EVENT RUNSHEET
Cbre Christmas Celebration
LOGISTICS
Date:
Thursday, December 11, 2025
Guest arrival time:
1pm
End time:
5pm
Guest number:
125
Host / Organiser:
Jenna Brown Fox
General information:
This is the end of year event for CBRE, They have a strict 4 hour drinking policy. The theme is Boujee or Bust.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue. Large Oak table location TBC (that can stay for evening)
No other requirements
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Jenna directly organising decorations (welcome sign, menus, media wall, scattered items and balloon garland)
Food service decorations to be given to the kitchen to incorporate.
Gold Shimmer Wall set up in the oar area (free wall to be used for Evening event)
AV Set Up:
House sound system, DJ table. DJ will have a cloth to put over it
Lighting:
Roll with staff settings
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
9.30am
Doors open
Bar set up and ready for service
12.45pm
ARRIVAL
Guest arrival time
1pm
DJ playing on arrival - set up 12pm
Drinks on arrival at top of stairs. DJ playing
THE MAIN EVENT
9.30am Pack In (VYC to confirm contact for opening)
12pm DJ Set up (has his own table cloth, and supplying microphone)
12.45pm Doors open
1pm Guest arrival - welcome drinks on trays on arrival at top of the stairs
1.15pm Canapes service
2.15pm Formalities Speeches (no microphone required, DJ has one)
2.45pm Walk and fork and fries
3.15pm Pizza
4.30pm Last Call / Sign walked round
4.45pm Last Song
5pm Conclusion
5pm - 5.30pm Speedy Pack Down for 5.30pm Evening arrival
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No
Music:
Direct booked DJ (XLR connection)
If Spotify playlist can be emailed to barcrew@vyc.co.nz
DJ booked for the entire event.
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.
4.30pm - Sign circulated
4.45pm - Last Song
5pm
12.45pm - 5.15pm (4.5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Served on trays at the top of the stairs on trays Prosecco, Corona in brown paper bags (Jenna to supply), Tropical Fruit Punch, Some of the Almighty Waters (Special bar order)
Lion Red (Special order) 48 x $14 = $672
Bar Set Up:
Bar TAB with reduced bar offering
Almighty Flavoured Water - sold in packs of 24. $8 each in line with our Perrier Water pricing both 330mls
Mango Pineapple x 24
Pineapple Passionfruit x 24
Grapefruit Tangelo x 24
Yuzu Lime x 24
Blood Orange x 24
Total 120 cans (just less than one each) - $960 Final flavours dependent on availability at the time of ordering.
Left over cans to be taken away - non alcoholic
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, Winter White Sangria Special $11 per glass, Almighty Waters (Special Order), Lion Red (Special Order), Non-alcoholic, Tropical Fruit punch only mocktail
No spirits, cocktails or Red Bull. Guests CAN NOT buy their own drinks - company policy.
Jenna preparing bar menu - NO VYC custom menu required
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:
$
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:
1.15pm
Vegetarian
0
Caprese skewers, NGA, NF
20
180
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
0
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken
70
Crispy fried chicken sliders NF
980
Seafood
Classic fish and chips NF
0
Smoked Salmon Blini NF
0
Beef & Lamb
American cheeseburger sliders, NF
0
70
Lamb fillet skewer NGA
665
70
Teriyaki Meat balls with sesame
630
Walk & Fork
16
Slow roasted tomato and pesto Gnocchi NGA
240
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:
3.15pm
5
5
1
2
1
1
Classic fish and chips served in individual boats
0
Bowl of Fries served with tomato sauce
75
Parmesan Truffle Fries
85
Arancini (seasonal flavour changes)
0
Margherita
55
Pepperoni
110
Pizza Vegan (12 slices)
35
Pizza GF Base (12 slices)
40
Food order outside standard menu
2181
2
Ham
120
Hawaiian
0
10 x Kumera Rosti
8 x Vegetarian Paddy Wraps (1 done as Vegan)
70 x Walk and Fork Chicken Tacos
55 x Walk and Fork Mac & Cheese with Truffle parmesan crust (Old Menu)
Food package (if selected):
0
None
Food service:
Canapes service for canape items, Dietary guests (nine) to be served individually, Jenna to identify them and assist
Dietaries:
Vegan (vegetarian and can’t have dairy) x1
GF x2
Vegetarian x6
No mushrooms (allergy) x1 - no mushrooms on the menu.
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
4.8
Food Spend (invoiced):
6561
$
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
8718
$
300
6561
672
960
225
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
-3193
8193
Invoicing Recipient
Jenna 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 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
