EVENT RUNSHEET
LOGISTICS
Date:
Arrival time:
End time:
Guest number:
Host / Organiser:
General information:
EVENT SCHEDULE
BEFORE EVENT - SET UP / PACK IN
Staff onsite for set up; Decorators, DJ, Entertainment, Host checks
Please advise if you require additional set up time
Doors open
Bar set up and ready for service
ARRIVAL
Guest arrival time
5pm
Date:
What happens on arrival? Food, Bev, Entertainment
THE MAIN EVENT
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Music:
If Spotify playlist can be emailed to barcrew@vyc.co.nz
END
Last Call
Last call for last drinks order
Wind down half hour - lights slowly increase while music volume slowly decreases.
Concludes (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)
AFTER / PACK OUT / COLLECTIONS
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
SECURITY BOOKED:
SET UP
Set up:
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
AV Set Up:
Lighting:
0
52
52
48
0
0
0
0
0
0
230
$480
+$8
$8.5
1. Food On Arrival
Let us know if you would like to order any platters to be served on arrival?
$
Order Qty
$
Index
Cheeseboard (18 guests)
230
Italian Antipasto Platter (18 guests)
220
Lemon Thyme Salmon Platter (18 Guests)
Italian meats, cheese & crudities (18 guests)
250
0
230
250
250
75
Oyster Platter (cost per dozen, minim of 5 dozen)
0
2. Main Food Service
Please order your main canapés, walk and fork items below.
Please note minimum order quantities.
CANAPES
Falafel Bites with Tahini Sauce
$9
0
0
Caprese skewers VG, NF, NGA
8.5
Arancini (seasonal flavour changes) VG, NGA
255
30
WALK & FORK min 10
Pizza 18 slices
Margherita
55
55
27
ROLL STATION MIN 50 GUESTS
Classic Roll Station
25
0
0
Chicken croquette with herb sauce DF,NF
9.5
0
0
American cheeseburger sliders NF
14
0
0
Crispy fried chicken sliders, spicy mayo, lettuce NF
14
0
0
Teriyaki beef meatballs with sesame DF,NF
9
0
0
Lamb fillet skewer with chimichurri, NF, NGA
9.5
0
0
Classic fish and chips served in individual boats NGA, NF
12
0
0
Fries served in individual cones NGA, NF
6
0
0
Cheese burger sliders, smoked aged cheddar, VYC burger sauce, pickles, brioche bun, side fries NF
17
0
0
Slow roasted tomato and pesto Gnocchi NGA
15
0
0
Falafel, pearl couscous salad, tahini dressing VG. Vegan option available
15
0
0
Lamb kofta, pearl cous cous salad, tahini dressing
18
0
0
SWEET MIN 25
Lemon curd meringue tarts
9
0
0
0
Pepperoni
55
55
27
Ham
60
60
27
Hawaiian
55
0
0
Gluten free pizza (12 slices)
40
0
0
Vegan pizza (12 slices)
35
70
36
Gourmet Roll Station
35
70
0
Sweet bites
9
0
Passionfruit curd babycakes, caramelized white chocolate buttercream, raspberries NF
9
Large chocolate fountain with fruit and marshmallows (click to view).
To order enter 1 - this is for the fountain & choc
Fruit and marshmallows $8 per guest
Full grazing table 1.6 x 0.8m
1500
0
0
Whipped ricotta and honey crostini VG
8.5
0
0
Sage chicken, wrapped in prosciutto, truffle aioli NGA, DF, NF
9.5
0
0
Smoked salmon Blini
9
0
0
Lasagna
17
0
0
Beef checks with red wine and mash
18
0
0
Chicken Cacciatorie
17
0
0
Served approx. 30 mins after guest arrival for 90 - 120 mins depending on quantity.
We recommend including a few vegetarian, vegan, gluten free and dairy free options in case of unknown dietary needs.
Walk & Fork menu items are served on a food station for guest selection
Cost of current food selection
Avg. portions per guest based on your guest number
$
1565
8.9
Snack size
Over dinner
Over catered for those who don't want to risk hunger
3 - 5
7 - 9
10+
3. Late Night Food Service
Let us know if you would like to order any food to be served later in your event (approx 1.5 - 2 hours before the end time)
$
Order Qty
$
Classic fish and chips served in individual boats
12
0
Bowl of fries served with tomato sauce
15
0
Parmesan Truffle Fries with Aioli
17
0
Arancini (seasonal flavour changes)
8.5
0
Ham (18 slices)
60
0
Hawaiian (18 slices)
55
0
Margherita Vegan
35
0
Margherita GF Base
40
0
Margarita (18 slices)
55
0
Pepperoni (18 slices)
55
0
Enter late night food order if required. Pizza, arancini, fries or fish & chips are popular for this. You are also free to order from our bar menu at any time during your event.
GRAND TOTAL FOOD SPEND
1565
$
Designed to save time and the stress of selecting canapes our pre-designed food packages do the hard work and are made up of our most popular canapes.
5. Dietary Requirements
Let us know if your guests have any dietary requirements or allergies. It is great to also know their names (if known) so that we can look out for them
INVOICING DETAILS
Invoicing Details
Booking & Set Up Fee
Microphone hire
Food Selection
BYO Cake Fee
Drinks on arrival
Pre-ordered drinks
Decorations
Entertainment
Security
TOTAL FIXED COST INVOICE
TOTAL
$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
Invoicing Recipient
T&C's & Timeline
2 Weeks Prior
We invoice for all fixed costs 2 weeks prior to your event; eg booking and set up fee, security, food selection, microphone hire, any booked decorations, entertainment or DJ's.
One Week Prior
Payment of fixed invoices is due one week prior to your event. Funds must be received before your event date to pay suppliers who have short payment terms.
BAR TABs
Bar TABs need to be paid at the end of your event. We accept AMEX, Mastercard or Visa.
Since Covid, we are unable to accept cash
Invoicing is possible by prior arrangement and prior credit card security. Our payment terms are 3 working days after the invoice has been issued.
Minimum Spend
If a minimum spend or minimum guest number is not reached the balance is charged as a venue hire fee at the end of your event.
Deposit Any deposit paid to either be refunded the following week or deducted from invoice if invoiced.
All costs include GST