EVENT RUNSHEET
2
Run sheet #:
Demi and Clement's Wedding Party
LOGISTICS
Date:
Saturday, January 17, 2026
Guest arrival time:
6:00pm
End time:
10.30pm
Guest number:
70
Host / Organiser:
Clement - 021 0269 1567
General information:
Demi and I are having our wedding at St Matthew's Church. The ceremony starts at 4:30pm. After the ceremony and some group photos at the church, the guests will then start relocating to VYC for the wedding party.
Demi loves games. So we're preparing a couple of games with all the guests, some games would require the use of the two TVs. Then it's just mainly eating, drinking, dancing and having a good time.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
Cake table in speeches area, Gift table set up at entrance, Privacy Curtains (Black Sheers over the windows) ideal for presentations or privacy VYC only
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
None
AV Set Up:
VYC large screen (191cm x 109cm), VYC screen in the front terrace (128cm x 77cm), Same content requires 2 laptops or connector $150 hire
Lighting:
Mid soft
EVENT SCHEDULE
BEFORE EVENT - SET UP / PACK IN
Staff onsite for set up; Decorators, DJ, Entertainment, Host checks
Please advise if you require additional set up time
4pm
Doors open
Bar set up and ready for service
5.45pm
ARRIVAL
Guest arrival time
6:00pm
Spotify
THE MAIN EVENT
One groomsman and one bridesmaid will do a speech each.
Rough plan at the moment is:
- 6:00pm guests start arriving
- 6:30pm bride and groom arrive with bridesmaids and groomsman after their group photos at the domain
- Food service to start after bride and groom arrive
- 6:45pm start games (Require TVs)
- 8:00pm games finish and a video is played about the bride and the groom
- 8:10pm groomsman and bridesmaid do a speech each
- 8:15pm bride and groom will cut the cake
- 8:20pm First dance with the bride and the groom
- 8:30pm Dance floor open to everyone. Casual time for guests to mingle and continue drinking / talking
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Yes order from VYC, The Macaroon Tower Colour: Light Pink Flavour: Hazelnut Chocolate
Music:
Spotify playlists (email to barcrew@vyc.co.nz). Two recommended
If Spotify playlist can be emailed to barcrew@vyc.co.nz
END
Last Call
Last call for last drinks order
Wind down half hour - lights slowly increase while music volume slowly decreases.
Concludes (30 mins after last call)
Events can be extended for an additional $300 per hour to cover staffing. Confirmation is required 21 days prior for staff rostering)
AFTER / PACK OUT / COLLECTIONS
At close or the following day. For events on a Saturday 1pm the following Tuesday. Next day times to be arranged based on event bookings.
10pm
10.30pm
5.45pm - 10.45pm (5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
None
Bar Set Up:
Bar TAB with full bar offering
Beverage selection to include:
All drinks available
Drinks package (if selected):
None
BAR TAB
$4,000
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
FOOD selection
Food on arrival:
$
1
Cheeseboard (10 - 15 Guests)
170
1
Antipasto (10 - 15 Guests)
170
1
Manuka Salmon Platter (10-15 Guests)
0
Chicken Platter (10 - 15 Guests)
0
5
Oyster Platter
425
Full Grazing Table
0
Main food service order:
6.40pm After B&G arrive
1
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
None
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
0
Mixed Pakora with Green Chutney (Vegan)
30
240
Arancini (seasonal flavour changes) NGA
0
Fenugreek Chicken Filo-Ette’s
0
Char Siu Pork Belly Skewers (Dairy free)
0
Beef Tataki
Buttermilk Fried Chicken
0
Lamb Kofta Skewers
0
Fries in individual boats
0
Substantial Canapes
Fenugreek Chicken Bao buns
0
Pork Schnitzel Sliders
0
Koren Tofu Bao buns
0
20
Crispy fried chicken sliders NF
280
Potato Rosti with Braised Brisket
0
Walk & Fork
Beef Meatballs
0
Cheese burger sliders & side fries NF
0
Crispy chicken sliders & side fries NF
0
Slow roasted tomato, spinach and mushroom Gnocchi NGA
0
Tandori Chicken
0
Fish & Chips
0
Casual Grazing
Classic Roll Station
0
Gourmet Roll Station
0
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
9pm
30
Fries served in individual boats
0
Bowl of Fries served with tomato sauce
0
Parmesan Truffle Fries
510
Arancini (seasonal flavour changes)
0
Chicken Croquettes
55
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
55
Food order outside standard menu
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
0
Food service:
Food station 'Grazing Table'
Dietaries:
For the Falafel, can we have the vegan option.
And for all the vegan food items we have picked, can you put at least 2 aside for Dennis and Catie.
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
Food Spend (invoiced):
1795
$
INVOICING DETAILS
Invoicing Details
Booking & Set Up Fee
Microphone hire
Food Selection
BYO Cake Fee
Drinks on arrival
Pre-ordered drinks
Decorations
Entertainment / AV
Security
TOTAL FIXED COST INVOICE
2821
$
350
1795
426
250
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
480
1795
Invoicing Recipient
Invoice to Clement Yuen
Credit Card Payment
T&C's & Timeline
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.
Minimum Spend
If a minimum spend or is not reached the balance is charged as a venue hire fee at the end of your event.
Deposit Any deposit paid to either be refunded the following week or deducted from invoice if invoiced.
All costs include GST
