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Sarah's Wedding Costing and Run Sheet
EVENT RUNSHEET
Sarah's Wedding Costing and 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, signature cocktails 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. Still making mind up on a few details. They will email us, they will still use upstairs for cocktail hour, girls and guys cocktail, 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
Other requirements:
Registration Table, Cake table in main speeches area, Gift table at entrance, Table cloths ironed with set up
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.
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
2pm
Doors open
Bar set up and ready for service
3.15pm
ARRIVAL
Guest arrival time
3.30pm
FORMALITIES:
2pm Set up with pre-photos
3.30pm Guest arrival VYC
4pm Ceremony in front of the bar. Celebrant inside the bar.
4.30pm - 6pm Cocktails and entree (Antipasti) in the Black Door
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
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
Antipasti
ENTREE
MAIN
Side Options
DESSERT
Late Night Food:
10pm
8 x Parmesan Truffle Fries $136
Food & Beverage Service:
Table service, Drinks table and bar service
Dietaries:
Final dietaries TBC
2 x Vegetarian / vegan options on offer
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:
Black Door cocktail hour 2 x cocktails, House wines, Beer, House spirits, Then VYC House wine, beer and spirits, Non-alcoholic
2 x signature cocktails for the cocktail time in the Black Door. One Gin French Martini with florals / One Whiskey Sour (both $22)
Drinks package (if selected):
None
BAR TAB
$2,000 - $3,000
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
INVOICING DETAILS
$
Booking and set up fee
800
Drink on arrival
Food selection
6976
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
-1976
6976
TOTAL
8340
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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