EVENT RUNSHEET
2
Run sheet #:
Amish's 21st Celebration
LOGISTICS
Date:
Saturday, March 14, 2026
Guest arrival time:
7pm
End time:
12.30am
Guest number:
42
Host / Organiser:
Amish Kumar - 0212311556
General information:
I am hosting my 21st birthday celebration at the VYC, bringing together close friends and family for an evening of food, drinks, and socialising. The event will be a semi-formal celebration with a relaxed but elegant atmosphere, including speeches and a birthday cake as key moments of the night. There are no special guests or performances planned, but we aim to create a well-organised and enjoyable environment for all attendees. We would like there to be some seating, but standing and socialising will be a key theme of the celebration.
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
3.30pm
Doors open
Bar set up and ready for service
6.45pm
ARRIVAL
Guest arrival time
7pm
Spotify playlist or VYC Background music
THE MAIN EVENT
3:30pm: We come help set up and make sure everything is ready for guests (2.5 hours before start time)
6.45pm: Doors open
7pm: Guests invited - Chicken platter out on arrival
7.30pm Canapés service starts
8:15pm: Speeches start
9:30pm: Speeches end, and cake cutting starts
10pm: Cake cutting finishes and formalities ends.
12am: Last Call
12.30am: Conclusion
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Yes BYO cake
Music:
VYC background music, Spotify playlists (email to barcrew@vyc.co.nz). Two recommended
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 the following day. For events on a Saturday 1pm the following Tuesday. Next day times to be arranged based on event bookings.
12am
12.30am
6.45pm - 12.45am (6 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
42 x Mocktails on arrival. 10 of each - then top up with 2 most popular.
Bar Set Up:
Bar TAB with reduced bar offering, Subsidised drinks (Host pays half, Guest pays half)
Beverage selection to include:
All drinks available, Non-alcoholic only
Drinks package (if selected):
None
BAR TAB
Open bar after drink on arrival
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
Registration table at entrance, Cake table in speeches area, Gift table set up at entrance
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Large Light Up Numbers '21' $380
Balloon Garland 3m in baby blue and black set up at the end of the venue with the 21 numbers. $505
To be booked by VYC
AV Set Up:
House sound system, Black Door screen (165cm x 95cm), Wireless microphone $129 incl GST, Lectern (no charge)
Lighting:
Mid soft then dark and moody after formalities
FOOD selection
Food on arrival:
$
Cheeseboard (10 - 15 Guests)
0
Antipasto (10 - 15 Guests)
0
1
Manuka Salmon Platter (10-15 Guests)
0
Chicken Platter (10 - 15 Guests)
180
Oyster Platter
0
Full Grazing Table
0
Main food service order:
7.30pm
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
None
Smaller Canapes
30
240
Potato Pave, NGA, Vegetarian
30
240
Mixed Pakora with Green Chutney (Vegan)
0
Arancini (seasonal flavour changes) NGA
0
Fenugreek Chicken Filo-Ette’s
0
Char Siu Pork Belly Skewers (Dairy free)
0
Beef Tataki
32
Buttermilk Fried Chicken
240
30
Lamb Kofta Skewers
270
30
Fries in individual boats
180
Substantial Canapes
Fenugreek Chicken Bao buns
0
Pork Schnitzel Sliders
0
Koren Tofu Bao buns
0
Crispy fried chicken sliders NF
0
Potato Rosti with Braised Brisket
0
Walk & Fork
Beef Meatballs
0
Cheese burger sliders & side fries NF
0
Crispy chicken sliders & side fries NF
0
Slow roasted tomato, spinach and mushroom Gnocchi NGA
0
20
Tandori Chicken
400
Fish & Chips
0
Casual Grazing
Classic Roll Station
0
Gourmet Roll Station
0
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
Fries served in individual boats
0
Bowl of Fries served with tomato sauce
0
Parmesan Truffle Fries
0
Arancini (seasonal flavour changes)
0
Chicken Croquettes
0
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
0
Food order outside standard menu
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
0
Food service:
Canapes service for canape items, Food station 'Grazing Table'
Dietaries:
Some people do not eat meat hence the vegetarian options chosen. We also have some people with nut allergies so ideally having small labels just indicating what does/does not have nuts. Ideally, we'd want all platters set up along a table so guests can just help themselves.
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
Food Spend (invoiced):
1750
$
INVOICING DETAILS
Invoicing Details
Booking & Set Up Fee
Microphone hire
Food Selection
BYO Cake Fee
Drinks on arrival
Pre-ordered drinks
Decorations
Entertainment / AV
Security
TOTAL FIXED COST INVOICE
4071
$
410
129
1750
50
546
886
300
$
Min Food & Bev Spend (if any)
2000
Food & Beverage Spend
Balance to met minimum spend
-141
2296
Invoicing Recipient
Amish Kumar
32 Dovedale Place, Parnell, Auckland City 1010
0212311556
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 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
