EVENT RUNSHEET
Cass & Gagans Ceremony
LOGISTICS
Date:
Friday, November 28, 2025
Guest arrival time:
5:30pm
End time:
9pm
Guest number:
30
Host / Organiser:
Alydia 0212575485
General information:
This is the reception for the court registration union of Cass and Gagan. A time to celebrate with friends and family.
SET UP
Set up:
Mix and mingle, canapés set up
Cake table in speeches area
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Reception back drop booked by Cass, as per floor plan below.
Black Door Fairy lights on.
AV Set Up:
House sound system
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
4.30pm
Doors open
Bar set up and ready for service
5.30pm
ARRIVAL
Guest arrival time
5:30pm
Spotify playlists
THE MAIN EVENT
6pm Cake to removed from the chiller
7pm Cutting of the cake
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Cake ordered with VYC to brief
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.
8.30pm
9pm
5.15pm - 9.15pm (4 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
None
Bar Set Up:
Bar TAB with full bar offering, Including the White Sangria special
Beverage selection to include:
All drinks available
Drinks package (if selected):
None
BAR TAB
$500 to start. Will add another $500 if this runs out.
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)
0
Antipasto (18 Guests)
0
Lemon Thyme Salmon Platter (18 Guests)
0
Italian meats, cheese & crudities (18 guests)
0
Oyster Platter
0
Full Grazing Table 1.6 x 0.8m
0
Main food service order:
N/A
Vegetarian
0
Caprese skewers, NGA, NF
0
Falafel Bites with Tahini Vegan, NGA, NF, DF
20
0
Arancini (seasonal flavour changes) NGA
170
Whipped ricotta and honey crostini
0
Fries served in individual cones NGA, NF,
Chicken croquette with herb sauce DF, NF
0
20
190
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken
Crispy fried chicken sliders NF
0
Seafood
Classic fish and chips NF
0
Smoked Salmon Blini NF
0
Beef & Lamb
American cheeseburger sliders, NF
0
20
Lamb fillet skewer NGA
190
Teriyaki Meat balls with sesame
0
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
Pepperoni
0
Ham
Hawaiian
0
0
Vegan Pizza (12 slices)
0
GF Pizza (12 slices)
0
Classic Roll Station
0
Gourmet Roll Station
0
Margherita
0
Lemon curd meringue tarts NF
0
Passionfruit curd babycakes NF
0
Sweet Bites
0
Late night food:
N/A
Classic fish and chips served in individual boats
0
Bowl of Fries served with tomato sauce
0
Parmesan Truffle Fries
0
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
750
Ham
0
Hawaiian
0
Half Grazing Table for 30 guests
Food package (if selected):
0
None
Food service:
Food station 'Grazing Table'
Dietaries:
To cover all main dietaries, table to be set up with labels. Grazing table to have more chicken than beef.
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
1.5
Food Spend (invoiced):
1300
$
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
1800
$
300
1300
200
$
Min Food & Bev Spend (if any)
2000
Food & Beverage Spend
Balance to met minimum spend
700
1300
Invoicing Recipient
Gagandeep Singh
56c Bryant Road, Karaka Papakura 2850
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
