The more you do it, the more you will learn, too. It took a long time to fine tune my wedding consultation process. Now I begin with everything all ready. Any pictures a bride sends me get put into an evernote folder with the bride’s name including any notes about theme, etc. I have a price list (my eyes only) of standard cake sizes, the servings, and prices in fondant and buttercream on my tablet so I can look at it while we are consulting. I find out how many people total they will have (I allow up to 4 total) I have the flavors set up on the table on a little two tier serving tray before they come along with napkins, plates, knives and forks (all real, not plastic). I have glasses and a britta pitcher ready to go in the kitchen in case anyone wants water.
At the table I have everything I need… I have their tasting form (a form I fill out with any quotes I give, the flavors they picked, budget, guest number, etc), I have a blank order form and contract, I have a worksheet to draw out different options for them (some brides come in wanting a 5 tier cake and when they see the price for that, they loose their jaw… so I have paper ready to draw up different options that may leave them just as happy with less money spent). I have my tablet (which has that price list on it), I have my cell phone (which I put on silent and use as my calculator, and I have blue pens ready to go.
If you are doing this in your home, having the house nice and clean is a must. I clean it spotless the night before. Then making sure you have everything prepared and ready to go about 20 minutes before they arrive, is always impressive to them when they walk in and can sit down and begin. When I sit down at the table with them, I don’t eat cake with them but I take notes about their favorite flavors and get to know them. As soon as they are mostly finished, we start talking about options for them and design their cake. If they don’t book right then I make sure to let them know that they have 5 days to do so, or they run the risk of loosing their original quote (what if I raise my prices?) or that someone else could book instead. First paid, first booked.
And for smaller orders, like Kizzy said, I limit them to email or phone. If we can’t get the details worked out in under 3 phone calls or 5 emails, I actually let them know that I’m not going to be able to do their order anymore. I either let them know that I’m just not sure I have the skills necessary to execute their wishes, or I come up with a lie for why I can’t. Whatever you have to do. I learned that the hard way (actually quite recently) when a mom went back and forth with me for about 3 months about her son’s 3rd birthday party. Eventually, she wanted to come sit down with me (which, I will do a 15 minute finalization consultation, where they sign off on the details, pricing terms, payment terms and a few other terms that I have come up with for smaller cake orders) and she backed out at the last second. She then harassed me on my personal facebook page, personal home phone number, and business facebook page about rescheduling. When I let her know I was not available anymore for her order, she proceeded to tell me I was the worst business person she’d ever encountered and she’d never recommend me to anyone she knows. Well, good riddance… because if they are like her I don’t want to do their cakes either! Lol.
Good luck on your consult!
Leslie Bruckman, Owner of Nom Nom Sweeties
