EVENT RUNSHEET
Auckland BMW & Mini Christmas Party
LOGISTICS
Date:
Saturday, December 13, 2025
Guest arrival time:
6 - 6.15pm
End time:
11pm
Guest number:
100
Host / Organiser:
Cherie - 0274295578
General information:
This is the end of year celebration of Auckland City BMW and Mini. They have a live singer, and food served all night.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
No other requirements
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
VYC Christmas decorations
Photo booth booked directly by host. Placement recommended either the Oar area or by the fireplace. Placement and pack in time TBC post 4.30pm
AV Set Up:
House sound system, Wireless microphone $129 incl GST
Lighting:
Mid soft then dark and moody after formalities
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
5pm
Doors open
Bar set up and ready for service
6pm
ARRIVAL
Guest arrival time
6 - 6.15pm
VYC Background music
THE MAIN EVENT
6pm Guest arrival
6.30pm Platters to be served
7pm Canapés service 7.30pm Fish n chips and pizza
7.15pm Speeches
7.30pm Live Singer
8pm Ham on the bone / beef fillet / falafels and salad gourmet roll station
9.15 Late night fries
9.30pm Dessert
10.30pm Last call wind down half hour
11pm Conclusion
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No
Music:
VYC background music
If Spotify playlist can be emailed to barcrew@vyc.co.nz
Live Singer details and set times TBC
Starting 7.30pm
Customary for the host to provide drinks to the DJ (standard of 1 alcoholic drink per hour of their set). This will be added to the bar TAB unless you advise us that you do not want to cover the DJ’s beverage
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.
10.30pm
11pm
6pm - 11.15 (5.25 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Mini Spritz cocktails on arrival - 40 x Aeperol, 40x Berry and 20x Tropical Fruit Punch mocktails.
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, Non-alcoholic only
Bijou rose instead of the House Rose.
Drinks package (if selected):
None
BAR TAB
TBC
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
FOOD selection
Food on arrival:
$
1
Cheeseboard (18 guests)
230
Antipasto (18 Guests)
0
1
2
Lemon Thyme Salmon Platter (18 Guests)
250
Italian meats, cheese & crudities (18 guests)
500
Oyster Platter
0
Full Grazing Table 1.6 x 0.8m
0
Main food service order:
7pm - timings on menu.
Vegetarian
40
340
Caprese skewers, NGA, NF
30
270
Falafel Bites with Tahini Vegan, NGA, NF, DF
70
595
Arancini (seasonal flavour changes) NGA
0
Whipped ricotta and honey crostini
0
Fries served in individual cones NGA, NF,
Chicken croquette with herb sauce DF, NF
570
60
70
665
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken
Crispy fried chicken sliders NF
0
Seafood
80
Classic fish and chips NF
960
Smoked Salmon Blini NF
0
Beef & Lamb
American cheeseburger sliders, NF
0
Lamb fillet skewer NGA
0
60
Teriyaki Meat balls with sesame
540
Walk & Fork
Slow roasted tomato and pesto Gnocchi NGA
0
Cheese burger sliders & side fries NF
0
Lasagna
0
Falafel, pearl cous cous salad
0
Lamb kofta
0
Beef Checks on mash
0
Chicken skewer, couscous salad with mini pita pieces
0
Pizza & Roll Stations
2
2
1
1
1
Pepperoni
110
Ham
Hawaiian
120
55
Vegan Pizza (12 slices)
35
GF Pizza (12 slices)
40
Classic Roll Station
0
Gourmet Roll Station
0
2
Margherita
110
Lemon curd meringue tarts NF
0
Passionfruit curd babycakes NF
0
Sweet Bites
0
Late night food:
Constant
6
Classic fish and chips served in individual boats
0
Bowl of Fries served with tomato sauce
0
Parmesan Truffle Fries
102
Arancini (seasonal flavour changes)
0
Margherita
0
Pepperoni
0
Pizza Vegan (12 slices)
0
Pizza GF Base (12 slices)
0
Food order outside standard menu
1800
Ham
0
Hawaiian
0
90 x Gourmet roll station with Christmas ham on the bone only (180 mixed variety dinner rolls with cheese and condiments)
50x Mixed dessert sweet platter
Food package (if selected):
0
None
Food service:
Canapes service for canape items, Food station 'Grazing Table'
Dietaries:
Menu selection to cover all main dietaries.
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
10.7
Food Spend (invoiced):
7292
$
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
9523.5
$
300
129
7292
1540
262.5
$
Min Food & Bev Spend (if any)
10000
Food & Beverage Spend
Balance to met minimum spend
1168
8832
Invoicing Recipient
Cherie via email addressed to Auckland City BMW / Auckland Mini Garage
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
