EVENT RUNSHEET
Foumalo & Lena Siemsen 21st birthday
LOGISTICS
Date:
Saturday, August 9, 2025
Guest arrival time:
6.30pm
End time:
12am
Guest number:
60
Host / Organiser:
Lorraine Siemsen
General information:
Celebrating Foumalo & Lena who are twins ’ 21st birthday with a formal, cocktail-style event with friends and family. The theme is blue, with blue hydrangeas, elegant 21st signage, and a simple, sophisticated, and glamorous look. A slide show will feature a “walk-through time” photo collage of the twins, along with a pull-up backdrop for photos.
SET UP
Set up:
Extra lights on the stairs for photos
Black carpet runner at entrance
Vip table for 5pax to be set up by fire place using round table and ghost chairs - Drinks and Food service for table.
Fire place to be on
Mix and mingle with bar leaners dotted around - leave space for performances
Cake table in speeches area
21st sign and balloon garland in terrace by window
Fairy lights on windows - host supplying
Cake table in speeches area, DJ table, Privacy Curtains (Black Sheers over the windows) ideal for presentations or privacy VYC only
Decorations:
VYC candles & flowers
21st sign and blue balloon garland to be set up in terrace - VYC to order
Host bringing some other decorations (fairy lights on windows, photos)
Photo booth booked by host - setting up at 6pm
The team are onsite for set up as per the event schedule below.
AV Set Up:
House sound system, Connecting via HDMI cable, VYC large screen (191cm x 109cm), Wireless microphone $129 incl GST
Lighting:
Bright, Mid soft, 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
6.15pm - 12.15am
Doors open
Bar set up and ready for service
6.15
ARRIVAL
Guest arrival time
6.30pm
DJ playing on arrival
dj
THE MAIN EVENT
6.30pm - Hot and cold canapés to be passed around before formalities ( Arancini, croquettes, courgette fritter)
7pm Twins will arrive and walk in
7pm - 8/8.30pm - Family speeches/performances and cake
8.30pm - Main food service rolling across the evening (based on when formalities finish) Sliders, tacos, pizza any left over canapes.
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Yes BYO cake
Music:
Direct booked DJ
If Spotify playlist can be emailed to barcrew@vyc.co.nz
DJ booked by host to play from 6.30pm - 12am
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 1pm the following day. For events on a Saturday 1pm the following Tuesday. If decorations are booked directly with local suppliers please let them know our pack in / out times for their scheduling
11.30pm
12am
6.15pm - 12.15am (6 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Based on consumption and to be charged to the bar tab - Host would like everyone to get a drink on arrival so please keep adding if needed.
10 x Prosecco,
6 x mini mocktails
8 x cider in ice buckers
10 x corona in ice buckets
Bar Set Up:
Bar TAB with reduced bar offering, Open 'Cash' Bar where guests buy their own drinks
Birthday girls drink cider
Beverage selection to include:
Bottled beer, Cider, House spirits, House wines VYC, Mocktails, Non-Alcoholic, Tap beer
Somersby Cider is the birthday girls favourite
Drinks package (if selected):
NA
BAR TAB
Open Cash Bar to Start. Lorraine would like the bar tab to not be announced until after formalities. Please wait for the good to go.
Bar tab for the VIP table and the birthday girls from the start
$2,500 to be pre paid.
Please let Lorraine know when it has reached to see if she would like to increase.
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
Italian Antipasto Platter (18 guests)
0
1
1
Lemon Thyme Salmon Platter (18 Guests)
250
Italian meats, cheese & crudities (18 guests)
250
Oyster Platter
0
1
Fresh mixed sushi platter (47 pieces)
220
Winter Burrata Board
0
1
Deep Fried Burrata Board
200
Full Grazing Table 1.6 x 0.8m
0
Main food service order:
8.30pm/9pm
60
0
Miso shiitake rice paper rolls NGA, DF, Vegan
540
Courgette & haloumi fritters NF
60
510
Arancini (seasonal flavour changes) NGA
0
Whipped ricotta and honey crostini
0
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken croquette with herb sauce DF, NF
570
60
60
60
Jaggery lime fried chicken NF, DF
0
American cheeseburger sliders, NF
0
Crispy fried chicken sliders NF
840
Teriyaki Meat balls with sesame
0
Lamb fillet skewer NGA
0
Little beef pies with tomato relish NF
0
Classic fish and chips NF
720
Fries served in individual cones NGA, NF,
0
Mexican prawn, sweetcorn fritter NGA, NF
0
30
Miso ginger salmon skewers on soba noodle DF
0
Cheese burger sliders & side fries NF
935
Crispy chicken tacos, mexican slaw NF
510
Mac n cheese with truffle parmesan crust NF
0
Falafel, pearl cous cous salad
0
Vegan soba noodle salad DF, VEGAN
0
Slow roasted tomato and pesto Gnocchi NGA
0
55
1
2
2
Lamb kofta
Margherita
0
55
Pepperoni
110
Ham
Hawaiian
120
0
Vegan Pizza (12 slices)
0
GF Pizza (12 slices)
0
Classic Roll Station
0
Gourmet Roll Station
0
Lemon curd meringue tarts NF
0
Passionfruit curd babycakes NF
0
Pear & ginger baby cakes
0
Late night food:
Rolling food across the evening
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
VIP table for 5 pax to have a smaller platter on arrival and canapes, w+f, pizza platter
Food package (if selected):
0
Food service:
Canapes service for canape items, Vip platter
Dietaries:
None
Food Spend (invoiced):
5830
$
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
7743
$
300
129
5830
50
0
1134
300
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
-830
5830
Invoicing Recipient
Invoice made out to - Shane Siemsen Auto
NOTE - Bar tab to be prepaid when invoicing
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
