EVENT RUNSHEET
IT Industry Presentation and Networking Event
LOGISTICS
Date:
Thursday, January 22, 2026
Guest arrival time:
6pm
End time:
10.30pm
Guest number:
100
Host / Organiser:
Jamie
General information:
Presentation and networking event for the IT industry in January 2026.
Costing based on 100 guests.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
Registration table at entrance, DJ table
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Media wall to be positioned by presenter to the right of the screen and DJ
Host has booked large light up letters directly - to be set up after 3pm.
AV Set Up:
House sound system, VYC large screen (191cm x 109cm), Wireless microphone $129 incl GST, Lectern (no charge)
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
3pm
Doors open
Bar set up and ready for service
5.45pm
ARRIVAL
Guest arrival time
6pm
VYC Background Music
THE MAIN EVENT
5.45pm Doors open
6pm Guest arrival - platters on arrival
6.30pm Round of canapés
7pm: Short awards formalities, 30min
7.30pm after awards Walk & Fork
8pm - 10pm DJ 2 hour set
10pm: Last call
10.30pm: Conclusion
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, VYC booked DJ ($250 excl GST per hour)
If Spotify playlist can be emailed to barcrew@vyc.co.nz
DJ 2 hour set 8pm - 10pm
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 the following day. For events on a Saturday 1pm the following Tuesday. Next day times to be arranged based on event bookings.
10pm
10.30pm
5.45pm - 10.45pm (5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Pre-pour Prosecco and Peroni for speed of service on arrival. Charged on consumption
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, House spirits, Non-alcoholic
Drinks package (if selected):
None
BAR TAB
$6,200
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
Antipasto (18 Guests)
230
1
1
Lemon Thyme Salmon Platter (18 Guests)
250
Italian meats, cheese & crudities (18 guests)
250
Oyster Platter
0
Full Grazing Table 1.6 x 0.8m
0
Main food service order:
6.30pm
Vegetarian
50
425
Caprese skewers, NGA, NF
10
90
Falafel Bites with Tahini Vegan, NGA, NF, DF
50
425
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
50
475
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
50
Teriyaki Meat balls with sesame
450
Walk & Fork
25
Slow roasted tomato and pesto Gnocchi NGA
375
Cheese burger sliders & side fries NF
425
25
Lasagna
0
Falafel, pearl cous cous salad
0
Lamb kofta
0
25
Beef Checks on mash
450
25
Chicken skewer, couscous salad with mini pita pieces
450
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:
None
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):
0
None
Food service:
Canapes service for canape items
Dietaries:
Covers all main dietaries
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
9
Food Spend (invoiced):
4525
$
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
5779
$
300
129
4525
575
250
$
Min Food & Bev Spend (if any)
3500
Food & Beverage Spend
Balance to met minimum spend
-1025
4525
Invoicing Recipient
Icon 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 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
