EVENT RUNSHEET
1 Rocket Response
Run sheet #:
Grant Thornton Mid Winter Staff Party Rocket Response
LOGISTICS
Date:
Friday, July 17, 2026
Guest arrival time:
7pm
End time:
12.30am
Guest number:
150
Host / Organiser:
General information:
Mid winter internal staff party for Grant Thornton. A time for the staff to relax, and socialise with each other. Key assumptions: Generous food, relaxed warm atmosphere encouraging conversations. Fireplace on, and extra candles to warm the space.
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
4.30pm
Doors open
Bar set up and ready for service
6.45pm
ARRIVAL
Guest arrival time
7pm
VYC Background music
THE MAIN EVENT
6.45pm | Doors Open Bar ready for service. Platters on arrival out on leaners
7pm | Guest arrival
7.30pm | Canapés Service following platters on arrival and allowing for late guest arrival
8.30pm | Short speech from leadership thanking the team. Wireless microphone hire added to the run sheet. Lights dimmed after speeches.
8.40pm | Walk and fork
10.30pm | Late night food service (Host responsibility fries and croque toasties)
12am | Last Call
12.30am | Conclusion
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No cake
Music:
VYC or host supplied Spotify playlists., One for arrival and exit, Second higher energy playlist, Volume controlled to allow for conversations
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.
12am
12.30am
6.45pm - 12.45am to manage the door (6 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Arrival drinks set up for speed of service on arrival.
Selection of Peroni, Prosecco and Special Winter Cocktail.
Winter cocktail to add a special touch to the night. Special VYC offered price of $15.
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, VYC House Wines which includes Prosecco, Sauvignon Blanc, Chardonnay, Pinot Gris, Prosecco, Pinot Noir, Shiraz, Cabernet Sauvignon, Cider, Non alcoholic, Mulled Wine priced at House Wine to add to the winter feel, Grant Thornton Winter Special Custom Cocktail $15
Drinks package (if selected):
None
BAR TAB
$10,000
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 and mingle with leaners dotted around the venue. Candles, fire and deliberately set up seating areas for groups to gather and connect.
Staffed coat check $250
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
VYC candles (extra to create the winter feel)
AV Set Up:
House sound system, Wireless microphone $129 incl GST
Lighting:
Mid soft then dark and moody after formalities
FOOD selection
Food on arrival:
$
2
Cheeseboard (10 - 15 Guests)
340
2
Antipasto (10 - 15 Guests)
340
2
2
Manuka Salmon Platter (10-15 Guests)
380
Chicken Platter (10 - 15 Guests)
360
Oyster Platter
0
Full Grazing Table
0
Main food service order:
7.30pm
2
Wellness Platter (10 - 15 Guests)
360
Food package (if selected):
0
None
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
50
400
Mixed Pakora with Green Chutney (Vegan)
50
50
400
Arancini (seasonal flavour changes) NGA
475
Fenugreek Chicken Filo-Ette’s
0
Char Siu Pork Belly Skewers (Dairy free)
50
425
Beef Tataki
Buttermilk Fried Chicken
0
50
Lamb Kofta Skewers
450
Fries in individual boats
0
Substantial Canapes
50
Fenugreek Chicken Bao buns
700
Pork Schnitzel Sliders
0
20
Koren Tofu Bao buns
280
Crispy fried chicken sliders NF
0
40
Potato Rosti with Braised Brisket
560
Walk & Fork
25
Beef Meatballs
375
Cheese burger sliders & side fries NF
400
25
25
Crispy chicken sliders & side fries NF
400
25
Slow roasted tomato, spinach and mushroom Gnocchi NGA
375
25
Tandori Chicken
500
25
Fish & Chips
425
Casual Grazing
Classic Roll Station
0
Gourmet Roll Station
0
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
10.30pm
3
3
8
Fries served in individual boats
0
Bowl of Fries served with tomato sauce
45
Parmesan Truffle Fries
51
Arancini (seasonal flavour changes)
0
Chicken Croquettes
0
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
480
Food order outside standard menu
8
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
480
Food service:
Platters on arrival placed on leaners for arrival, Canapes service for canape items
Dietaries:
Food selection to cover all main dietary requirements.
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):
9001
$
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
10030
$
600
129
9001
300
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
-4001
9001
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
