EVENT RUNSHEET
Wedding Reception
LOGISTICS
Date:
Saturday, November 8, 2025
Guest arrival time:
2pm
End time:
6:30pm
Guest number:
80
Host / Organiser:
Caitlin - 0212396852
General information:
Wedding reception - canapes and drinks while speeches, cake etc. is happening then a couple of hours to spend time with our loved ones
SET UP
Set up:
Cake table in speeches area, Privacy Curtains (Black Sheers over the windows) ideal for presentations or privacy VYC only
Decorations:
VYC candles & flowers
Audio Guest Book, Photo booth - complete package 4 hours
The team are onsite for set up as per the event schedule below.
AV Set Up:
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
Doors open
Bar set up and ready for service
ARRIVAL
Guest arrival time
2pm
THE MAIN EVENT
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Music:
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 1pm the following day. For events on a Saturday 1pm the following Tuesday. If decorations are booked directly with local suppliers please let them know our pack in / out times for their scheduling
6:30pm
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Bar Set Up:
Beverage selection to include:
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:
$
Cheeseboard (18 guests)
0
Italian Antipasto Platter (18 guests)
0
Lemon Thyme Salmon Platter (18 Guests)
0
Italian meats, cheese & crudities (18 guests)
0
Oyster Platter
0
Fresh mixed sushi platter (47 pieces)
0
Winter Burrata Board
0
Deep Fried Burrata Board
0
Full Grazing Table 1.6 x 0.8m
0
Main food service order:
0
Miso shiitake rice paper rolls NGA, DF, Vegan
0
Courgette & haloumi fritters NF
0
Arancini (seasonal flavour changes) NGA
0
Whipped ricotta and honey crostini
0
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken croquette with herb sauce DF, NF
0
Jaggery lime fried chicken NF, DF
0
American cheeseburger sliders, NF
0
Crispy fried chicken sliders NF
0
Teriyaki Meat balls with sesame
0
Lamb fillet skewer NGA
0
Little beef pies with tomato relish NF
0
Classic fish and chips NF
0
Fries served in individual cones NGA, NF,
0
Mexican prawn, sweetcorn fritter NGA, NF
0
Miso ginger salmon skewers on soba noodle DF
0
Cheese burger sliders & side fries NF
0
Crispy chicken tacos, mexican slaw NF
0
Mac n cheese with truffle parmesan crust NF
0
Falafel, pearl cous cous salad
0
Vegan soba noodle salad DF, VEGAN
0
Slow roasted tomato and pesto Gnocchi NGA
0
Lamb kofta
Margherita
0
0
Pepperoni
0
Ham
Hawaiian
0
0
Vegan Pizza (12 slices)
0
GF Pizza (12 slices)
0
Classic Roll Station
0
Gourmet Roll Station
0
Lemon curd meringue tarts NF
0
Passionfruit curd babycakes NF
0
Pear & ginger baby cakes
0
Late night food:
Classic fish and chips served in individual boats
0
Bowl of Fries served with tomato sauce
0
Parmesan Truffle Fries
0
Arancini (seasonal flavour changes)
0
Margherita
0
Pepperoni
0
Pizza Vegan (12 slices)
0
Pizza GF Base (12 slices)
0
Food order outside standard menu
Ham
0
Hawaiian
0
Food package (if selected):
0
Food service:
Dietaries:
Food Spend (invoiced):
0
$
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
$
0
$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
0
0
Invoicing Recipient
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
