EVENT RUNSHEET
Run sheet #:
IT Industry Presentation and Networking Event
LOGISTICS
Date:
Wednesday, January 28, 2026
Guest arrival time:
4.30pm
End time:
9pm
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. Awards table to be set up by the main screen for 10 awards and bottles of Moet for the winners (to take home).
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 'HPE' directly - Set up 3pm. Collection next day between 11am and 12pm.
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
2pm
Doors open
Bar set up and ready for service
4.15pm
ARRIVAL
Guest arrival time
4.30pm
DJ playing on arrival
THE MAIN EVENT
4.15pm Doors open
4.30pm Guest arrival - platters on arrival, DJ playing on arrival
5pm Round of canapés
5pm / 5.30pm Short awards formalities, 30min Timing based on guest arrivals. Canapés service to be paused during awards.
After awards remaining canapés / Walk & Fork
8.30pm DJ to conclude - switch to Spotify. Last Call (not announced)
9pm: 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 4 hour set 4.30pm - 8.30pm
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.
8.30pm
9pm
4.15pm - 9.15pm (5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Pre-pour Prosecco (only a few as mostly male) 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
$4,000
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
FOOD selection
Food on arrival:
$
1
Cheeseboard (10 - 15 Guests)
170
1
Antipasto (10 - 15 Guests)
170
1
1
Manuka Salmon Platter (10-15 Guests)
190
Chicken Platter (10 - 15 Guests)
0
Oyster Platter
0
Full Grazing Table
0
Main food service order:
5pm
1
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
None
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
0
Mixed Pakora with Green Chutney (Vegan)
50
400
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
400
25
Crispy chicken sliders & side fries NF
0
25
Slow roasted tomato, spinach and mushroom Gnocchi NGA
375
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:
None
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:
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.
Food Spend (invoiced):
1705
$
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
3534
$
300
129
1705
1150
250
$
Min Food & Bev Spend (if any)
3500
Food & Beverage Spend
Balance to met minimum spend
-1025
1705
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 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
