EVENT RUNSHEET
Iag / KpmG EoY Social Event
LOGISTICS
Date:
Tuesday, December 9, 2025
Guest arrival time:
5.00pm
End time:
8.30pm
Guest number:
40
Host / Organiser:
Stephanie Delaney
General information:
This is a social get-together between IAG and KPMG who work closely together throughout the year. We would like to start with a stand-up networking session with canapes and drinks and then be seated from 6.15pm for an interactive session of Music Bingo where pizza, chips and drinks are to be served.
SET UP
Set up:
Seating requirement for Music Bingo - 5 tables of 6 guest, and 2 tables or 5 guests. Table for prizes.
Leaners dotted around the bar for the networking 'mix and mingle' part of the event.
Music Bingo John setting up from 4pm.
None
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
N/A
AV Set Up:
House sound system
Lighting:
Mid soft
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
3pm
Doors open
Bar set up and ready for service
4.45pm
ARRIVAL
Guest arrival time
5.00pm
VYC Background music
THE MAIN EVENT
5pm Guest arrival
5.30pm Canapés service (allowing a bit of time for late comers)
6.15pm Seated for music bingo
6.30pm pizza and fries to be served while Bingo is being played
7.45pm Last call for wind down half hour (and within the drinks package time)
8.30pm Conclusion
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No
Music:
Direct booked DJ (VYC XLR connection. Black Door RCA connection)
If Spotify playlist can be emailed to barcrew@vyc.co.nz
John will set-up from 4.00pm and has all equipment including cords, etc
Customary for the host to provide drinks to the DJ / Entertainment (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 the following day. For events on a Saturday 1pm the following Tuesday. Next day times to be arranged based on event bookings.
8pm
8.30pm
4.45pm - 8.45pm (4 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Some tap beer, Spritz and Prosecco poured on arrival for speed of service
Bar Set Up:
Table service so pre-poured on the bar for speed of floor service, 3-Hour House Set Package
N/A
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, Non-alcoholic, NO SPIRITS OR COCKTAILS
Drinks package (if selected):
3 hours Drinks Package House Drink Set Package $75
BAR TAB
3 hour House Set Drinks package $3,000 - avg. 5.4pp = 216 units
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
Antipasto (18 Guests)
0
Lemon Thyme Salmon Platter (18 Guests)
0
Italian meats, cheese & crudities (18 guests)
0
Oyster Platter
0
Full Grazing Table 1.6 x 0.8m
0
Main food service order:
5.30pm. Arancini Index 10.24
Vegetarian
0
Caprese skewers, NGA, NF
0
Falafel Bites with Tahini Vegan, NGA, NF, DF
0
Arancini (seasonal flavour changes) NGA
0
Whipped ricotta and honey crostini
0
Fries served in individual cones NGA, NF,
Chicken croquette with herb sauce DF, NF
0
0
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken
Crispy fried chicken sliders NF
0
Seafood
Classic fish and chips NF
0
Smoked Salmon Blini NF
0
Beef & Lamb
American cheeseburger sliders, NF
0
Lamb fillet skewer NGA
0
Teriyaki Meat balls with sesame
0
Walk & Fork
Slow roasted tomato and pesto Gnocchi NGA
0
Cheese burger sliders & side fries NF
0
Lasagna
0
Falafel, pearl cous cous salad
0
Lamb kofta
0
Beef Checks on mash
0
Chicken skewer, couscous salad with mini pita pieces
0
Pizza & Roll Stations
Pepperoni
0
Ham
Hawaiian
0
0
Vegan Pizza (12 slices)
0
GF Pizza (12 slices)
0
Classic Roll Station
0
Gourmet Roll Station
0
Margherita
0
Lemon curd meringue tarts NF
0
Passionfruit curd babycakes NF
0
Sweet Bites
0
Late night food:
N/A
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
Food package (if selected):
2200
Smoth Start, Rocky Landing
Food service:
Canapes service for canape items
Dietaries:
Can we please ensure that there are items for Gluten Free/Vegan/Vegetarian
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
0
Food Spend (invoiced):
2200
$
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
5800
$
400
2200
3000
200
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
-200
5200
Invoicing Recipient
IAG NZ
C/- Stephanie Delaney
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
