top of page
Sarah's Wedding
EVENT RUNSHEET
Sarah's Wedding
4
Run sheet #:
Date:
Saturday, June 6, 2026
Guest arrival time:
3.30pm
Guest number:
45 Guests + 3 x Vendors
Host / Organiser:
Sarah
General info:
Sarah's wedding in front of the VYC bar, drinks in the Black Door, followed by dinner and dancing downstairs. Ceremony setup at the bar, seating in the terrace, 40 chairs down the middle. Celebrant to be behind bar for the ceremony. Bridal party each side of the bar. They will still use upstairs for drinks, while VYC changes the set up then back down for dinner.
Set up:
Team has 3 floor plans for ceremony, dining set up and seating plan
Standard table set up. Head table to have a black cloth instead of white $10 fee.
Sarah-Lee providing dusty pink table runners and coasters for seating plan (plan provided).
Guest favours (coffee packs) to be placed on oar area table after dinner for guests to take home as they leave.
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, Host flowers to cover tills, 40 x chairs set up in terrace, Vendor dining table to be set up in the oar area (DJ photographer and celebrant), FIRE ON
Dining transitioning to dancing. 1 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.
Host bringing 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. Jo has photos from the practice run.
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.
Cake delivery
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 drinks 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 Group photo around the fireplace and ceremony chairs. Fire On TBC?
Post photo - 6pm Drinks and entree (Antipasti entree selection) in the Black Door
VYC dining and DJ set up while guests are upstairs.
6pm Downstairs seated for dinner (main and cake)
6.15pm Main served
7pm Main cleared
7.30pm Cake ( to be taken to the kitchen and cut, before being served on platters and handed around)
8pm speeches
8.30 First dance and DJ to start
Guest favours to be added to the table in the oar area ready for departure.
9 - 11pm Dancing
10pm 6 x bowls of fries (with tomato sauce)
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
No arrival platters, but Entree is being served up in Blackdoor on platters, during mix and mingle
Seated for dining
6pm
Cheese & Antipasti
ENTREE
MAIN
Herb Crusted Beef Sirloin, Chicken Parmigiana, Rosemary Roast Lamb Rump
Side Options
Roasted root Vegetable, Special request charred broccolini with toasted almonds, No onion or garlic, Warm bread rolls with artisan salted butter
DESSERT
Late Night Food:
10pm
6 x late night bowl of fries with tomato sauce
Food & Beverage Service:
Shared Family Banqet (Large platters in the centre of the table)
Dietaries:
Dietary requirements served individually where required.
Seating plan will be provided with where dietary guests are sitting.
3 x vendor sitting at oar table
2 x Vegetarian (both do not eat eggs)
Child with special requirements - require the host to uber eats Popcorn chicken.
MENUE CHOICE
Entree: Cheese & Antipasti - This will served in the black room during cocktail hour
Main: Herb Crusted Beef Sirloin, Rosemary Roast Lamb Rump, Chicken Cacciatore.
With the beef and lamb, can we please have these without onion and garlic due to dietary requirements
Sides: Roasted Root Vegetables, Charred Broccolini with toasted almonds - Both to have no onion and garlic.
For the two vegetarian meals - We would like two vegetarian ratatouille as they do not eat egg
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Welcome table to have 4 bottles of Prosecco for arrival drinks along with Corona x 12 Prosecco x 10 (2 extra bottles) Orange Juice served in champagne flute x 5
Set up on the round table at the door for arrival.
Prosecco to be charged by the bottle not glass for cost efficiency.
4 x Prosecco (right) and 4 x beer (left) each side of the bar for the bridal party.
1 x Beer and 1 x Gin lime and lemonade in a flute glass for Sarah-Lee's parents after walking her to the isle.
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
1200
Drink on arrival
776
Pre-ordered drinks or TAB estimate
Food selection
5760
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
-1536
6536
TOTAL
8300
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
bottom of page