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.
Fairsupply Corporate Evening Event
LOGISTICS
Date:
Tuesday, April 14, 2026
Guest arrival time:
5pm
End time:
8pm
Guest number:
40
Host / Organiser:
Paola based on Australia via phone +61 411 596 852.
On the day Steph (Senior Account Manager)
NO logistics to be addressed to Kim CEO
General information:
Evening Corporate event for Fairsupply.
30 - 50 guests, the plan is based on catering for 40 guests.
Panel discussion with 3 - 4 panelists
Light canapés and networking drinks.
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
4.45pm
ARRIVAL
Guest arrival time
5pm
VYC Background music
THE MAIN EVENT
4.45pm Doors open
5pm Guest arrival
Platters on arrival
Small number of Peroni served on the bar for speed of service
5.55pm Seated for panel presentation
6 - 6.45pm Panel presentation
Followed by canapes and networking drinks
7.30pm Last call. Wind down half hour - last drinks, lights up, music slowly down
8pm Conclusion
8.15pm Security ends
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.
7.30pm
8pm
4.45pm - 8.15pm (3.5 hours)
Security to manage arrival list and give guest badges.
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Peroni (small number) pre-poured for speed of service charged to TAB.
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottle beer, House wines, Non-alcoholic
Drinks package (if selected):
None
BAR TAB
$1,840
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:
3 x 2 metre stage set up for panel discussion in front of the terrace TV screen.
Theatre seating set up in the blue area marked on the floor plan below.
Mix & mingle with bar leaners dotted around the venue for networking area shown in green on floor plan below.
Steph arriving at 4.30pm to set up chocolates, notepads and banners - Steph taking banners back to AU now.
Registration table at entrance
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Fairsupply banner to be sent from Australia for host to set up on arrival
AV Set Up:
House sound system, VYC screen in the front terrace (128cm x 77cm), Lectern (no charge), 3 x wireless handheld microphones, Mixer and set up / pack down $376
Lighting:
Mid soft
FOOD selection
Food on arrival:
$
Cheeseboard (10 - 15 Guests)
0
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:
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
None
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
25
200
Mixed Pakora with Green Chutney (Vegan)
25
25
200
Arancini (seasonal flavour changes) NGA
237.5
Fenugreek Chicken Filo-Ette’s
212.5
25
Char Siu Pork Belly Skewers (Dairy free)
25
212.5
Beef Tataki
25
Buttermilk Fried Chicken
187.5
25
Lamb Kofta Skewers
225
Fries in individual boats
0
Substantial Canapes
Fenugreek Chicken Bao buns
0
Pork Schnitzel Sliders
0
Korean Tofu Bao buns
0
25
Crispy fried chicken sliders NF
350
Potato Rosti with Braised Brisket
0
Walk & Fork
Beef Meatballs
0
Cheese burger sliders & side fries NF
0
Crispy chicken sliders & side fries NF
0
Slow roasted tomato, spinach and mushroom Gnocchi NGA
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:
N/A
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)
0
Food order outside standard menu
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
0
Food service:
Canapes service for canape items
Dietaries:
Main dietaries covered by food selection. Dietary item to be included on each canapes tray to address dietaries during service.
Gluten free: 1
Lactose free: 1
Peanut allergy: 1
Vegetarian: 3
No pork or beef: 1
No beef: 1
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):
2185
$
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
3713.9
$
350
2185
1003.9
175
$
Min Food & Bev Spend (if any)
3500
Food & Beverage Spend
Balance to met minimum spend
1315
2185
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
