Ordering a custom wedding cake topper for the first time can feel a little overwhelming. Do you need a sketch? What photos work best? How do you communicate the vision in your head to an artist you’ve never met?

The good news: it’s much simpler than you think, and a good studio will guide you through every step. This article breaks the entire process down so you know exactly what to expect from the moment you place your order to the moment your topper arrives at your door.

Step 1 — Start Early

The single most important thing you can do is not leave this to the last minute. A handmade custom cake topper takes time — sculpting, painting, sealing, quality checking, and shipping all add up. Most reputable studios need 3 to 6 weeks from the time they receive your photos.

Our recommendation: order at least 8 weeks before your wedding date. This gives you buffer time for revisions, any shipping delays, and the peace of mind of knowing it’s handled.

Step 2 — Choose Your Style

Before you browse studios or make contact, have a rough idea of the style you want. The main options are:

• Realistic / sculptural — aims for maximum likeness, detailed facial features, photorealistic finish
• Semi-stylized — lifelike but with a slightly softened, warmer aesthetic
• Pop art / chibi style — larger heads, simplified features, bold and playful; the style popularized by custom POP figurines
• Silhouette — acrylic or wood cut-out in the shape of the couple, often with names or dates engraved

At ByKawaii, we specialize in the custom POP-inspired style — playful, immediately recognizable, and absolutely stunning on a wedding cake. Browse our shop to get a feel for the aesthetic before you order.

Step 3 — Gather Your Photos

This is the step most people underestimate. The quality and variety of your reference photos directly impacts the quality of your finished topper. Here’s exactly what to send:

For the faces:

• Clear, well-lit photos of both faces — front and slight side angle
• Avoid group photos where the face is small
• Natural lighting works better than flash

For the outfits:

• Your wedding dress — full-length photo showing the silhouette clearly
• Close-up of any lace, embroidery, or detail work you want captured
• Partner’s suit — full body, showing collar, lapel, and tie or bow-tie

For extras:

• If including a pet — several clear photos from different angles
• Any accessories: glasses, bouquet style, hair accessories, veil

Step 4 — Place Your Order and Brief the Artist

Once you’ve chosen a studio and gathered your photos, placing the order is usually straightforward. Most custom topper studios — including ByKawaii — operate through an order form or direct message where you describe what you want and upload your photos.

Here’s what to include in your brief:

1. Your wedding date
2. The style you’re looking for (realistic, chibi, pop style)
3. Exact hair colours — for both partners
4. Skin tones
5. Any specific details you absolutely want included (e.g., “he always wears glasses”, “I want our dog Max included”)
6. Any details you’d like simplified or omitted

The more specific you are, the better. A good artist will ask follow-up questions if anything is unclear — that’s a good sign, not a problem.

Step 5 — Review the Proofs

At ByKawaii, we share digital proofs at different stages of the process before we begin the physical sculpting and again before we ship. This is your opportunity to:

• Confirm the hair colour is correct
• Request adjustments to the facial features
• Approve the outfit detail
• Check any accessories are included as requested

Step 6 — Approve and Wait for Shipping

Once you’ve approved the final proof, the artist completes the piece, packages it carefully (toppers are fragile and need proper protection), and ships it to you. Most international shipments via DHL or tracked courier arrive within 3–7 business days.

Keep an eye on your tracking number and make sure someone is available to receive the package. The last thing you want is a missed delivery two weeks before the wedding.

Step 7 — Display It on Your Cake

Most toppers arrive with a base or small stick for insertion into the cake. Discuss with your baker beforehand — they’ll know exactly how to secure it. A good rule of thumb: place the topper on the cake on the day of the event, not days before, to keep it looking perfect.

What to Ask Before You Order

Before committing to any studio, ask these key questions:

• Do you share proofs before finalising?
• What is your current production time?
• What happens if I need a revision after receiving the topper?
• How do you package for safe shipping?
• Do you offer rush orders, and what is the additional cost?

After the Wedding: Keeping Your Topper Forever

Your custom cake topper is a keepsake, not a disposable item. Once the wedding is over, here’s how to keep it looking perfect for years:

• Keep it out of direct sunlight (colours can fade over time)
• Dust gently with a soft brush
• Store in its original box if not on display
• Avoid humid environments — polymer clay is durable but moisture over time can affect any painted finish

Many of our customers come back years later to order an anniversary version, or a figurine of their first baby. The original topper sits on the shelf next to the new ones — a little gallery of their life together.

Common Questions About the Ordering Process