EVENT RUNSHEET
Run sheet #:
Ingram Micro HPE & Intel Partner Event
LOGISTICS
Date:
Wednesday, April 22, 2026
Guest arrival time:
11:30
End time:
1:30
Guest number:
40
Host / Organiser:
Craig Stewart
General information:
Partner Enablement Lunch and Learn, Presentation from vendor HPE and Intel then networking
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
Doors open
Bar set up and ready for service
ARRIVAL
Guest arrival time
11:30
THE MAIN EVENT
we will have a presentation for 30-45minutes at 12:15 which would be just after the food arrives
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.
1:30
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, Wines by the glass (branded)
Drinks package (if selected):
BAR TAB
3000
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:
Gift table set up at entrance
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
AV Set Up:
House sound system, VYC large screen (191cm x 109cm), Lectern (no charge)
Lighting:
Bright
FOOD selection
Food on arrival:
$
1
Cheeseboard (10 - 15 Guests)
170
1
Antipasto (10 - 15 Guests)
170
1
2
Manuka Salmon Platter (10-15 Guests)
190
Chicken Platter (10 - 15 Guests)
360
Oyster Platter
0
Full Grazing Table
0
Main food service order:
1
Wellness Platter (10 - 15 Guests)
180
Food package (if selected):
0
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
0
0
Mixed Pakora with Green Chutney (Vegan)
0
Arancini (seasonal flavour changes) NGA
0
Fenugreek Chicken Filo-Ette’s
0
Char Siu Pork Belly Skewers (Dairy free)
0
Beef Tataki
Buttermilk Fried Chicken
0
Lamb Kofta Skewers
0
Fries in individual boats
0
Substantial Canapes
Fenugreek Chicken Bao buns
0
Pork Schnitzel Sliders
0
Koren Tofu Bao buns
0
Crispy fried chicken sliders NF
0
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:
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:
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):
1070
$
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
1070
$
1070
$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
0
1070
Invoicing Recipient
Please ensure invoice is made out to the below
Ingram Micro (N.Z) Ltd
78 Apollo Drive
Rosedale
Auckland 0632
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
