WEDDING GUIDE

Save the date

CONTENTSWedding Guide

Inclusions

Food & Beverages

Wedding FAQs

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Our experienced team can work with you on every aspect of your big day.

Get in touch today to start crafting your perfect wedding from start to “I Do” and beyond.

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YOUR wedding PACKAGE

YOUR INCLUSIONS

Round banquet style seating with raised head table

Black/white tablecloths & linen napkins

Quality cutlery, crockery and glassware

Exceptional food and beverage staff

Licensed serviced bar

Cake table

Gift table, seating plan stand

Handheld microphone, lectern and sound

Wedding party access to Transport World including access to some

vehicles for photographs

Access to balcony with views over Invercargill

Personal consultation with on-site chef Mat Jackson of

MASH catering

Event Management support throughout the duration of your

coordination process

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BILL’S SHED (GALA DINING HALL)PRICE ON APPLICATION

FLOWERS

SPECIAL LIGHTING

DECORATIONS

SEAT COVERS

DANCE FLOOR

ENTERTAINMENT

NAME TAGS

EXTRAS

Priced according to requirements.

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FOOD AND BEVERAGESAll food and beverages on the premises are provided by our fabulous onsite caterers, MASH Catering.

Head Chef Mat Jackson will tailor a dining experience suited to

your tastes from the best seasonal and local cuisine. You may

opt for sophisticated canapes, an abundant buffet or elegant a la

carte dining. View the MASH Menu which includes a wine and

beverage list for more information. Your Event Manager is also on

hand to organise a personal consultation with Mat should you wish

to have this service. Talk to the team to find out more information.

WEDDING FAQ’S

How do I reserve my wedding reception at Bill Richardson Transport World?Firstly congratulations, this is such an exciting time! Once you

have your date and venue selected, a Booking Agreement

will be drawn up. The Booking Agreement is the key

confirmation of your event, time frame, room hire,

minimum expenditures, deposit, schedule and

general estimate. To confirm your Booking

Agreement as definite, we require a signed

agreement and a deposit to be paid.

What is the capacity of the venue?We have two main event spaces available for

wedding receptions: Bill’s Shed and the Driver’s

Den or the Driver’s Den and Engine Room combined.

The Driver’s Den can accommodate up to 200 guests

seated and Bill’s Shed can accommodate 600 guests seated.

What timeframe does the event hire cover?The hire period extends from 12pm the day before your wedding

until 1.00am the night of your wedding day. The bar will close

at 12am at the latest and all supplier and entertainment

gear is to be packed down on the night. There could

be some flexibility with pack out, however, this is

on a case by case basis and by arrangement with

your Event Manager only.

Can I confirm a Booking Agreement without menu selections?

The Booking Agreement does not confirm details

of menu, beverage, set-up and event timeline.

These details are confirmed later in the planning

process in a new document called your Event Run Sheet.

Event Run Sheets are completed between six months and 30

days prior to your event. The Run Sheet will contain all details of

the event including food, beverage, set-up, timelines and detailed

pricing.

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Can I take my wedding photographs at Transport World?Yes absolutely! Every Transport World wedding package includes

one hour access to Transport World for the wedding couple, the

wedding party and their photographer accompanied by a Transport

World staff member. Usually Transport World vehicles cannot be

touched, however, we will allow your wedding party the special

privilege of supervised access to specific vehicles. You are welcome

to arrange a scouting visit with your photographer and one other

guest prior to your wedding. This will need to be pre-booked and

arranged with your event manager.

Can my guests access the Transport World collection whilst attending the reception?Access to the collection is dependent on the rooms you hire for

your reception. If your event is held in Bill’s Shed your guests

will have access to Bill’s Shed and the Ian Ridd Shed only. These

areas house a mixture of vintage vehicles, racing cars, wearable

art and agricultural machinery. If your reception is being held in

either the Driver’s Den or Engine Room access to the collection is

not included. However, views to Bill’s Shed are available through

a glass mezzanine. If you would like your guests to visit Transport

World talk to your Event Manager as this can be arranged for a fee.

How much money is required for the deposit?Your Booking Agreement will outline the deposit schedule based

on your room selection, minimum expenditure requirement and

expected guest count. A deposit of 20% is required to confirm

your booking with a signed agreement as your initial investment.

Your final balance will be due 30 days prior to your wedding day.

What forms of payment do you accept?Bill Richardson Transport World accepts all major credit cards,

direct transfers into our account and cheques. Invoices will be

provided each stage payment is required and our account details

will be listed on the invoice.

What if we need to postpone the wedding?Please make sure you are certain before signing your Booking

Agreement – all deposits are non-refundable and non-transferable.

When can we make our menu selections?All food and beverage arrangements and room set up details are

to be finalised no later than 30 days prior to the function and no

earlier the six months. Prior to this finalisation, all prices are subject

to change. We have a range of menu options available to suit your

day – talk to our Event Management team to find the best options

available for your style and budget.

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The food selections are very important to us, can we taste the menu before our wedding day?Food is very important to us as well! A pre-tasting service can be

arranged for a fee. Discuss with your Event Manager to arrange.

Please note that due to the design of the tastings, buffet offerings

cannot be sampled. Your tasting can be scheduled up to six months

prior to your reception. Private tastings are held based on the

chef’s availability. We will need at least three weeks’ notice to plan

and prepare for your tasting.

We have guests that are vegetarian, gluten free and have severe food allergies – can you accommodate?Absolutely. Dietary requirements are an important part of event

planning and we are happy to accommodate. We recommend

asking for dietary requirements during your RSVP process as you

will need this detail with your final count.

Do you have children’s meals?Yes absolutely. Please talk to your Event Manager to learn about

the best options available.

Do you offer vendor meals?Yes we can do this. We recommend talking to your external

vendors to see if they require this service as there will be charges

associated. Vendors often prefer a light meal in an alternative

location to the main reception, so the fees associated will be lower

than those charged for reception attendees.

What speciality vendors can we use?You are welcome to use any supplier of your choice to theme,

decorate or entertain at your wedding. You must notify your Event

Manager and obtain approval of all arrangements with suppliers

regarding access, deliveries, pack in and pack down and the use of

ladders or machinery.

Please consult with your Event Manager for approval regarding

arrival, departure and set-up times, as well as other special

considerations. These details will be outlined on your final Run

Sheet so our security team can facilitate. Due to our unique venue

visitors and vendors may not be allowed site access outside of

these pre-determined and posted times.

We have a list of preferred suppliers which we are happy to share

with you on confirmation of booking. They are our preferred

suppliers because we trust the quality of their work and they know

our venue; meaning they can deliver services for your big day in an

efficient manner.

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Do you decorate the venue and tables?We will do whatever you want us to do – if you want to bring in

your own suppliers or DIY the decorative touches you are welcome

to do so. We will work with you to coordinate the delivery of

centrepieces and other table decorations the day before your

wedding and, if you want, we will place these on your tables for

you at no additional cost. There are some limitations to what can

be fixed to our walls and what materials can be used in our venue

so please discuss your plans with your Event Manager well ahead

of your wedding day.

Additionally we have our own stock of beautiful decorative pieces

including festoon and fairy lights, candles and candelabras, table

runners and vases and a variety of gorgeous Instagram worthy

pieces (in fact check us out on Instagram). We can also produce

name cards, seating plans and menu cards. Contact your Event

Manager to arrange a time to look over our collection. Price list

provided upon request.

When is the final guest count due?The final guest count is due 10 working days before your reception.

At this stage, we will also require any dietary requests, children or

vendor meal requirements.

Can we take the leftovers home?Bill Richardson Transport World does not permit the packaging and

removal of any food or beverage that is not consumed during the

scheduled event, except wedding cake. As a rule, we are careful to

design catered packages that minimise food waste.

Can we bring in our own alcoholic beverages?Bill Richardson Transport World has strict licensing requirements

and no outside alcohol is permitted to enter the building. As a

venue we adhere to New Zealand’s Sale & Supply of Liquor Act.

Where do my guests park?There is ample free public curbside parking around the perimeter

of the building. You may also arrange for wedding vehicles to bring

the wedding party right up to the main doors of Transport World,

this is not only convenient but also provides a fabulous photo

opportunity! Special reserved parking for buses and wedding

vehicles can be arranged by liaison with your Event Manager.

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BILL RICHARDSON TRANSPORT WORLD

491 Tay St, Hawthorndale, Invercargill 9810T: 03 217 0199

www.transportworld.co.nz