DECORATIONS
Do you have any decorations booked or would you like to book any decorations through us? Please see attached our decorations brochure. We have a Christmas tree and christmas decorations set up over the silly season.
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
You can connect to our TV screens via your laptop and HDMI cable which we have already installed.
MUSIC
You can email us spotify playlists to barcrew@vyc.co.nz. If your event has a party vibe, we recommend two. One for arrival and winddown, 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 or Band Info
Let us know DJ 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
FORMALITIES
Do you 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 one from us please let us know which cake, flavour and colour you are after?
If you have speeches we recommend 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. Check out our blog (link below) for a guide on how to plan food service and the timing of formalities.
We are happy for you to arrange a cake from another caker, but charge a $50 BYO fee.
BEVERAGE
Bar Set Up
If you would like to reduce the beverage offering please let us know what you would like to include on the TAB. We prepare a custom menu for each event so that you guests know what is available*
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)
Selected wines, spirits or cocktails if choosing specific items
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' which 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
Any items ordered from the Big Menu will be pre-invoiced approx. 14 days prior to your event along with your other fixed items. We recommend under ordering from this menu, as guests will drink a variety of drinks, alongside specific orders.
Any items ordered from the Big Menu will be pre-invoiced approx. 14 days prior to your event along with your other fixed items. We recommend under ordering from this menu, as guests will drink a variety of drinks, alongside specific orders.
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. The calculator is not available on mobile.
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 Spritz 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
1. Food On Arrival
Let us know if you would like to order any Platters to be served on arrival? If yes please select below:
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)
2. Main Lunch / Dinner Service Selections
We have menu selections for the table, but a dedicated menu for both Vegan and Vegetarian guests. Please let us know how may vegan and vegetarian meals you require. This is seperate from you menu selection for the whole table which includes meat and seafood products.
Number of Vegetarian Menus
Number of Vegan Menus
Main Table Menu Selections
Main Course
Side Options
Dessert
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
Pepperoni
Ham
Hawaiian
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.
Dietary Requirements
Please let us know names of guests who have ordered the Vegan Menu or the Vegetarian Menu. As well as any other guests dietary requirements or allergies.
Set Up
Table Setting & Floor Plan
We have a standard banquet floor layout and table set up including candles that is covered by your booking and set up fee.
Floor Plan
The Black Door layout is one long banquet table. But if you are dining at VYC there are a number of options. If you would like to specify a preference please select below. If not we will organise the layout based on the best arrangement for your total guest number.
Table Setting
We have a standard table setting, but for those who want to elevate their table decor we have created a menu where you can specify the smallest of details through to a range of fully curated table settings.
event DINING questionnaire
NOTES
Questions with an asterix* are required
We open our doors 15 mins prior to guest arrival for early comers. Our standard evening dining event time is 6.30pm - 12 am but we can accomodate different times. Lunch events conclude at 5pm unless by prior arrangement.
Our booking fee covers events up to 5.5 hours, however you can extend your event for $300 per hour to cover the additional staffing. If you would like extra time let us know. We are licensed to 4am.
VYC minimum dining guest number (or equivalent spend) is 40 guests Sun - Thu. 60 guests on Friday & Saturdays. Mid Nov - Dec the minimum is 80+ due to Christmas demand.
Black Door minimum dining guest number is 20
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).
Welcome
INVOICING
Please confirm who the invoice is to be made out to including address requirements and PO number if applicable. Thanks
ONE LAST ?
Please let us know if there is anything else not covered by this questionnaire that you need assistance with. Thanks
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.