Welcome
formalities
Do yo have any formalities (speeches or presentations)? Let us know what you are planning and what time you would like formalities?
CAKE
If you would like to order a celebration cake from us please let us know which cake, flavour and colour you would like. See our cake menu for full details.
If you have speeches we recommend having them 1 - 1.5 hours after guest arrival, to allow for late comers, but early enough for your guests full attention. We do not serve ice drinks over formalities to minimise disruption.
We are happy for you to arrange a cake from another caker, but charge a $50 BYO fee.
beverage selection & set up
Bar Set Up
Drink Selection
Specific Wines, Spirits or Cocktails
Please let us know if you have specific wines, spirits or cocktails you would like included on the TAB.
Beyond our Drinks Menu
As a dedicated private events venue we do not have an extensive wine list, therefore we have created a 'Big Menu' where you can pre-order from and add to your custom menu. This includes more expensive wines, champagne options including Magnums, as well as some other fun options like a Champagne Tower.
Bar TAB limit
Please let us know whether you need a bar TAB set up and what you would like to set the limit at. Please also let us know if you require a second TAB for family or named friends.
Drinks on Arrival
Did you want to order any drinks on arrival (these are lined up on the bar)? Let us know what you would like and the quantity of each.
Drinks Packages
We have 3 drinks packages that can be purchased over either 2, 4 or 5.5 hours
Since Covid we do not accept 'cash', however we can set up a till if required (please drop us an email if you need a cash till)
Please advise if you have specific wines, cocktails or spirits you would like included on the TAB. We create a custom menu so you guests will know what is included.
Any items ordered from the Big Menu will be pre-invoiced approx. 14 days prior to your event along with your other fixed cost such as food and security. We recommend under ordering from this menu, as guests will drink a variety of drinks, alongside specific orders. They also probably wont appreciate more expensive wines later in the evening after a few drinks.
Our team will let you know when the TAB is approaching the limit, and you will have the option to increase the limit or open the bar to guest purchases. If you need help estimating a bar TAB check out our handy Bar TAB calculator below, and let us know if you need any help
Drinks on arrival are pre-invoiced before your event and seperate from the bar TAB. The most popular drinks on arrival are Prosecco and our $16 mini cocktails.
Our drinks packages are made up from the most common selections. They are for a set number of hours or the maximum units (which ever is reached first). Full details in the brochure below.
You have the choice to include or exclude drinks on arrival in the package.
FOOD SELECTION & TIMING
1. Food On Arrival
Let us know if you would like to order any platters to be served on arrival?
Cheeseboard (18 guests)
Italian Antipasto Platter (18 guests)
Lemon Thyme Salmon Platter (18 Guests)
Italian meats, cheese & crudities (18 guests)
Oyster Platter (cost per dozen, minim of 5 dozen)
Full grazing table 1.6 x 0.8m
2. Main Food Service
Please order your main canapés, walk and fork items below. If you are comfortable with excel you can download our excel food selector. Please note some items have a minimum order quantity.
CANAPES
Falafel Bites with Tahini Sauce $9 NF, NGA, DF, Vegan, VG
Caprese skewers, tomato, mozzarella and basil with a balsamic glaze $8.50 NGA, NF, VG
Arancini (seasonal flavour changes) VG, NGA
Whipped ricotta and honey crostini VG
Fries served in individual cones NGA, NF
Click below to see our canapés, walk & fork menu and current pricing. If you are short of time we have three pre-selected canapés packages made up from the most popular options.
Served approx. 30 mins after guest arrival for 90 - 120 mins depending on quantity.
We recommend including a few vegetarian, vegan, gluten free and dairy free options in case of unknown dietary needs.
Sage chicken, wrapped in prosciutto, truffle aioli NGA, DF, NF
Chicken croquette with herb sauce DF,NF
Crispy fried chicken sliders, spicy mayo, lettuce NF
Classic fish and chips served in individual boats NGA, NF
Smoked Salmon Blini
American cheeseburger sliders NF
Teriyaki beef meatballs with sesame DF,NF
Lamb fillet skewer with chimichurri, NF, NGA
WALK & FORK min 10
Cheese burger sliders, smoked aged cheddar, VYC burger sauce, pickles, brioche bun, side fries NF
Slow roasted tomato and pesto Gnocchi NGA
Falafel, pearl couscous salad, tahini dressing VG. Vegan option available
Lamb kofta, pearl cous cous salad, tahini dressing
Lasagna
Beef Check with Red Wine and Mash
Chicken skewer, couscous salad with mini pita pieces
Pizza 18 slices
Margarita
Pepperoni
Ham
Hawaiian
Gluten free pizza (12 slices)
Vegan pizza (12 slices)
ROLL STATION MIN 50 GUESTS
Classic Roll Station
Gourmet Roll Station
SWEET MIN 25
Lemon curd meringue tarts
Passionfruit curd babycakes, caramelized white chocolate buttercream, raspberries NF
Chocolate cake sweet bites
Large chocolate fountain with fruit and marshmallows (click to view). $480 set up. To order enter 1, fruit will be $8 times your guest number.
3. Late Night Food Service
Let us know if you would like to order any food to be served later in your event (approx 1.5 - 2 hours before the end time)
Classic fish and chips served in individual boats
Bowl of fries served with tomato sauce
Arancini (seasonal flavour changes)
Margarita (18 slices)
Pepperoni (18 slices)
Ham (18 slices)
Hawaiian (18 slices)
Parmesan Truffle Fries with Aioli
Margarita Vegan
Margarita GF Base
Enter late night food order if required. Pizza, arancini, fries or fish & chips are popular for this. You are also free to order from our bar menu at any time during your event.
Designed to save time and the stress of selecting canapes our pre-designed food packages do the hard work and are made up of our most popular canapes.
5. Dietary Requirements
Let us know if your guests have any dietary requirements or allergies. It is great to also know their names (if known) so that we can look out for them
VENUE Set Up
CANAPES QUESTIONNAIRE
NOTES
We open our doors 15 mins prior to guest arrival for early comers. Our standard evening event time is 7pm - 12.30am but we can accomodate different times.
All daytime events conclude at 5pm unless by prior arrangement depending on evening event bookings
Evening events have standard times which can be changed by prior arrangement
Seated dining 6.30pm - 11pm / 12am
Drinks and canapés 7pm - 12.30am
The booking and set up fee covers events up to 5.5 hours. Events can be extended for for $300 per hour incl GST. This is advisable 21 days prior to the event date to allow for rostering adjustments and is invoiced with all other fixed costs approx. 14 days prior to the event. This is non-refundable even if the event ends earlier.
Tell us a little bit about your event. Is there something special happening, is there a theme, are there special guests, or anything we should be aware of?
The key contact is the person we will talk to if there are any issues or questions from staff and to discuss the bar TAB (if there is one).
DECORATIONS, music & entertainment
Do you have any decorations booked or would you like to book any decorations through us? Please see attached our decorations brochure.
If you have decorations booked directly and require our team to meet suppliers for set up and pack out we charge a $60 fee to cover their extra time onsite.
AV REQUIREMENTS
You can connect to our TV screens via HDMI cable
MUSIC
Spotify playlists are emailed to barcrew@vyc.co.nz. We recommend two playlists. One for arrival and wind down, the other for banging dance tunes.
VYC DJs can connect to our house system via XLR cables. Black Door DJs connect via RCA cables
DJ / Band Information
Let us know DJ/Band set times (typically 3 or 4 hour sets)
ENTERTAINMENT
Thinking about an entertainment option? Do you have any entertainment booked or would you like to book any through us? Please see attached our brochure for booking or just inspiration.
LIGHTING PREFERENCES
INVOICING DETAILS
INVOICING
Please confirm who the invoice is to be made out to including address requirements and PO number if applicable. Thanks
LASTLY
Anything else that we can help with or need to know?
Invoicing Timeline - Important Information
2 Weeks Prior
We invoice for all fixed costs 2 weeks prior to your event; eg booking and set up fee, security, food selection, microphone hire, any booked decorations, entertainment or DJ's.
One Week Prior
Payment of fixed invoices is due one week prior to your event. Funds must be received before your event date to pay suppliers who have short payment terms.
BAR TABs
Bar TABs need to be paid at the end of your event. We accept AMEX, Mastercard or Visa.
Since Covid, we are unable to accept cash
Invoicing is possible by prior arrangement and prior credit card security. Our payment terms are 3 working days after the invoice has been issued.