EVENT RUNSHEET
Brookes Baby Shower
LOGISTICS
Date:
Saturday, August 16, 2025
Guest arrival time:
1pm
End time:
4pm
Guest number:
20
Host / Organiser:
Vanessa Kerridge 027 278 5656
General information:
Brookes Baby Shower - Vanessa's Daughter
People to arrive, cash bar staff rate
Vanessa will bring in platters and put out on arrival
Bar tab inclusive of $100 VYC total cost limit $500 to charge back to vanessa
SET UP
Set up:
No other requirements
Decorations:
VYC candles & flowers
Balloon Garland organized by Vanessa - whitney to make
The team are onsite for set up as per the event schedule below.
AV Set Up:
House sound system
Lighting:
Mid soft
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
1pm
THE MAIN EVENT
1pm guests arrive welcome drink and grazing
mix and mingle
2pm -3pm photos/games and presents opening
3.30pm round up to all depart by 4pm
4pm guests leave no later
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
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
4pm
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
pink cocktail non alcoholic and alcoholic to discuss with Jo
Bar Set Up:
Bar TAB with reduced bar offering, Open 'Cash' Bar where guests buy their own drinks
Beverage selection to include:
Drinks package (if selected):
BAR TAB
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:
$
Cheeseboard (18 guests)
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Italian Antipasto Platter (18 guests)
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Lemon Thyme Salmon Platter (18 Guests)
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Italian meats, cheese & crudities (18 guests)
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Oyster Platter
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Fresh mixed sushi platter (47 pieces)
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Winter Burrata Board
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Deep Fried Burrata Board
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Full Grazing Table 1.6 x 0.8m
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Main food service order:
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Miso shiitake rice paper rolls NGA, DF, Vegan
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Courgette & haloumi fritters NF
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Arancini (seasonal flavour changes) NGA
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Whipped ricotta and honey crostini
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Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken croquette with herb sauce DF, NF
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Jaggery lime fried chicken NF, DF
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American cheeseburger sliders, NF
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Crispy fried chicken sliders NF
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Teriyaki Meat balls with sesame
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Lamb fillet skewer NGA
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Little beef pies with tomato relish NF
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Classic fish and chips NF
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Fries served in individual cones NGA, NF,
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Mexican prawn, sweetcorn fritter NGA, NF
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Miso ginger salmon skewers on soba noodle DF
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Cheese burger sliders & side fries NF
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Crispy chicken tacos, mexican slaw NF
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Mac n cheese with truffle parmesan crust NF
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Falafel, pearl cous cous salad
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Vegan soba noodle salad DF, VEGAN
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Slow roasted tomato and pesto Gnocchi NGA
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Lamb kofta
Margherita
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Pepperoni
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Ham
Hawaiian
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Vegan Pizza (12 slices)
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GF Pizza (12 slices)
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Classic Roll Station
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Gourmet Roll Station
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Lemon curd meringue tarts NF
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Passionfruit curd babycakes NF
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Pear & ginger baby cakes
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Late night food:
Classic fish and chips served in individual boats
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Bowl of Fries served with tomato sauce
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Parmesan Truffle Fries
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Arancini (seasonal flavour changes)
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Margherita
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Pepperoni
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Pizza Vegan (12 slices)
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Pizza GF Base (12 slices)
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Food order outside standard menu
Ham
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Hawaiian
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Food package (if selected):
0
Food service:
No pre-ordered food, Bar menu only
Dietaries:
Food Spend (invoiced):
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$
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
0
$
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$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
0
0
Invoicing Recipient
Vanessa Kerridge
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
