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.
Brookfields Rocket Response
LOGISTICS
Date:
Saturday, June 20, 2026
Guest arrival time:
6.30pm
End time:
12am
Guest number:
45
Host / Organiser:
Morgan
General information:
This event is structured to begin with a relaxed arrival, followed by a gradual increase in energy, leading into a more social and lively close.
The format is designed to encourage early interaction, maintain momentum throughout the evening, and create a clear flow from arrival through to conclusion.
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
4pm
Doors open
Bar set up and ready for service
6.15pm
ARRIVAL
Guest arrival time
6.30pm
VYC Background music or Spotify playlist
Platters and drinks on arrival
THE MAIN EVENT
Suggested Timing and Flow:
6.15pm Door open
6.30pm Guest arrival
Special arrival drinks and platters out on arrival for a warm welcoming gesture.
7.30pm Main Food service. Light canapés - heavier canapés - walk and fork
8.45pm Team thank you speeches
9pm DJ set starts
10.15pm Lat night food
11.30pm Last call for wind down half hour
12am Conclusion
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No
Music:
DJ 3 hour set, Recommended to dial up the energy
If Spotify playlist can be emailed to barcrew@vyc.co.nz
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.
11.30pm
12am
6.15pm - 12.15am (6 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Special cocktail on arrival - 2 winter varieties with mocktail option.
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Beer, Branded wines, Cider, Spirits, Non alcoholic
Drinks package (if selected):
None
BAR TAB
$3,300
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.
Recommend VYC to allow for more space / DJ and dance floor.
No other requirements
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Extra candles to give a feeling of mid winter luxury glow, set up around the terrace to create a central space.
Fireplace on.
AV Set Up:
House sound system, Wireless microphone $129 incl GST
Lighting:
Mid soft
FOOD selection
Food on arrival:
$
1
Cheeseboard (10 - 15 Guests)
170
1
Antipasto (10 - 15 Guests)
170
1
Manuka Salmon Platter (10-15 Guests)
190
Chicken Platter (10 - 15 Guests)
0
Oyster Platter
0
Full Grazing Table
0
Main food service order:
7.30pm
1
Wellness Platter (10 - 15 Guests)
180
Food package (if selected):
0
None
Smaller Canapes
20
160
Potato Pave, NGA, Vegetarian
20
160
Mixed Pakora with Green Chutney (Vegan)
30
0
Arancini (seasonal flavour changes) NGA
285
Fenugreek Chicken Filo-Ette’s
255
30
Char Siu Pork Belly Skewers (Dairy free)
0
Beef Tataki
30
Buttermilk Fried Chicken
225
30
Lamb Kofta Skewers
270
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
20
Beef Meatballs
300
Cheese burger sliders & side fries NF
160
10
10
Crispy chicken sliders & side fries NF
160
20
Slow roasted tomato, spinach and mushroom Gnocchi NGA
300
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:
10.15pm
3
20
1
Fries served in individual boats
0
Bowl of Fries served with tomato sauce
0
Parmesan Truffle Fries
51
Arancini (seasonal flavour changes)
170
Chicken Croquettes
0
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
60
Food order outside standard menu
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
0
Food service:
Canapes service for canape items
Dietaries:
Food selection to cover all main dietaries.
Dietary items to be included at the back of each canapés tray to address dietary requirements at the time of service.
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
8.1 (excludes late night)
Food Spend (invoiced):
3256
$
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
5473.75
$
350
129
3256
720
718.75
300
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
1024
3976
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
