e events@witchmountestate.com.au
w www.witchmountestate.com.au
p 03 9747 1111
@witchmountestate
please note, prices listed are always subject to change until booked and conrmed.
Event Planning Guide
We are absolutely thrilled you have chosen
Witchmount Estate for your event and we look
forward to bringing your vision to life. We are
committed to providing exceptional hospitality
and creating a warm and inviting atmosphere for
you and your guests.
Now that your date is secured and your event
space is locked in, it’s time to start planning the
other details of your day. At this stage you will
have received a copy of our current menu and
some information to enhance your event.
Our events specialists are here to assist you
throughout the planning journey to help you
organise and style your event. Please do not
hesitate to get in touch with us at any time.
Let’s get started!
Welce to...
Witchmount Estate.
If you have chosen to host your event in The Barrel Room, the Barrel Courtyard is exclusively yours to
use. This includes the barrel room courtyard, two wine barrels, bar stools, heaters and festoon lighting.
If you have chosen to host your event in The Harvest Room, the Harvest Gin Garden is exclusively
yours to use. This includes outdoor furniture, two wine barrels, bar stools, heaters and festoon lighting.
Your functi space
Witchmount provides table numbers and
personalised menus (black trifold) as part of your book-
ing. Please get in touch with our events team to discuss
custom design for these elements or if you would prefer
to supply your own.
White table cloths on black table linen is also included
as standard. All-white linen or all black linen can be
arranged at an additional cost of $10 per table. Long
rectangular tables are also available for hire through our
vendor partners.
Event sling
Other ideas
tables + table decor.
A decorative wine barrel is included in your reception
booking. You may like to use this for your cake. We can
arrange another set of wine barrels with a wooden plank
for your wishing well, gifts or decorations. Additional
barrels can be hired for $25 each.
wine barrels.
wishing wells.
We have multiple lockable Wishing well
optionsto hire for your guests to post their
cards and well wishes. $50
Antique lounges and armchairs for your guests to
relax either inside or in the courtyard.
Whole set $210 or 2 sets for $400
lights.
couches.
Choose to add festive fairy lights to your
reception space, pricing includes set up, pack down,
insurances from our event partner installer.
$600 - Barrel Room
$400 - Harvest Room
greenery.
Opt in for greenery and white owers to decorate
your tables and bridal table. Contact our events team
for more information (price on application).
Many of our guests choose to offer personalised cocktails on arrival at their event. This is priced at $12 per
person or $14 per person for alternating cocktails.
• Select from
• Golden Snitch
• Ever Lasting Love
• Fruit Tingle
• Cosmopolitan
• Mojito
enhance your guests experience
Cocktas arral
drinks.
Entertainment
Our touch screen photobooth is extremely easy for your guests to use and includes:
» Unlimited double strip photos
» On the spot printing
» Box of props
Hire fee $840
In addition to your photobooth hire, you may choose to purchase a Guestbook Photo Album. A lovely
keepsake, the album comes complete with pens and glue for your guests to add a copy of their photo
and write a message whilst also keeping a photo for themselves.
$40
We can customise your photobooth artwork. $50
Any reworks, pyrotechnics, bubble or smoke
machines need to be discussed with management
prior to your event as restrictions apply and insurance
paperwork is required well in advance. We can
co-ordinate an outdoor reworks or drone sky display
to wow guests at the conclusion of your event.
photobooth.
lawn games.
reworks/drone sky display
music.
external catering.
Select up to 3 lawn games including Giant
Jenga, Coights, Ring Toss, Giant Connect
Four, Sack Toss & Giant Chess
$140
We always recommend that our clients
hire an MC as well as a DJ or band to
keep the celebration moving along and to
keep the danceoor busy! Contact Bloom
Entertainment by Design or review our
recommended vendors list.
All external catering companies must provide
certicates of insurance and food safety. Please discuss
any catering requirements with management.
Imptant infmati
Specic delivieries for your event including your cake and owers, are only accepted on the day of your event
or the day before your event unless pre-organised with the events team.
alcohol on the estate.
cake + owers.
We do not allow the BYO of any alcoholic beverages onto the Estate. We reserve the right to hold any BYO
alcoholic beverages which will only be returned at the conclusion of your event. We do not allow any wines,
with the exception of Witchmount Estate wines, to be used as guest gifts on departure or for any other purpose
unless conrmed in writing with Witchmount management which will incur a corkage fee. You are however
welcome to supply a bottle of spirits (one per table) up to 750ml. This also incurs a corkage fee.
external styling.
Witchmount Estate must approve all styling outside of standard oral arrangements that require
semi-permanent installation. Should you choose to style your own event or engage an external company
please let us know. Any roof installations must be completed by a professional with public liability.
Timeline
initial consultation.
This is our rst ofcial meeting where we invite you
to sit down with one of our dedicated event specialists
to discuss the styling and planning of your event. This
meeting takes place 4-6 weeks prior to your function.
Our team will pre-book this date and time for you. At
this meeting we will discuss and nalise the following:
Menu Selection
Timings for your event
Vendors
Styling and Planning
We will book in your nal item drop off date and remind
you of the submission date of nal numbers and
dietaries. (17 Days prior maximum, with full payment
required 14 days prior)
just booked.
After booking your event, we encourage you to get
in touch with our events team to discuss any styling
assistance you may
require, or event supplier recommendations. The clearer
you are about your vision for the event the more we
can help you to plan the kind of day you want to host. A
Pinterest moodboard is always helpful!
At this time we will also send you a copy of our Seating
Chart Template that must be lled in for our nal
meeting as well as a copy of our Details Form. This
form includes all the information we need about your
suppliers, contacts and other important details and
helps us bring your event to life.
nal numbers & dietaries.
17 days prior to your event, we strictly require
your nal guests numbers and dietaries, conrm
any decor options and nalisation of your oor
plan. After this time we may be limited as to how
thorough we can be bring your event to life..
nal document signing.
Once our function coordinators have completed
the nal paperwork for your event and are ready to
hand everything over to our logistics department
and chefs, we will email a copy for you to sign off
and conrm. This MUST be signed off a minimum
14 days prior to your event. This will include
1. Timings of your event
2. Final Guest Numbers
3. Seating Chart with dietary needs and kids high-
chairs etc.
4.Alphabetic guest list (ie SPITERI, BRENTON TABLE 4)
Once nal document signing has taken place,
your events coordinator will pass all documents to
our operations team including chefs and logistics
mangers to place food and beverage orders ready
for that weeks events.
We do kindly ask for no changes after this time so
we have 100% understood exactly how you would
love us to bring your event to life. Any last minute
changes do take the risk they may be missed
or overlooked when setting up for your event.
- Additional surcharges apply for any changes
made after nal documents have been signed and
handed to our logistics & operations team.
item drop o.
Place cards are to be provided in seperate
envelopes by table. The rst card is the
guest who appears at the top of your
SEATING CHART - the 12 o'clock position
as shown on the oor plan. Place cards
must be pre-folded.
If you are providing event favours, please
highlight clearly on your SEATING CHART
who is to receive one. If place cards are
not in order of table, and in exact order of
guest from position 1, there is a $2 per card
fee for our staff to do this for you.
We kindly request these items to be
dropped off 5 days prior to your event so
we can place them out when setting up
your event. In the event they are dropped
off on your event day, please allocate a
friend or family to do this for you, as our
events staff will not be made available to
do this.
Running times
daytime events.
Day events run anytime between 9am until 5:00pm
The most popular timings we nd are 12:30pm - 4:30pm
evening events.
Barrel Room events. Harvest Room Receptions.
7.00pm event commences
7.00pm Guests are seated
7.30pm Entrées are served.
7.45pm Speeches and cut cutting to take place afterwards.
8.30pm Main meals are served
9:30pm Dessert is served
9:45pm Supper is served (if added)
6.30pm event commences
6.30pm Guests are seated
7.00pm Entrées are served.
7.30pm Speeches and cut cutting to take place afterwards.
8.15pm Main meals are served
9.15pm Dessert is served
9:30pm Supper is served (if added)
In most cases, your event space will be accessable 1 hour prior to your booking time, however please reach
out to your event co-ordinator and if we do not have an event prior to your event, we should be able to give
access earlier.
Our suggested run times are listed below. This is a guide only.
Frequently
asked questis
We recommend speaking to Ivory and Noir to order
Seating Chart, Welcome signs and Wishing Well signs.
These are additional costs through this company.
Is signage included?
Do we need to select suppliers
from your recommended event
partners list?
You may choose any suppliers you feel most
comfortable with for your event. Our suppliers come
highly recommended and have worked with us
extensively so it is a good idea to start with our list
when selecting vendors.
Does Witchmount Estate have
high chairs?
Yes. Please let us know how many children will
require a high chair or booster seat so we can
organise their seat for you (subject to availability).
When does the beverage package
commence?
If you have selected a beverage package, this begins at
the start of your hired time. If guests arrive before this
time, they are welcome to purchase drinks from the
bar, or you may select to have a bar tab for them.
Are owers included as part of
our booking?
Flowers are not included as part of our eveng
packages however you may like to opt in for greenery.
Otherwise we suggest engaging a orist to decorate
your event at your discretion.
Are event timings exible?
Our suggested run times are a guide. Depending on
availabililty we may be able to re-work timings.
Flo Plans
These are our basic oor plans with our round tables for both The Barrel Room and The Harvest
Room. Floorplans may alter slightly depending on your number of guests.
Pre-Event
Checklist
things to consider when
planning your event.
Send out invites with an early RSVP
Select your menu
Collate your guest lists
Book Musicians and/or entertainment
Florist/stylist
Choose stationary, menus, place cards, invitations)
Purchase cake
Drop off items including place cards etc
Image Credits
The Wedding & Portrait Studio
Allie Claire Creative
Ashley K Wedding Photographer
