EVENT RUNSHEET
Kayleigh & Claytyn's Wedding
LOGISTICS
Date:
Saturday, April 11, 2026
Guest arrival time:
3pm
End time:
11pm
Guest number:
45
Host / Organiser:
Kayleigh 0224031405
General information:
Relaxed wedding, celebrating Kayleigh & Clayton with friends and family including the kids.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
Cake table in speeches area, Gift table set up at entrance, DJ table
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
AV Set Up:
House sound system
Lighting:
Mid soft then dark and moody after formalities
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
Doors open
Bar set up and ready for service
2.30pm
ARRIVAL
Guest arrival time
3pm
THE MAIN EVENT
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Yes BYO cake
Music:
Spotify playlists (email to barcrew@vyc.co.nz). Two recommended, VYC booked DJ ($250 excl GST per hour)
If Spotify playlist can be emailed to barcrew@vyc.co.nz
DJ Set times TBC
Customary for the host to provide drinks to the DJ (standard of 1 alcoholic drink per hour of their set). This will be added to the bar TAB unless you advise us that you do not want to cover the DJ’s beverage
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.
11pm
TBC
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Bar Set Up:
Bar TAB with reduced bar offering, Open 'Cash' Bar where guests buy their own drinks
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, House spirits, Non-alcoholic only
Drinks package (if selected):
BAR TAB
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:
$
0
Cheeseboard (18 guests)
0
Antipasto (18 Guests)
0
Lemon Thyme Salmon Platter (18 Guests)
0
Italian meats, cheese & crudities (18 guests)
0
Oyster Platter
0
Full Grazing Table 1.6 x 0.8m
0
Main food service order:
Vegetarian
20
170
Caprese skewers, NGA, NF
0
0
Falafel Bites with Tahini Vegan, NGA, NF, DF
40
340
Arancini (seasonal flavour changes) NGA
0
Whipped ricotta and honey crostini
120
20
Fries served in individual cones NGA, NF,
Chicken croquette with herb sauce DF, NF
0
0
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken
40
Crispy fried chicken sliders NF
560
Seafood
40
Classic fish and chips NF
480
Smoked Salmon Blini NF
0
Beef & Lamb
American cheeseburger sliders, NF
0
40
Lamb fillet skewer NGA
380
0
Teriyaki Meat balls with sesame
0
Walk & Fork
40
Slow roasted tomato and pesto Gnocchi NGA
600
Cheese burger sliders & side fries NF
680
40
Lasagna
0
40
Falafel, pearl cous cous salad
600
Lamb kofta
0
Beef Checks on mash
0
Chicken skewer, couscous salad with mini pita pieces
0
Pizza & Roll Stations
0
0
50
Pepperoni
0
Ham
Hawaiian
0
0
Vegan Pizza (12 slices)
0
GF Pizza (12 slices)
0
Classic Roll Station
0
Gourmet Roll Station
1750
Margherita
0
Lemon curd meringue tarts NF
0
Passionfruit curd babycakes NF
0
Sweet Bites
0
Late night food:
9.30 - 10pm
6
0
3
3
1
Classic fish and chips served in individual boats
0
Bowl of Fries served with tomato sauce
90
Parmesan Truffle Fries
0
Arancini (seasonal flavour changes)
0
Margherita
165
Pepperoni
165
Pizza Vegan (12 slices)
0
Pizza GF Base (12 slices)
40
Food order outside standard menu
555
Ham
0
Hawaiian
0
37 x Eggplant Parmigiana $15 (replacing the W&F Truffle Mac & Cheese)
Food package (if selected):
0
Food service:
Food station or canapes items handed around?
Dietaries:
TBC
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
34.9
Food Spend (invoiced):
6695
$
INVOICING DETAILS
Invoicing Details
Booking & Set Up Fee
Microphone hire
Food Selection
BYO Cake Fee
Drinks on arrival
Pre-ordered drinks
Decorations
Entertainment
Security
TOTAL FIXED COST INVOICE
0
$
6695
$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
0
0
Invoicing Recipient
Via email
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 minimum guest number 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
