EVENT RUNSHEET
Rocket
Run sheet #:
This plan outlines set up, timing, service flow, food and beverage, and key decisions required to deliver the event smoothly, providing clarity from planning through to on-day delivery.
Bc Christmas Party 2026
LOGISTICS
Date:
Friday, December 4, 2026
Guest arrival time:
5pm
End time:
11.30pm
Guest number:
110
Host / Organiser:
Wendi - wendi.neilson@bluecurrent.co.nz
General information:
Annual Christmas party for Blue Current. Relaxed end of year celebration for the team, canapes, walk and fork, DJ and dancing.
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
TBC
Doors open
Bar set up and ready for service
4.45pm
ARRIVAL
Guest arrival time
5pm
DJ playing on arrival
DJ playing on arrival
THE MAIN EVENT
4.45pm Door open
5pm Guest arrival
DJ playing on arrival
Food service timing alongside speeches TBC with final food selection
9.30pm Late night food service
11pm DJ ends. Wind down half hour. Last call, lights slowly up / music slowly down for soft exit
11.30pm Conclusion
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No cake
Music:
DJ - 6 hour set
If Spotify playlist can be emailed to barcrew@vyc.co.nz
6 hour set 5pm - 11pm
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.
11pm
11.30pm
4.45pm - 11.15pm (7 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Prosecco and Peroni pre-poured for speed of arrival service, charged on consumption
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, Non-alcoholic
Drinks package (if selected):
None
BAR TAB
$6,500
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
DJ table
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
VYC Christmas tree and decorations
AV Set Up:
House sound system, Wireless microphone $129
Lighting:
Mid soft then dark and moody after formalities
FOOD selection
Food on arrival:
$
Cheeseboard (10 - 15 Guests)
0
Antipasto (10 - 15 Guests)
0
Manuka Salmon Platter (10-15 Guests)
0
Chicken Platter (10 - 15 Guests)
0
Oyster Platter
0
Full Grazing Table
0
Main food service order:
6pm
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
None
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
0
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
Buttermilk Fried Chicken
0
Lamb Kofta Skewers
0
Fries in individual boats
0
Substantial Canapes
Fenugreek Chicken Bao buns
0
Pork Schnitzel Sliders
0
Korean 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
Tandori Chicken
0
Fish & Chips
0
Casual Grazing
Classic Roll Station
0
Gourmet Roll Station
0
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
9.30pm
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
9880
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
0
Budget only. 2 options proposed as excel food selectors.
Food service:
2 Grazing Food stations set up - on either side of the venue., Platters and canapes divided into two across both stations., Late night food served canapes style.
Dietaries:
Selection covers all main dietaries. Food to be labelled with allergens
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):
9880
$
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
19234
$
650
129
9880
6500
1725
350
$
Min Food & Bev Spend (if any)
10000
Food & Beverage Spend
Balance to met minimum spend
-6380
16380
Invoicing Recipient
Via email
​​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
