It is at
this point when you meet everybody, and everybody meets you, either from a
‘line up’ orIndex Page C.A.ROOKES WINE MERCHANTS of STRATFORD UPON AVON CV37 0AH Phone 01789 297777
WEDDING
& EVENT
PLANNING.
I have tried to put down on paper ideas and experiences, from various weddings and events that we have attended, not only
serving the booze but also running a ‘free’, or
‘subsidised’ or ‘pay bar’ (pub prices) while the disco/band is
performing after the feast. The first
question I’m always asked is “How much is it going to cost?”
A MEETING ~ here or at home?
It's best to come and sit round the table here at C.A.Rookes Wine Merchants, and meet Giles, Carole & myself and lets us know what you would like and see my full range of wines, or I could come and visit you at your home. If you would like me to come to your home and bring some wines for you to taste, it would help if you could let me know what price range, £4.95 (or less), £5.95, £6.95, or more? It would also be helpful if you could let me know if you prefer, French wines, or Spanish wines, or Chilean wines or Australian wines so as I can bring a selection for you to see. All the wines I stock are here on my Price List and it's also worth while to have a look at the This Months Offers for Champagne & Sparkling wine deals. I can bring with me examples of the glasses that we would us, and possible a DVD (trying to produce one) of events that we have worked at. Below are some photo's of a recent birthday party, which had a Cowboy/Cowgirl, Country and Western theme.
THE
RECEPTION.
It is at
this point when you meet everybody, and everybody meets you, either from a
‘line up’ or
mingling with your guests. Line-ups can take time, and I would recommend that the greetings be
done on arrival at the events reception rather than later when guests proceed into the feast. I have
seen the first family passing the Bride and Groom and then waiting over an hour staring at the
buffet, tummy rumbling. We would like to greet your guests with a chilled glass of champagne and
soft drinks, before or after you have welcomed them. It has been customary that guests are not
offered a reception drink until after the Bride and Groom, but the photographer can take a very
long time, what would you like
us to do? I am not a great fan of punches and cups, as they are time consuming to
produce and it means you will be mixing the grain and the grape. Soft drinks,
orange juice & elderflower would also be on the waiter’s tray and any
special requests (my Doctor says I can only drink red wine) can easily be
fetched from the bar. I have discouraged the consumption of beer and lager until
after the wedding feast, as it's your special day and not a visit to the pub, unless the hosts request it.
THE
SPEECHES.
One of the
first weddings that we provided the booze and service for, the hosts had
arranged to have the speeches at the end of the reception before the guests
proceeded on to the Wedding feast. This did two things, one it avoided the waste
and cost of another glass of champagne at the end of the feast, I know it’s
your money but I hate throwing champagne away as we have seen too many glasses
left untouched. Secondly we noticed that the people who were giving the speeches
were much more relaxed, the adrenaline was running high as the greetings were a
friendly experience and speeches were delivered with ease. Delivering speeches
after 2 hours of feasting and thinking about what one has written down can make
a nerve-racking experience, a daunting task for many people, with or without the
assistance of alcohol.
THE
FEAST.
At most
events we have placed bottles of water and wine on the tables, so that guests
can help
themselves. As waiters we monitor this and if guests find it difficult to choose a bottle for some
liquid refreshment, we will be there to help. Full wine waiter service can be provided but it does
mean one will have to have more staff to serve wine and water to each guest. Monitoring each table
is important seeing who is drinking white wine and who is drinking red and moving the bottles to
the relevant drinkers. Towards the end of the feast I am inclined not to leave bottles on tables but
make sure that those who want more will have a full glass. The theories being that this avoids many
half empty
bottles being left on
the tables after the guests have departed. At some weddings, when it has been
planned to have the speeches at the end of the feast, instead of having
champagne for the toasts, they have used the wine that was on the table. In this
case we would make sure there was plenty of wine available and that the guests
were aware of the toasts and speeches after the Loyal Toast to Her Majesty The
Queen, and those who wish to smoke may now do so. If you would like some little
signs on the tables requesting guests not to smoke until after the Loyal Toast,
or signs saying 'No Smoking in the Marquee', please let me know. One
observation, and I don’t know the answer, is that if the ‘starter’ is
already on the table, some guests seem to begin eating before the arrival of the
Bride and Groom and grace has been said.
THE REVILEMENT.
Now this can
be a difficult expense, do you keep the booze flowing freely or try and keep the
cost down. At some events after the feast is over and before the band strikes
up, there often seem to be some new guests arriving. Do you offer them a welcome
drink, and then the pay/subsidized bar starts an hour after the time they have
been invited for. Putting £100 behind the bar to start it off is not always a
good idea. Guest arriving early will often order more than their share of
“free drinks” leaving those arriving later to pay for theirs from the start.
A full pay bar should cover its costs and it has been our experience that this
only works if you have a minimum of 100 thirsty guests, who have not brought in
their own booze. Sadly I see this too often these days, guests bringing their
own bottle of whisky, and expecting us to provide glasses, water, ice and
service for no charge, quite where they think the wages are going to come from,
I don’t know. I would also like to suggest that the range of drinks is kept
simple, i.e. just wine and beers, but we can of course have what ever you might
like. Some people have had a subsidized bar, in other words all drinks are sold
for say £1.00 and this money gets deducted from the overall bill. This also
resolves the problem of a cut-off point from when the event costing finish, and
the pay bar costing start. If the full pay bar does not cover its costs, we
would be asking the hosts to make up the difference. Children and alcohol do not
mix, we will not serve
alcohol to the under aged. At a recent event unknown to
us at the time, an adult guest was giving some children, vodka and coca cola;
the result was two very ill children and some very unhappy parents.
THE
BAR.
Obviously we
need a station to serve all the booze from and for the guests to come to later
in the day to get their drinks from. To house the front and back display bar,
storage space and plenty of room to move, we need an area of about 15 x 20 feet,
or twice the size for the ‘double bar’ and should be housed in a marquee
extension with access at the rear to get to and from our van and chiller
trailer. We shall need some electricity for our Chiller trailer, (fridges and
freezers if hired,) and
lights. We do not need any electricity for our ice tubs, and as we use lager
beer from cans and real ale from a hand pull pump or bottles. I shall have some
photos to show you some of the bars we have done in the past. To be sticking out
into the event area is unsightly and working from low trestle tables that guests
always seem to want to sit on, makes life very difficult.
THE
COST.
So what’s
it all going to add up to? It all depends on which wines you buy, how much are
they going to drink and how long is the event going to run, as staff are charged
from the time they arrive to the time they leave. We would be with you approx 2
hours before the event, to set up the bar, ice up the wines and champagne, and
put the glasses on the tables. How many glasses would you need, well we always
bring extra, as guests always seem to loose the glass they were just drinking
from, and we can bring a box or two of plastic glasses for the late night
‘happy gang’. Clearing up at the end also takes time, and the closer the van
is, the quicker it can be loaded, the sooner we will be away. We would take away
all our rubbish and empty bottles and hopefully leave the bar area as clean as
we found it.
Each guest
will need between 5 and 7 glasses each. A champagne flute for the reception, a
white wine glass, a red wine glass and a water tumbler on the table, (you could
do away with the white wine glass) another champagne flute that’s if you have
champagne toasts at the end of the feast. Then there is the party after, glasses
are easily abandoned and replacements requested at the bar.
Feeding of
the Bar staff, I would like to request that food is provided by the caterers at
the appropriate times and we would obviously see that they are supplied with
soft drinks at all times. I do not permit alcohol to be served to any staff
while the event is happening and will only then possibly, on request of the
host, allow a ‘thank you’ drink at the end.
SUNDAY, THE DAY AFTER.
We have also
attended many events the day after. Having seen the family and close friends the
day before, its now the turn of neighbours, working colleagues, and
acquaintances, whom you may owe, for a simple buffet lunch, a glass of fizz and
some good wines make a very pleasant day.
EVENT MANAGER.
I am not a
red-coated Master of Ceremonies, more a Corporal of operations, ushering people
into the feast, showing them where the loos are, and announcing the speakers. I
have produced a little ‘Ladies & Gentleman’ leaflet of who is to speak,
when, and why. If you would like a copy please let me know.
A PARTING GIFT
Last year, at some weddings, guests approached us at the end of the evening when farewells were being said, and were asked for a bottle of wine to take with them. I referred them to the hosts, but is this becoming an accepted custom? A farewells 'goodies bag', I believe it is well accepted in London, at children's parties, is it now for grown ups? If you wish to give your guests a parting gift, perhaps a piece of wedding cake, some flowers from the church, how about a bottle of the festivities wine or Champagne with your photos on and a message, e.g. "thanks for coming and making our day, love Adam & Eve" Do please let me know if you would like us to prepare a parting gift?
NEXT
STEP.
Come and see us, around the table, and taste some wines. Sadly due to some 'time wasters' in the past, I now have ask for a small deposit of £100, this of course would be deducted from the final invoice. We can then go through what you would like and I can then put together a 'job sheet' for the event with all the costs. This will give you some idea of what it might cost, but as it's all on Sale or Return and I will always bring more than is necessary, a total at this stage could be quite frightening.
Looking
forward to seeing you.
Did
you know?
It was the accepted practice in Babylon 4,000 years ago that for a month after the wedding, the bride's father would supply his son-in-law with all the mead he could drink. Mead is a honey beer and because their calendar was lunar based, this period was called the honey month we know today as the honeymoon.
April
2007 ~ ~ “How much is it going to cost?”
Here's an example of
what it might cost for 100 adult guests. A more accurate costing can be
calculated after your visit and a job sheet can be completed. All goods are
offered on a sale or return basis. All prices quoted are the wholesale price
including all taxes, and do not include any offers. Just click on This
Months Offers and have a look at what’s available.
Calculating on 6
glasses per bottle
THE
RECEPTION
2 glasses’ each of;
Champagne
Moutardier Carte d’Or @ £16.75 per bottle:
(34 bottles) 2 glasses is £5.59 x 100 = £559.00
Soft
drinks, a variety can be offered but for a calculation lets say:
Non-Alcoholic
Sparkling Elderflower Presse:
(9
bottles)
1 glass is .30p x 50 = £15.00
Hire
& Wash of 120 17cl Champagne glasses (20 in reserve)
@ .10p x 120 = £12.00
THE
FEAST
Hire
& Wash of 120 19cl White wine glasses (20 in reserve)
@ .10p x 120 = £12.00
Hire
& Wash of 120 24.5cl Red wine glasses (20 in reserve)
@ .10p x 120 = £12.00
Hire
& Wash of 120 29cl Water tumblers (20 in reserve)
@ .10p x 120 = £12.00
3 x
29cl water glasses’ (that’s a 75cl bottle) each of;
Blenheim
Palace Glass 75cl Bottled Still & Sparkling Mineral Water (a
bottles per head 100 bottles) @ .65p x 100 = £65.00
2
glasses’ each of;
2006
Chateau Lamothe de Haux Bordeaux Blanc @ £6.95 per bottle:
(34 bottles) 2
glasses is £2.32 x 100 = £232.00
2
glasses’ each of;
2004
Chateau Lamothe de Haux 1er Cotes Rouge @ £7.95 per bottle:
(34
bottles) 2
glasses is £2.65 x 100 = £265.00
THE
REVILEMENT ~ assuming it’s a free bar and just wine, beer and soft drinks.
Hire
& Wash of 60 19cl White wine glasses
@ .10p x 60 = £6.00
Hire
& Wash of 69 29cl Water tumblers also used for beer & soft drinks
@ .10p x 60 = £6.00
Hire
& Wash of 48 Pint Beer glasses @
.10p x 48 = £4.80
1
glass each of;
2005
Ch de Comes Blanc (2nd wine of Ch. Lamothe) @ £5.95 per bottle:
(17 bottles) @ 1 glass is £1.00 x 100 = £100.00
1
glass each of;
2004
Ch de Comes Rouge (2nd wine of Ch. Lamothe) @ £5.95 per bottle: (17
bottles) @ 1 glass is £1.00 x 100 = £100.00
2
pints of beer or lager each; (I have calculated on beer)
Hook
Norton’s Bottled ‘Hooky Bitter Beer’ @ £1.35 per 50cl bottle:
£2.70 x 50 = £135.00
Coca
Cola, Diet Cola, Tango & Lemonade @ .60p per 33cl can:
.60p x 24 = £14.40
OTHER
ESSENTIAL ITEMS REQUIRED
Hire
of 4 Trays and Doilies @ .24p x 4 = .96p
Hire
& Wash of 2 Bar Towels @ .59p x 2 = £1.18
Hire
& Wash of 3 Glass Cloths @ .59p x 3 = £1.77
Hire
& Wash of 2 Serving Cloths @ .59p x 2 = £1.18
Hire
& Wash of 2 Jugs for juice etc @ .53p x 2 = £1.06
Hire
& Wash of 2 Bar Ash trays @ .53p x 2 = £1.06
Hire
of 3 Blue & Green tubs for chilling of Champagne & wine @ £5.29 x 3 = £15.87
15
Bags of Cold Ice for chilling the Champagne & wine @ £1.59 x 15 = £23.85
Hire
of The Bordeaux Barrel Bar front & back & shelves
@ £58.75
Total so far £1,655.88
N.B. This does not include professional serving staff.
Some photo's Back to the Top Back to the Index Page
Our Barrels Bar at a Country At a Wedding for 200 guests Another 'Red & Gold' Wedding
& Western Party.
For a venue we would highly recommend this beautifully converted Warwickshire Barn,
Alveston Pastures Farm, Loxley Road, Stratford upon Avon, Warwickshire, CV37 7RP
Contact Mrs. Marion Clayton Wright. Phone 01789 840378. E-Mail marionclaytonwright@hotmail.co.uk
This venue can hold up to 100 guests, with free car parking behind and wonderful terrace and garden including a 'Hampton Court Maze', a perfect setting for your Champagne reception. In house ladies & gents loos and in the winter a real 'live' open tree wood log fire to warm your chestnuts!! Do contact them, it's an excellent venue.
The Bar at Alveston Pastures Inside the Barn From the air ~ plenty FREE car parking
I'm often asked if there are any caterers that I would recommend. Below is a list of people that we have not only worked with on many occasions but have enjoyed their company and excellent customer service, but also the excellent quality of the food as well. Many caterers today prefer to be able to concentrate on the production and serving of your 'feast' and leave the organizing and serving of 'alcoholic and non alcoholic' refreshments from an organized bar, with all the equipment, to a professional Wine Merchant ~ such as us!
Nicola Kopanski Catering. Home phone 01789 450246. Mobile (best bet) 07768 095730
Web-site Click here ~ www.kopanski.co.uk E-mail Click here ~ rupert@kopanski.co.uk
Adrian Roberts Four Leaf Clover Catering & Events Phone 01789 773000 & 01789 720979
Mark & Jenny Naylor
Phone 01789 491387 Fax 01789 490395
Web-site Click here ~
www.naylorsthecaterers.com
Milcote Foods Ltd, Contacts Mark Nelson Phone 01386 853900. Mobile 07780 667 200
Web-site Click here ~ www.milcotefoods.co.uk E-mail Click here ~ mark@milcotefoods.com
Helen Willoughby Caterer
Tony English.
Marco of Stratford upon Avon
For Marquees, do contact,
Cotswold & Stour Marquee Hire. John M.& Barbara L. Easter.
Phone 01608 686900 E-mail Click here ~ info@cotswoldmarquees.co.uk
Web-site Click here ~ www.cotswoldmarquees.co.uk
Piper ~ Highland Pipes & Scottish Small Pipes
Paul S. Boness. Phone 01789 292929 Fax 01789 551136 E-mail Click here ~ pfboness@compuserve.com
Web-site Click here ~ www.paulthepiper.com
I have many more phone numbers, of all kinds of things, do please contact me,
John Freeland Phone 01789 297777 Mobile 07831 311273
E-mail Click here ~ john@carookes.co.uk
More
Contacts
Roy Lowe
Music Services
Tel/Fax
0121 764 5395
Mobile
07944 788653
E-mail
roy.lowe3@virgin.net
The
Doctors of Jazz
Six-piece traditional jazz band consists of Trumpet,
Trombone, Clarinet/sax, Banjo, Bass,
and drums.
The
Rockin’ Dinosaurs
Lively rock style band playing a mixture of early rock’nroll,
r’n blues,
blues
brothers
The
Roy Lowe Quartet
A sophisticated piano quartet consisting of Piano, Double bass,
Drums
and guitar
Lowe
Profile
A
guitar/ sax based quartet
Solo
keyboard
A
versatile keyboard playing popular and well known tunes
Function/Swing
band
Function/Swing band consisting of experienced dance band musicians playing most styles
WHAT THE CUSTOMERS SAY
"Dear John, Your a Star. You always stage manage an event so well, I know with you and the team things will go smoothly and I can relax. Well done on another excellent job." C.G. 19.5.08
(We provided our wines & services to their first daughters wedding seven years ago)
"Dear Carole and 'Van Boy'. C.A.Rookes were fantastic at Georgie and Dominic's wedding. (i.e. Brilliant, very good/lovely). Thanks so very very much for doing everything so well - including taking all the Irish people's money at the bar - that helped a lot!!) Cheque enclosed, cheers Tony." T.F. 26.6.08
"Dear John, Although it's inevitably painful to have to face up to the bills after a daughter's wedding, it's so much easier when they are reasonable (the bills, as well as the daughter) and when superb value has been provided.
I am delighted to say, once again, that you and your team having made an enormous contribution to creating such a lovely atmosphere at Nikki and Mike's reception, and having procured such excellent (and much admired) wines, it is almost a pleasure to send you a cheque!
Your patience as we went through the exhaustive wine selection process was much appreciated, and we were well pleased with the end result of our painstaking research - as were most of the guests, it seems. Again, your presence as "MC" did much to bring professionalism to the event, and everything (drinks included) seemed to flow smoothly throughout.
Many thanks to all the C.A.Rookes team for another job extremely well done." J.G. 26.5.08
"They tell me the party was a bit of a hit. A lot of that was down to the happiness provided by C.A.Rookes. So thank you very much, Merry Xmas and have a 'Big Fat Happy New Year. R.G. 4.8.08
“Dear John,