DIY Wedding Cupcakes for 300 people

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DIY Wedding cupcakes

Additional photos provided by wedding photographer. 

After months and months of planning the wedding is finally over. I have been kinds of obsessing about this since my friend Leigh Ann asked me to make the cupcakes for her wedding. We did several rounds of tastings, built a Pinterest board , and spent several months deciding on the menu.

The wedding presented me with a few challenges. First of all, it was 6 hours away from my house, it was an outdoor wedding and there were going to be upwards of 300 guests. I was trying to design the dessert table on a budget. For my first wedding project, it was a big one. Staying organized and planning ahead was key.

DIY Wedding cupcakes vintage

Leigh Ann chose four cupcake favors, two flavors of truffles, and a small gluten free cake. I first started by making a very simple cost sheet in excel where I detailed out my ingredients to determine the cost of each cupcake and what I needed to charge her in order to cover miscellaneous expenses.

I saved costs by designing cupcakes that shared ingredients I could buy in bulk. I did a lot of shopping around to compare prices and took advantage of sales on ingredients that wouldn’t spoil in advance. I wrote a very detailed shopping plan.

I needed a lot of cupcake boxes of this event. The best deal I found was from here. For the cupcake liners, I also purchased them in bulk from Baker’s Stock.

DIY Wedding cupcakes vintage

 

The Table scape

For the actual dessert table I tried to design a vintage/antique looking display. I was fortunate enough to find two antique white cupcake stands at world market for $20 each and they are by far my favorite piece I own. They are also neutral so I can reuse them!

DIY Wedding cupcakes vintage

I used an antique glass cake stand that’s belong to my great grandmother (from the early 1900s!), which is sitting on a wooden box I purchased at Miachel’s for $5. I did a white wash paint on the wood box. See below for the cake topper tutorial.

DIY Wedding cupcakes vintage

The square plates are from my kitchen but also available at World Market. Last, and probably the most affordable display I used, is a shipping box, which I wrapped in brown craft paper with a burlap and lace ribbon around it. This is my go to form of display because I can wrap any size box and with any color of fabric to match the event. I did the same for the last event I did.

DIY Wedding cupcakes vintage

The white linens were provided by the bride. I covered it with a burlap table runner which I purchased at Michaels for $15. The letters “L&M” we’re provided by the bride. It was important me for to have the table layout done ahead of time so I could visualize the displays I needed and where everything was going to go.

DIY Wedding cupcakes vintage

The last piece on the table was a vintage glass window box, which I purchased as the wedding gift for Leigh Ann. She chose to put family photos of their parents and grandparents weddings on the inside.

DIY Wedding cupcakes

The Baking

The actual baking of the cupcakes was done the day prior to the event. I baked from 9am until 2pm. I had to hurry and clean up, pack the car and hit the road to beat traffic leaving the city. I had a very organized plan for baking.  I Learned from a pervious large event that staying organized and planning out the baking was going to save a lot of time.

Two of the flavors I made were Triple Chocolate Brownie, Cookie Butter Filled Cupcakes. I also made a Gluten-free Carrot Cake.

I alternated my baking with two different cupcakes at a time since one of the favors was minis and the other was not. This allowed me to ensure that my oven was in constant rotation. Soon as I removed one batch, I already had the next one staged to go right in the oven.

One thing I did learn was that the mini cupcake liners I bought online were larger than my mini muffin pan. I was able to adapt but this I have since found my favorite mini muffin pan from Calphalon, it deeper than your traditional mini muffin pan

TIP: Make sure that you bake cupcakes that require a lower baking temperature FIRST.

DIY Wedding cupcakes

I folded all my boxes in the days prior to the baking. You would not believe how much time that saved me. I also have several large plastic storage bins that I use to transport cupcake. They are made by Really Useful. I have the 11L size, which is perfect for cupcakes with frosting! Amazon seems to only have the 11L xL boxes, but Staples has them as well. These boxes are PERFECT! They stack nicely, they aren’t quite airtight but they are the best option for storing frosted and unfrosted cupcakes, it fits about 24 cupcakes.

DIY Wedding cupcakes

I prepared myself in the days prior to baking by measuring out my dry ingredients into large bags. When it came time to add the dry ingredients, all I had to do was dump the bag into the mixer. HUGE time saver. I do the same for frosting which requires sifting.

Washing dishes slows me down. So I double up my batches, which meant less measuring ingredient, less washing and quicker turn around time in and out of the oven. When you do this, it is important to remix the batter half way through baking to ensure the oils didn’t separate.

TIP: buy large disposable pastry bags.

The less you have to fill piping bags the better. It gets messy! My piping actually improved once I started using larger bags. I use these 18” ones, they are heavy duty, just be sure not to overfill too much or it becomes hard to pipe the cupcakes. Sometimes I fill seperate piping bags and then keep on with just the tip in is, so I can swap them out and keep frosting without having to refill the bag.

DIY Wedding cupcakes

I transported the cupcake unfrosted. Although I made one of the frostings ahead of time, a majority of it was done the day of the wedding, which meant I had to bring my Kitchen Aid mixer, along with about half of my kitchen tools that I would need.

Certain frostings lend themselves to being made ahead of time but others don’t. If you refrigerate a frosting, you have to account for the time the frosting takes to soften again before you can use it.

I also had a helping hand. My boyfriend was there with me to run last minute errands, do dishes or help put the finishing touches on at the last minute. Having a helper is key. He made sure I ate and stayed hydrated, and took a break every now and then. I think I planned my time pretty well. I even got to shower before the ceremony!

DIY Wedding cupcakes vintage

The Decorations 

Being that there was a budget for the cupcakes, I tried to be creative with the toppers. I didn’t buy any fancy cupcake liners or wrappers because they can really drive up the cost.

I made some hard sugar toppers with this recipe . The recipe says to serve immediately, but I stored in an air tight container for 2 days and it was fine. I put them on my cupcake at the very last minute I could. The sugar may not keep well in high temperatures or humidity.

DIY Wedding cupcakes vintage

I made the ” I DO” toppers myself. I happen to own a silhouette cameo machine, but you can certainly purchase a similar type of tag at a craft store, and use stamps for the text. I used some twine to make the bows.

For the liners on these, I used paper doilies and cut them out by hand with this template . You can cut a few at a time, it was way easier than I thought it would be. These types of project can be done in advance of the event. You don’t want to be worrying about the little details when you are trying to bake! I printed the display cards on brown paper and cut them out by hand.

DIY Wedding cupcakes vintage

The cake topper I made myself. I found the burlap squares at hobby lobby, as well as the antique fabric ribbon. I used my silhouette to cut out the stencil I used to paint on the letter. You could do this yourself with a piece a paper and scissors.  I used two BBQ scewers on the sides. In all, the cake topper was less than $5.

DIY Wedding cupcakes vintage

Overall I am so happy with how everything turned out. Gladly, I don’t have a disaster story for you. I was pretty sure that something was going to go seriously wrong, or I would forget my mixer attachments. However, I think it will be awhile before I can do that much baking again in one day!  A special thanks to you boyfriend husband/editor/sous chef/date who put up with my craziness preparing for the wedding!

Here are a few of my other favorite pieces from the wedding

34 Responses
  1. Rochelle

    I am trying to figure out my schedule for making the cupcakes AND the cake (3 tiers) for the wedding. I heard, too, that you couldn’t leave them unfrosted or they’d dry out. Do you think if I baked and frosted them Thursday (finishing the cake Friday) they’d be still moist on Saturday evening for the reception?

    1. Beyond Frosting

      Hi Rochelle, do you have enough airtight containers that you could keep the cupcakes in from Thursday until the wedding?

      1. Rochelle

        Yes, I just ordered some divided clamshell cupcake containers. They are filled cupcakes though, do you think they’ll spoil if they have butter in them? Maybe I can move it to Friday and do the cake on Thursday instead?

  2. Stephanie

    Great article! My dad and I are planning to make a small cake and mini cupcakes for my wedding this summer, this had some great tips in it!

    Question – what is your experience with differences in baking time for mini cupcakes vs regular size cupcakes? I assume mini cupcakes bake quicker, did you find that to be true?

  3. Angie Munguia

    I just wanted to say WOW!! I am baking cupcakes and a small cake for a wedding Aug. 1st. This will be the second time I take on a wedding project. So i have a question. How many large and mini cupcakes did you make for this wedding?

    Thanks

    Angie

  4. Nadiya Vuchast

    Hi Dear, my name is Nadiya I will so much like you idea , so amazing . I have question for you where did you purchase a plastic boxes.
    Thank you
    Nadiya

  5. A

    Hi! I stumbled across your site and have already tried your white chocolate cookie butter cupcakes- they were great! You have such a wonderful talent and have inspired me to further my baking dream (I literally dream cupcakes!).

    Do you have a recipe for your bacon cupcakes that are shown in your DIY wedding?

  6. sarah

    Hi! You did a great job. I have been researching making my own cupcakes for my wedding of 100 but have been reading that if you make them the night before and leave them out then they get dry and if you put them in the fridge they do the same but I don’t want to freeze them for fear that they will get moist. When you made them the night before did they turn out dry the next day for the wedding?

    1. Beyond Frosting

      Thanks Sarah! I keep as many cupcakes as I could in a air tight container. This will absolutely keep them fresh! I would not recommend putting them in the fridge, even in an airtight container the fridge will dry them out. I always make my cupcakes the night before and don’t have a problem. That is part of the reason that I use sour cream in my recipe. It really helps keep the moisture in the cake.

      1. Evelyn

        Hi! Awesome work you have there. Wanted to ask your advice for weddings too! I made 200 cupcakes for a wedding previously, it was my 1st time and I start preparing 2 days ahead and i guess im not very good with time planning. it turns out to be abit chaos but i manage to pull up everything.
        I’m going to make 400+ cupcakes for my brother’s coming wedding. THey wanted chocolate cupcakes with coconut + walnut fillings.
        May I have some advice from you how should I do it? Bake them a day or 2 in advance?
        And some help from pricing the cupcakes.

        Thanks alot!

  7. Stephie

    This is amazing! I’m actually making my own cupcakes for my wedding!
    Where did you get those clear tupperware containers for your cupcakes? I’ve been searching for those kinds everywhere!

    1. Beyond Frosting

      Wow Stephie! That’s amazing. I am sure I will try to make my own too 🙂 I found them at a place called Lazy Acers near me, but I have seen the brand is called “Really Useful Box”, if you google it, it is one of the first things that comes up. Office Depot carries the brand. I have 11 Liter, and it PERFECT for cupcakes. You do still have to be careful if they are top heavy but you can even transport them with frosting and not crush it. I also use it to store 9×13″ cakes.

  8. Shayna

    I loved your story…I read it first thing this morning with my coffee (wishing I had one of your Biscoff cupcakes!). I appreciate how you provided the details. I’d like to know what you charged per cupcake. I’ve only ever done one small 50 person wedding but I’ve been told to up my prices when the word “wedding” is said. What do you think of that?

  9. Dalila G.

    How AWESOME!! What a display of super sweet goodness, you did a fabulous job, big congrats to you!! 😀
    The wedding looked so nice and welcoming, very relaxed. Congrats to your friends!

  10. Tahny Lowry

    I know the feeling of being relieved when a catering job is done! Great! Great! Job! Wish we were neighbors, I have wedding to cater 300 cupcakes for too in 2 weeks! Dreading….I’d make you do them with me, for sure!!!! Your cupcakes are spectacular!

  11. Cathy Pollak ~ Noble Pig

    OMG this is the cutest wedding ever! I love all the vintage looks and you did a magnificent job keeping the theme through dessert. I am so impressed I can’t even stand it. Congrats on a job well done.

  12. Cristina

    Impressive! I wanted to bake my cupcakes for my own wedding, but I got talked out of it. I’m pretty glad I didn’t go through with it.

      1. kathy colbert

        i make cupcakes for weddings frequently. cupcakes lend very nicely to freezing. it changes their composition a bit from fluffy to more dense like a mix between cupcake and poundcake, which is the thing that people rave about them being so great, but they dont realize they have been frozen for 2 weeks. i ice them and freeze in disposable baking pans with lids. set up at least 2 hrs b4 wedding to get to room temp. some of the favs of guests are chai latte, butter rum, and triple vanilla (has vanilla greek yogurt, vanilla chips, and vanilla extract). to make icing them quick simple and uniform, i heat my simple homemade icings slightly in microwave and then swirl each cupcake in the icing with a quick twist of the wrist to finish each without ugly drips. have fun.

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