

Groceries

Tips

Confirm the final guest number at least 7 days before the tasting. Use it to adjust sample quantities, drinks, pastry plates and seating rather than relying on the original invitation count.
Ask guests for allergies and dietary requirements when they register, then finish the allergen chart 3 days before the tasting. Keep allergen information visible beside the menu cards, not only in your planning notes.
Choose the tasting order before samples arrive. Start with lighter flavours and move towards richer cakes, serving water between samples so guests can compare them without palate fatigue.
Check the cold storage area the day before delivery. Clear enough space for every sample, and confirm that coolers or refrigeration are available if the venue cannot hold the cakes safely.
Test the room setup and equipment during the site visit, ideally 1 week before the event. Count tables, chairs, glasses and pastry forks, and check that extension cords and power strips can reach the coffee machines or kettles without creating a trip hazard.

Frequently asked questions

How far in advance should I plan a wedding cake tasting?: Start planning 6 to 8 weeks before the tasting. Book the venue and cake supplier first, then send invitations and request dietary information early enough to order suitable samples.
How many cake samples should we order for a wedding cake tasting?: Plan 3 to 5 cake flavours per guest, with smaller tasting portions rather than full slices. Order at least 10% extra portions so late registrations, spills or uneven serving do not leave someone without a sample.
When should wedding cake tasting invitations be sent?: Send invitations 3 to 4 weeks before the tasting and set the registration deadline 7 days before it. Use the final registrations to confirm the guest count, allergies, seating and sample quantities.
What should I prepare for a wedding cake tasting?: Prepare the cake samples, menu cards, allergen chart, voting forms, drinks and snacks, plus one pastry plate, fork and glass per guest and at least 10% spare. Check tables, chairs, serving platters, cake knives, coffee equipment and cold storage 1 day before the event.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.