EVENT RUNSHEET
Cooper and Co Chirstmas Party
LOGISTICS
Date:
Wednesday, December 10, 2025
Guest arrival time:
4pm
End time:
8.30pm
Guest number:
100
Host / Organiser:
Dylan 0211615292
General information:
This is a Christmas event for Harcourts Cooper and Co - the theme is Palm Springs, Blue Lagoon
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 decorations. VYC to also book:
3m Balloon Garland (in blue tones to match the Harcourts brand colours) $505
Large hanging balloons - installer unavailable
Light up letters C&C $430
2 - hour complete package photo booth $1,045 5.30pm - 7.30pm
AV Set Up:
Wireless microphone $129 incl GST
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
2.30pm
Doors open
Bar set up and ready for service
3.45pm
ARRIVAL
Guest arrival time
4pm
DJ playing on arrival - set up 3.30pm
THE MAIN EVENT
4pm Arrival - DJ playing on arrival
5pm Main Food service
Short welcome and thank you speech - VYC hired wireless microphone. Time TBC on the day (aiming for prior to booth around 5.15pm)
5.30pm - 7.30pm Photo booth 2 hour session
7pm - DJ ends - switch to VYC Background playlist - popular tunes everyones knows and enjoys
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No
Music:
Spotify playlists (email to barcrew@vyc.co.nz). Two recommended
If Spotify playlist can be emailed to barcrew@vyc.co.nz
Willis Alatini. 4pm - 7pm (3 hour set)
Followed by playlist going until they wrap up
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.
8pm
8.30pm
3.45pm - 8.45pm (5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Prosecco on arrival. Pre-pour 40 for speed of service. To be on the TAB and part of the $2,500 bar tab (topped up and charged on consumption)
Bar Set Up:
Bar TAB with reduced bar offering, Open 'Cash' Bar where guests buy their own drinks
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, House spirits, Non-alcoholic
Drinks package (if selected):
None
BAR TAB
$2,500 - then cash bar.
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:
5pm
Vegetarian
55
467.5
Caprese skewers, NGA, NF
0
Falafel Bites with Tahini Vegan, NGA, NF, DF
0
Arancini (seasonal flavour changes) NGA
0
Whipped ricotta and honey crostini
330
55
Fries served in individual cones NGA, NF,
Chicken croquette with herb sauce DF, NF
522.5
55
0
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
55
American cheeseburger sliders, NF
770
Lamb fillet skewer NGA
0
55
Teriyaki Meat balls with sesame
495
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
3
3
2
2
2
Pepperoni
165
Ham
Hawaiian
180
110
Vegan Pizza (12 slices)
70
GF Pizza (12 slices)
80
Classic Roll Station
0
Gourmet Roll Station
0
3
Margherita
165
Lemon curd meringue tarts NF
0
Passionfruit curd babycakes NF
0
Sweet Bites
0
Late night food:
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
Ham
0
Hawaiian
0
Food package (if selected):
0
None
Food service:
Canapes service for canape items
Dietaries:
Dietaries notified late - so team to do some dedicated dietary rounds of canapés to cater to guests needs.
Onion allergy - Steph Radford
Coeliac - Abbey Collins
Gluten Free - Amy Wagstaff (also egg allergy), Jane Hastings, Anita Dobson (also dairy free), Phoenix Lloyd, Tracey Howe, Nikki Revel
Dairy Free - Ella Moratti, Franceene Boult, Michael Swarbrick, Haley Forlong
Nut free - Fiona Donovan, Kendall Thornton, Renee Jordaan (also allergic to cabbage, corn, seeds and spinach).
No impact
Catherine Curley - cabbage and cauliflower
Christine du Preez - seafood allergy
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
8.1
Food Spend (invoiced):
3355
$
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
6014
$
300
129
3355
1980
250
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
1645
3355
Invoicing Recipient
Realestestate.co.nz - 155 Khyber Pass Road, Grafton
payables@realestate.co.nz
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
