Further Information for Wedding Couples - Flatwhite Waihi Beach
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Further Information for Wedding Couples
Below is some more information you may find useful for your wedding day. Please email
through any other questions you may have that are not covered in this document.
Frequently asked questions
When can we set up?
You will have access to the venue for set up from 9am on the day of your wedding.
What about pack up?
Our team will pack down any centrepieces, decorations and left over cake at the end of the night ready
for you to collect the next day. We recommend taking home gifts/cards on the night.
Does the Flatwhite do the decorations?
Typically we aren’t involved in the decorating on the day. Usually friends & family of the couple help, as
well as florists. We can assist with decorating however there may be an additional charge, as we will
need to bring in extra staff to assist.
Can we do a wedding rehearsal?
If the beachfront room is open to the public you are welcome to come and familiarise yourself & your
friends/family with your wedding day plan. Please note, on days when the venue is booked for
weddings, we cannot not allow rehearsals in the venue itself by another party.
How long is the bridal walk for the ceremony?
It takes approx. 40 seconds to walk from the foyer, through the restaurant, across the deck and down the
steps to an “altar” on the lawn in front of the venue.
Is there a microphone for speeches?
We have a wireless microphone is available for inside the Flatwhite and on the top deck.
We have a portable microphone and speaker for music & ceremonies on the beach. Some celebrants may
have these themselves.
We don’t have a DJ or a band, what are our music options?
You can plug in a device such as a phone, tablet or laptop via an audio jack into our on-site system to
play your own playlists. If you don’t mind what music is played, we have a range of playlists you can use
(Spotify).
We have a band/DJ/Florist – when can they set up?
They can set up either in the morning from 9am-11am or an hour before your ceremony starts. If required
outside of this time please speak to the wedding manager.
1 12/02/19What tables do you have and how many do they seat? We have wooden top tables that are 800mm x 800mm or 800mm x 1600mm. Tables can be arranged to seat 8 to 12 people. Maximum bridal table seating is 10-12. All our tables are matching. What chairs do you have? Black metal-legged chairs with wooden backs and black seat padding – all of our seats are matching. Do you make wedding cakes? Yes, we can make most cakes. We have a very experienced baker on site. Please discuss your requirements & design ideas with our wedding manager. Do you have a cake knife? Yes, we have a cake knife and a butcher’s block table for your cake. Can you keep our wedding cake in the chiller? Yes, if you deliver your cake the day before or the day of the wedding we can keep it chilled for you. What about seating plans? We have an easel and board available for displaying your seating plan. The board that sits on the easel is 900mm x 600mm. The board has a cork backing so it is suitable for pins/tacks. Please don’t use blue tac or tape on the cork as it pulls the cork off. What linen can you supply? Linen napkins and white tablecloths are included in the venue hire if you wish to use them. We don't stock any runners or other linen items; however, we may be able to get them on request. Is GST included? Yes, all food and beverage prices include GST of 15% unless otherwise specified and the venue hire is GST inclusive also. Do you cater for guests with dietary requirements? Yes, we are able to cater for vegetarians, gluten free and all other special dietary requirements. Advanced notice of dietary requirements is essential, as the kitchen needs time to prepare. There may be additional charges for bulk dietary catering, please discuss with our event manager. How much alcohol do we need to budget for? The average consumption from post ceremony until the end of the night is approximately $50pp. This factors in those that don’t drink, those that will only have one glass and those that will have two bottles etc. If a majority of your guests are heavy drinkers, increase to $75pp. This is an approximation only. Please discuss further with our event manager to get a better idea of your budget. Can children attend? Yes, children must be supervised. Babysitting services are available, sitters can also be present for the start of the ceremony to entertain children and then take the kids to a local house later in the evening. Please ask the event manager for contact details for babysitters. Can we smoke at the venue? Yes, in designated areas only please. We ask that your guests please use the ashtrays provided and refrain from throwing butts in the gardens, dunes and lawn. What time do you close? Our liquor license runs till midnight, the venue will need to be vacated within 30 mins of the bar closing. Are there taxi services available? Yes, see our vendors list for taxi/shuttle services. Are the ceremony and reception venues wheelchair accessible? The reception venue is accessible by wheelchair, however the beach ceremony site is not. Any guests who are unable to go down to the beach can stay on the venue front lawn or deck and 'overlook' the ceremony. 2 12/02/19
Can we use drones to photograph our ceremony and reception?
You will need to contact the local Aerodrome operators for permission, Dave – 021 0593040
All operators must also be very familiar with the CAA (Civil Aviation Authority) Rules – Part 101.
CAA Part 101 Rules, especially 101.205 and 101.207.
Can we use confetti at the ceremony?
Yes, you and your guests are welcome to celebrate with confetti. We do ask that whatever you use is eco-
friendly so it doesn’t linger in the environment.
Can we light fireworks or lanterns at our reception?
We prefer you don’t light fireworks due to the distress/disturbance it can cause to local residents and their
pets.
You can light lanterns on the beach provided the followings guidelines are adhered to:
- Maximum of 6 lanterns can be lit from the beach, not from the Flatwhite property or council reserve
adjacent to the Flatwhite.
- Lanterns must not be red, orange of a similar colour due them being mistaken for Maritime distress
flares.
- We ask that lanterns are lit during a specified time e.g. between 9 and 10pm. This will help the Police
and Coastguard filter calls from the public about distress flare sightings.
- Police, Coastguard, the Harbour Master and Surf Club must be notified of any intent to launch lanterns;
we will do this for you.
- All rubbish is to be returned to the venue for disposal.
How long does it take for everything?
o 3:30pm Ceremony (approx 20-30 mins)
o 4pm ~ 4:15pm Post ceremony drinks and canapés (approx. 1.5 – 2 hrs of canapes)
o 4:15pm till 5:45pm Bridal party have offsite photos
o 5:45pm Guests seated for dinner
o 6pm Bridal party arrive to reception and are announced, followed by 1st
speeches (approx. 20mins of speeches)
o 6:30pm Dinner served (approx. 1hr)
o 7:30pm 2nd Speeches start (cutting of the cake also)
o 8pm ~ 9:30pm Dessert, tea, coffee and wedding cake served
o 8:30pm Band/DJ starts/first dance
o 10:30/11pm Supper served
o 12 midnight Bar closes/reception finishes/music stops
These times are approximate and will alter with an earlier/later ceremony time and number of guests at
the wedding, length of speeches etc. Just adjust the timings above to suit your ceremony time.
3 12/02/19Flatwhite Wedding Floor Plan
Deck area
Dance Floor /Band/DJ Space Table Four
10 -12 pax
Table Five
Table Three 10- 12 pax
10 -12 pax
Bridal Table
6 – 10 pax
Table Six
Table Two 10 - 12 pax
10 - 12 pax
Table Seven
Table One 10 - 12 pax
10 -12 pax
Bar Leaner
Bar
4 12/02/19MC Duties and Timeline Time line is based on a 3pm ceremony; adjust to suit your own ceremony time if different. 3pm – Guests arriving - MC and venue staff to direct to ceremony site, gifts to gift table, seating plan, toilets etc 3:30pm – Ceremony – (approx. 20 mins) - MC to ensure guests are at ceremony site 5 mins before bride is due to arrive - Musician to cue/play music for ceremony entrance and signing of the register - Musician to cue/play music for post ceremony and Mr & Mrs announcement 4pm – Photos - MC to round up guests for post ceremony group photo, followed by family photos if applicable 4pm – Post ceremony drinks and Canapé service starts on the FW deck for approx. 1.5hrs - MC to tell guests about guest book signings, photo booths, also good time to tell guests the fire/emergency safety procedures, where toilets are, no alcohol off the premises due to liquor ban, smoking on conservatory and side decks only, organise transport if they haven’t already done so. 4:30pm – Bridal party depart for offsite photos – if applicable - MC to ensure bridal basket with food and champagne is given to bridal party to take – ask the staff - supplied by Flatwhite and will be ready to go. 6pm – Guests seated for dinner and bridal party arrive to reception - Bridal party to liaise with MC to give heads up of return time, seat guests approx. 10-15 minutes prior to bridal party arrival, let staff know of arrival time if possible. - Musician to cue/play music for bridal party entrance - MC to announce bridal party into reception room - 1st Speeches (approx. 20mins) - MC to explain dinner service (if required, but its not necessary) or tell guests dinner will be served very soon. 6:30pm – Dinner served - Staff to liaise with MC re: preparation for speeches after dinner service if required 7:30/8pm – 2nd Speeches start (cutting of the cake also) - MC to do telegrams, messages for the bride and groom etc - MC to remind guests again about guest book signings, photo booths, etc - MC to announce cutting of the cake at the end of speeches 8:30/9pm – Dessert, tea, coffee and wedding cake served for approx. 1 hr. 9pm – Band/DJ starts/first dance - Final duty for MC is to announce first dance 11pm – Supper served Midnight – Bar closes 5 12/02/19
Recommended Vendors & Suppliers Celebrants: There are plenty of celebrants available in the Bay of Plenty and Waikato districts; you can find them on the following websites: - https://celebrants.dia.govt.nz - http://www.celebrantsassociation.co.nz/ Our local celebrants are: - Miriama Smith –, 022 064 2100, www.miriamasmith.com, Athenree - Seugnet (pronounced “Sur-nay”) Toweel – 021 1277 875, seugnettoweel@gmail.com, Facebook: @seugnettoweelcoach Cakes makers/decorators: - Flatwhite – we have an onsite baker - Cakes & Cupcakes By Kelly - 027 536 9038, Facebook: @cakes.cupcakesbykelly ~ Waihi Beach - Fancy Bakes - Michelle – 0277059640 - stu_shell_uk@yahoo.co.uk ~ Waihi - Funky Cookies & Cakes – Fiona Saunders – 02102324513 – www.funkycookiesandcakes.vpweb.co.nz - Helen Corder - maker and decorator - 027 424 7960, helencakes@xtra.co.nz ~ Waihi Florists: - Mini Petals, Waihi Beach – Jodi – 0800 Petals – www.minipetals.com - Where the wild things grow, Waihi – Kelly - 0211106304 – www.wherethewildthingsgrow.co.nz - Koru Florist, Seddon St, Waihi - 07 863 7774 Hairdressers, Make Up Artists, Beauty Therapists - Zhoosh Hairdressing (hair) – 07 863 5921 – Wilson Rd, Waihi Beach - Hairwaves (hair) – 07 863 5202 – Wilson Rd, Waihi Beach - Soul Beauty (make up) – www.soulbeautyrooms.com – 07 863 4999 – Wilson Rd, Waihi Beach - Michelle’s Beauty Room – 021 061 0248 – michellepullen77@gmail.com - Waihi Beach Tailors and Alterations: - Body Covers – 0211186600 – 29 Seddon St, Waihi - Ozone’s Alterations – 021 02794838 - Julia Ozones Alterations - Katikati - Pristine Laundry - Pristine Dry Cleaning - Tauranga - Muirs Dry Cleaners – Muirs Dry Cleaning - Tauranga/Thames/Mt Manganui Relaxation, Massage & Therapy Studios: - Waihi Beach Wellness – Jeannette McCallum, info@waihibeachwellness.co.nz, 027 285 5636 - Natural Medicine Clinic – Sharla Van Leewen, sharla@naturalmedicineclinic.co.nz - 021-189 0163 - Revive – www.revive-massage.co.nz - Anne Gilmer -027 251 3679 – Wilson Rd, Waihi Beach - Element Skin & Body – Lichelle Fitzgibbon – 027 660 6687 - Elements Skin & Body - Recharge Massage Therapy – Jo Gilbert - 021 766 568 – Waihi Beach 6 12/02/19
Photographers:
- Chasing Light – Roxy Pritchard – www.chasinglight.co.nz - 027 427 9539 - Waihi
- Jake Thomas Photography – www.jakethomas.co.nz ~ 022 094 1273 - Waihi Beach
- Cassandra Sharp ~ Facebook: @cassandrasharpphotography~ 0211792209 – Waihi Beach
Musicians:
- Scotty Stone - 022 698 8978 - Facebook “scottystonenz” - Hamilton
- Left Hand Brake - Left Hand Brake – Mt Manganui
- Sarah Spicer – Sarah – www.sarahspicer.com – Waihi
- Tim Armstrong Band - http://www.timarmstrongband.com/ - Waihi Beach
- Beach Beats DJ – Facebook: “beach.beatz” - Waihi Beach
- Right Royal Racket - www.rightroyalracket.co.nz – DJ Tony Rhind - 021 909 737 – Tauranga
- Paper Road - bill.barb.young@xtra.co.nz – 021 947577 - Waihi Beach
- Ignite - Dee - 027 666 6074 - www.igniteband.nz - Tauranga
Decorations, Props, Invitations, Gifts:
- Beach Gifts – Mel - 07 863 5223 - Wilson Rd, Waihi Beach
- Lavish Laser Design – Pauline – 021 1900 226 – www.lavishlaserdesign.com - Waihi Beach
- Affordable Functions - Jennifer - 027 2268116 – www.affordablefunctions.co.nz – Waihi
- Candela – Allan – 0274977250 – www.candela.co.nz – Waihi
- Balloonacy – Lynn 027 4301821 michael.mchardy@xtra.co.nz – Waihi
- Just Weddings – 022 395 6312 – Facebook “justweddingsolutions” – Tauranga
Transport/Bridal Cars
- Waihi Cabs – www.waihicbs.co.nz - 0800 4000 33
- Jamie Phillips – Shuttle services – 021 256 7169 jamiephillips976@gmail.com
- Rolls Royce: Julie Cunningham, 027 549 2427 - kilkennycat90@hotmail.com
- Elite Limousines - www.elitelimousines.co.nz - Ross Mead - 027 497 7502
- Lovedubs – www.lovedubs.co.nz - 027 414 1740
Wedding Planning guides:
- The Bridal Table - http://www.thebridaltable.com/
- My Wedding Guide – www.myweddingguide.co.nz/tools
- Southern Bride - www.southernbride.co.nz/wedding-planner-book/
Waihi Beach Accommodation Options
7 12/02/19Please check www.waihibeachinfo.conz, www.bookabach.co.nz
or www.holidayhouses.co.nz for up to date listings.
Listed from closest to venue
Motels, Lodges and Serviced Accommodation
Beachaven Holiday Park
21 Leo St, Waihi Beach
T: 07 863 5505 E: info@beachaven.co.nz W: www.beachaven.co.nz
650 metres
(10% discount for guests attending a wedding at Flatwhite – book direct and mention discount)
Waihi Beach Top 10 Holiday Resort
15 Beach Rd, Waihi Beach
T: 07 863 5504 E: info@waihibeach.com W: www.waihibeach.com
1.4 kms
(10% discount for guests attending a wedding at Flatwhite – book direct and mention discount)
**Beach Pacific Apartments (Suggested Bride & Groom Accommodation – honeymoon penthouse)
22 Wilson Rd, Waihi Beach
T: 021 022 033 89 E: info@beachpacific.co.nz W: http://www.beachpacific.co.nz/
1 km
Beaches Motel
40 Seaforth Rd, Waihi Beach
T: 07 863 5439 E: beachesmotel@xtra.co.nz W: www.beachesmotel.co.nz
1.4 kms
Waihi Beach Lodge
170 Seaforth Rd, Waihi Beach
T: 07 863 5818 E: info@waihibeachlodge.co.nz W: www.waihibeachlodge.co.nz
2.8 kms
Bowentown Beach Holiday Park
510 Seaforth Rd, Waihi Beach
T: 07 863 5381 E: info@bowentown.co.nz W: www.bowentown.co.nz
8 kms
Athenree Hot Springs & Holiday Park
1 Athenree Rd, Athenree
T: 07 863 5600 E: hotsprings@xtra.co.nz W: www.athenreehotsprings.co.nz
8.4 kms
**Poets Corner Lodge (Suggested Bride & Groom Accommodation)
28 Poets Corner Rd
RD1, Waihi
T: 021 444 721 E: info@poetscornerlodge.co.nz W: www.poetscornerlodge.co.nz
13.9 kms
**Manawa Ridge Luxury Lodge (Suggested Bride & Groom Accommodation)
267 Ngatitangata Road
RD1 Waihi
T: 07 863 9400 E: view@manawaridge.co.nz W: www.manawaridge.co.nz
17.4 kms
Bed & Breakfast Accommodation
8 12/02/19Beach Front Bed & Breakfast
3 Shaw Rd, Waihi Beach
T: 07 863 5393 E: mortonsbandb@xtra.co.nz W: www.beachfrontbandb.co.nz
170 metres
Hibiscus Bed & Breakfast
56 Shaw Rd, Waihi Beach
T: 07 863 5141 E: murchclan@xtra.co.nz
450 metres
Silver Sands
46 Seaforth Rd
W: http://www.holidayhouses.co.nz/properties/1868.asp
Ken & Maureen 0210510501
1.3 kms
Atalaya Bed & Breakfast
19 The Crescent, Waihi Beach
T: 027 975 4713 E: pat.hay45@gmail.com W: www.atalayabnbwaihibeach.info
1.5 kms
Beach Front Retreat
20 The Loop
T: 07 863 5347, 021891632 E: contact@beach-front.co.nz W: http://www.beach-front.co.nz/
1.7 kms
**Two Bare Feet Bed & Breakfast (Suggested Bride & Groom Accommodation)
22 Wakanoi Pl, Waihi Beach
T: 021 957991 E: campbell.tafft@gmail.com W: www.twobarefeetwaihibeach.com
6.8 kms
Otesha Falls Bed & Breakfast
115 Ngatitangata Rd, Waihi
T: 021 0653837 E: info@oteshafalls.co.nz W: www.soteshafalls.co.nz
17.5 kms
Private Houses for rent
9 12/02/19To view more details or book houses use the contact details on the listing or search
the website for the listing name.
Within 300m of Within 500m of Within 750m of
Flatwhite Flatwhite Flatwhite
23B Shaw road “Beach Time” “Character Beach Bach”
Sleeps 10 81 Dillon St - Sleeps 7 96 Dillon St - Sleeps 10
Catherine Turner - 07 872 www.holidayhouses.co.nz www.bookabach.co.nz
7887 400 Metres 550 Metres
20 metres
“Studio Apartment at Waihi “Lovely Beach Bach”
“Waihi Beach Break” Beach” 72 Shaw Rd - Sleeps 7
(Opposite Flatwhite) 10 Queen St - Sleeps 4 www.holidayhouses.co.nz
20 Shaw Rd– Sleeps 11 www.bookabach.co.nz 600 Metres
www.holidayhouses.co.nz 400 Metres
30 metres “The Bach”
“Palm Grove Studio 76 Shaw Rd - Sleeps 5
“Carmen's Beachside Bach” Apartment” www.holidayhouses.co.nz
27 Shaw Rd - Sleeps 9 7 Palm Grove – Sleeps 4 650 Metres
www.holidayhouses.co.nz www.holidayhouses.co.nz
www.bookabach.co.nz 450 Metres “Magnificent Absolute
75 Metres Beachfront”
“On The Beachfront…” 91 Shaw Rd - Sleeps 10
“Seabreeze” 69 Shaw Rd - Sleeps 12 www.bookabach.co.nz
43b Dillon St - Sleeps 9 www.holidayhouses.co.nz 650 Metres
Ph: 021656652 450 Metres
claygate43b@hotmail.com “The Hillview Hideaway”
www.holidayhouses.co.nz “The Palm Grove Retreat” 12 Hillview Road – sleeps 11
160 metres 1 Palm Grove - Sleeps 10 www.airbnb.co.nz
www.holidayhouses.co.nz Contact Stu & Hannah on
“Beach Galore” 450 Metres 027 488 5374
1 Shaw Rd - Sleeps 10
www.holidayhouses.co.nz “Palm Grove Holiday Home” “Sunrise”
190 Metres 3 Palm Grove - Sleeps 9 9 Tohora View – Sleeps 6
www.bookabach.co.nz www.airbnb.co.nz
“Dillion Delight” 450 Metres 750+ metres
56B Dillion St – Sleeps 6
www.holidayhouses.co.nz “On the Beach
190 Metres Accommodation”
3 Dillon St- Sleeps 5
“Seabreeze” www.holidayhouses.co.nz
43 Shaw Rd - Sleeps 5 450 Metres
www.bookabach.co.nz
www.holidayhouses.co.nz “Luxury Beach Getaway”
220 Metres 23 Palm Grove - Sleeps 14
www.bookabach.co.nz
“Portarosa” 500 Metres
64 Dillion St - Sleeps 10
www.holidayhouses.co.nz “A place for Family &
260 Metres Friends..”
62 Shaw Rd - Sleeps 8
www.bookabach.co.nz
500 Metres
10 12/02/19Within 300m of Within 500m of
Flatwhite Flatwhite
“Surfs Place” “Suntrap Central on Shaw”
32B Dillon St - Sleeps 10 60 Shaw Rd – sleeps 7
www.holidayhouses.co.nz www.bookabach.co.nz
290 Metres 500m
“Wine Down & Enjoy…” “Stunning Oceanfront
66A Dillon St - Sleeps 7 Luxury..”
www.bookabach.co.nz 73 Shaw Rd – sleeps 8
290 Metres www.bookabach.co.nz
500m
“The Jandal”
24A Dillon St – Sleeps 6
www.holidayhouses.co.nz
300 Metres
“Luxury On Queen St”
4A Queen St – Sleeps 10
www.holidayhouses.co.nz
300 Metres
“MacBrowns Dillion St”
21 Dillon St - Sleeps 13
www.holidayhouses.co.nz
300 Metres
“Dillon Street”
28A Dillion St – Sleeps 10
www.holidayhouses.co.nz
300 Metres
“Absolute Beachfront..”
65 Shaw Rd – sleeps 8
www.bookabach.co.nz
300m
“Kipling Cottage”
50 Dillon St – sleeps 4
www.airbnb.co.nz
150m
Contact Rosie via
heaton.rosemary@gmail.com
We endeavour to keep this list updated on a regular basis, there may be houses withdrawn from sites
without our knowledge, please let us know if you do come across this so we can edit our lists.
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