EVENT RUNSHEET
Georgia's Dancing Queen 30th
LOGISTICS
Date:
Friday, August 1, 2025
Guest arrival time:
7pm
End time:
12.30am
Guest number:
35
Host / Organiser:
Georgia Ellis
General information:
The event is to celebrate Georgia's 30th birthday. It's 'Dancing Queen' themed, expect lots of sequins! The attendees are Georgia's close friends and family from around the country.
SET UP
Set up:
Mix & mingle with some seating dotted around the venue
No other requirements
Decorations:
VYC candles & flowers
The ripple & floral backdrop $310 + $160 delivery and pick up - to be booked by VYC
VYC disco balls set up on top of the back bar cubes
The team are onsite for set up as per the event schedule below.
AV Set Up:
VYC large screen (191cm x 109cm)
Lighting:
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
5pm
Doors open
Bar set up and ready for service
6.45pm
ARRIVAL
Guest arrival time
7pm
Spotify playlists
THE MAIN EVENT
8.15pm Speeches and cutting of the cake
Celebration toast drinks ready for the toast - 35 x Limoncello Spritz ($16)
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Yes BYO cake
Music:
Spotify playlists (email to barcrew@vyc.co.nz). Two recommended
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 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
12am
12.30am
6.45pm - 12.45am (6 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
None
Bar Set Up:
Open 'Cash' Bar where guests buy their own drinks
Beverage selection to include:
All drinks available
35 x Limoncello Spritz served for the speeches toast (30 x $16 = $560)
Drinks package (if selected):
None
BAR TAB
N/A
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:
$
1
Cheeseboard (18 guests)
230
1
Italian Antipasto Platter (18 guests)
230
Lemon Thyme Salmon Platter (18 Guests)
0
Italian meats, cheese & crudities (18 guests)
0
Oyster Platter
0
1
Fresh mixed sushi platter (47 pieces)
220
Winter Burrata Board
0
Deep Fried Burrata Board
0
Full Grazing Table 1.6 x 0.8m
0
Main food service order:
None
0
Miso shiitake rice paper rolls NGA, DF, Vegan
0
Courgette & haloumi fritters NF
0
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
0
Jaggery lime fried chicken NF, DF
0
American cheeseburger sliders, NF
0
Crispy fried chicken sliders NF
0
Teriyaki Meat balls with sesame
0
Lamb fillet skewer NGA
0
Little beef pies with tomato relish NF
0
Classic fish and chips NF
0
Fries served in individual cones NGA, NF,
0
Mexican prawn, sweetcorn fritter NGA, NF
0
Miso ginger salmon skewers on soba noodle DF
0
Cheese burger sliders & side fries NF
0
Crispy chicken tacos, mexican slaw NF
0
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
Lamb kofta
Margherita
0
0
Pepperoni
0
Ham
Hawaiian
0
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:
10pm
1
1
1
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
55
Pepperoni
55
Pizza Vegan (12 slices)
0
Pizza GF Base (12 slices)
40
Food order outside standard menu
35
Ham
0
Hawaiian
0
Vegan pepperoni pizza
Food package (if selected):
0
None
Food service:
Food station 'Grazing Table'
Dietaries:
Georgia is dairy and onion free but eat meat so would prefer to a vegan and pepperoni pizza
3x vegetarians
1x gluten free
Food Spend (invoiced):
865
$
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
2495
$
250
865
50
560
470
300
$
Min Food & Bev Spend (if any)
2000
Food & Beverage Spend
Balance to met minimum spend
575
1425
Invoicing Recipient
Georgia Ellis, georgiaellis95@gmail.com
Unit 9, 4 Glen Atkinson Street, St Heliers, Auckland 1071
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
