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Sarah's Wedding Costing and Run Sheet
EVENT RUNSHEET
Sarah's Wedding Costing and Run Sheet
Run sheet #:
Date:
Saturday, June 6, 2026
Guest arrival time:
3.30pm
Guest number:
60
Host / Organiser:
Sarah
General info:
Sarah's wedding in front of the VYC bar, happy hour in the Black Door, followed by dinner and dancing downstairs. Ceremony setup at the bar, seating in the terrace, 30 chairs row down middle. White cloths over the bar tills, and celebrant to be behind bar ceremony, bridal party each side of bar. They will still use upstairs for happy hour, while VYC changes the set up then back down for food.
Set up:
Options send to Sarah for consideration
Standard table set up. Head table to have a black cloth instead of white $10 fee. Sarah-Lee providing dusty pink table runners and guest favours (credit card bottle openers) for the tables. To be delivered to VYC on Thursday prior for set up.
Other requirements:
Cake table in main speeches area, Gift table at entrance, Table cloths ironed with set up, Vendor dining table to be set up in the Oar area (DJ and photographer), Signing table, White cloths covering the taps for the ceremony
Dining transitioning to dancing. 2 x left hand side tables to be slowly removed for dance floor to be created.
Decorations:
VYC candles & flowers
Sarah bringing in a floral arrangement for the bar. Small elevated step inside the bar for the celebrant. Ceremony in front of the bar.
Flower wall and easels have been booked directly by Sarah-Lee. Easels to be placed at the top of the stairs.
Flower wall being installed in the Oar area against the short wall (as per floor plan below) . Floral Instructions, signage and flowers to be dropped off on Thursday along with the Brides emergency kit. Sarah-Lee will provide photos, VYC will do their best to replicate.
You are welcome to book any decorations directly from local suppliers. The team are onsite for set up as per the event schedule below.
Lighting:
Mid soft then dark and moody after formalities
AV Set Up:
House sound system, Wireless microphone $129 incl GST
EVENT SCHEDULE
Set up time / Pack In
Staff onsite for set up; Decorators, DJ, Entertainment, Host checks
Please advise if you require additional set up time
1.30pm
Doors open
Bar set up and ready for service
3.15pm
ARRIVAL
Guest arrival time
3.30pm
FORMALITIES:
2pm Set up with pre-photos, Bridal party then to wait in the Black Door until 4pm as guests arrive in the lead up to the ceremony. Black Door to be staffed.
3.30pm Guest arrival VYC
4pm Ceremony in front of the bar. Celebrant inside the bar.
After the ceremony everyone to get a drink from VYC before heading upstairs for the Cocktail hour so that the Bride and Groom can be upstairs ready to greet everyone. BD door to be closed until Sarah-Lee is ready to receive guests.
4.30pm - 6pm Drinks and entree (Antipasti) in the Black Door
VYC dining and DJ set up
6pm Downstairs seated for dinner (main and cake)
6.15pm Main served
7pm Main cleared
8pm Cake & speeches (move remaining timeline forward 30 mins?)
8.30 / 9pm First dance - DJ to start?
9 - 11pm Dancing
11 - 11.30 Wind down half hour
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Yes BYO cake, Being delivered 1.30pm Saturday
MUSIC:
Spotify playlists, DJ set up during the transition to dancing, DJ Set times TBC
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
CONCLUSION
Last call for last drinks order
Wind down half hour - lights slowly increase while music volume slowly decreases.
CLOSE (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)
PACK OUT
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
11pm
11.30pm
SECURITY BOOKED:
3.15pm - 11.45pm (7.5 hours)
FOODClick Eye to see Dining Menu
Food on arrival:
Platters or canapes served before being seated for dining
Seated for dining
6pm
ENTREE
MAIN
Side Options
DESSERT
Late Night Food:
10pm
8 x Fries with tomato sauce $120
Food & Beverage Service:
Table service, Drinks table and bar service
Dietaries:
Dietary requirements served individually where required.
Seating plan will be provided with where dietary guests are sitting.
Final dietaries TBC - currently 2 vegetarians.
2 x Vegetarian / vegan options on offer
Child with special requirements - fries with tom sauce to be served for the child on the main bridal table. May require the host to uber eats Popcorn chicken. Special needs child, so may need soothing.
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Corona x 20 Prosecco x 20 Orange Juice served in champagne flute x 5 Set up on the round table at the door for arrival. Numbers TBC (Currently on suggestions) Prosecco to be charged by the bottle not glass for cost efficiency.
3 x Prosecco and one Cocktail each side of the bar for both bridal parties to have after the ceremony. Cocktail is for the bride and groom - Sarah-Lee to advise which cocktails.
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
House wines, Beer, House spirits, Non-alcoholic, Cider
Drinks package (if selected):
None
BAR TAB
$3,000
Notify Sarah- Lee at $2,000 and $2,500.
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
INVOICING DETAILS
$
Booking and set up fee
900
Drink on arrival
Food selection
6958
Cake Fee
50
Decorations
10
Wireless microphone hire
129
Entertainment / Extra AV
Security if applicable
375
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
-1958
6958
TOTAL
8422
Bar TAB to be settled on the night (unless by prior arrangement)
If minimum spend is not reached the balance is charged as a 'venue hire fee'
All fixed costs invoiced approx. 10 days prior to the event. Invoice payment terms are 3 working days unless by prior arrangement.
Deposit
Any deposit paid to either be refunded the following week or deducted from invoice if invoiced.
All costs include GST
Invoicing details
Sarah via email
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