EVENT RUNSHEET
2
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.
Datacom May Event
LOGISTICS
Date:
Thursday, May 7, 2026
Guest arrival time:
5.30pm
End time:
10pm
Guest number:
200
Host / Organiser:
Debbie
General information:
Canapés event for Datacom.
200 guests for drinks, light canapés on arrival followed by more substantial walk and fork meals over dinner time.
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
5pm
Doors open
Bar set up and ready for service
5.30pm
ARRIVAL
Guest arrival time
5.30pm
VYC Background music
THE MAIN EVENT
5.30pm Doors open and guest arrival
Mix and mingle
6pm Canapés service begins - light canapés
6.30pm half walk and fork only 1/2.
7pm Speeches
7.30pm Walk and fork other half.
8pm Late night food
9.30pm Last call and bus arriving for some guests.
10pm Conclusion
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 the following day. For events on a Saturday 1pm the following Tuesday. Next day times to be arranged based on event bookings.
9.30pm
10pm
5.15pm - 10.15pm (5hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
None
Peroni and Prosecco pre-poured for speed of arrival service.
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap, Bottled beer, Cider, House Spirits, Non-alcoholic, No redbull or mocktails, House wines
Drinks package (if selected):
None
BAR TAB
Unlimited but check in at $8,000 - charged on consumption
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.
Few leaners outside with ashtrays - alcohol not permitted with smoking as per council regulations
3 x 900 leaners set up in the oar area to create a bubbles / spritz bar
2 x food stations for leaners either side of the venue
VYC and the Black Door set up providing an extra bar and bathroom facilities.
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
No additional decorations
AV Set Up:
House sound system, VYC large screen (191cm x 109cm), Wireless microphone (no charge)
Lighting:
Mid soft
FOOD selection
Food on arrival:
$
4
Cheeseboard (10 - 15 Guests)
680
Antipasto (10 - 15 Guests)
0
4
Manuka Salmon Platter (10-15 Guests)
760
Chicken Platter (10 - 15 Guests)
0
Oyster Platter
0
Full Grazing Table
0
Main food service order:
6pm
4
Wellness Platter (10 - 15 Guests)
720
Food package (if selected):
0
None
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
0
Mixed Pakora with Green Chutney (Vegan)
100
800
Arancini (seasonal flavour changes) NGA
0
Fenugreek Chicken Filo-Ette’s
0
Char Siu Pork Belly Skewers (Dairy free)
0
Beef Tataki
100
Buttermilk Fried Chicken
750
Lamb Kofta Skewers
0
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
100
Potato Rosti with Braised Brisket
1400
Walk & Fork
55
Beef Meatballs
825
Cheese burger sliders & side fries NF
3200
200
200
Crispy chicken sliders & side fries NF
3200
55
Slow roasted tomato, spinach and mushroom Gnocchi NGA
825
Tandori Chicken
0
200
Fish & Chips
3400
Casual Grazing
Classic Roll Station
0
Gourmet Roll Station
0
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
8pm
10
Fries served in individual boats
0
Bowl of Fries served with tomato sauce
0
Parmesan Truffle Fries
0
Arancini (seasonal flavour changes)
0
Chicken Croquettes
0
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
600
Food order outside standard menu
10
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
600
Food service:
Canapes service for canape items
Dietaries:
Canapés cover all key dietary requirements. Seperate labelled and sign posted dietary table for dietaries.
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
Food Spend (invoiced):
17760
$
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
26360
$
350
17760
8000
250
$
Min Food & Bev Spend (if any)
3500
Food & Beverage Spend
Balance to met minimum spend
-22260
25760
Invoicing Recipient
Debbie 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
