EVENT RUNSHEET
1
Run sheet #:
James 50th
LOGISTICS
Date:
Saturday, March 7, 2026
Guest arrival time:
7pm
End time:
12.30am
Guest number:
85
Host / Organiser:
Elizabeth Bourke 022 155 3936
General information:
This is Jame's 50th birthday; dress up Glam rock, with canapés, cocktails and dancing.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
Gift table set up at entrance
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Considering lights for the dance floor area
AV Set Up:
House sound system, Wireless microphone $129 incl GST
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
5pm
Doors open
Bar set up and ready for service
6.45pm
ARRIVAL
Guest arrival time
7pm
Spotify playlists
THE MAIN EVENT
7pm Arrival
7.30pm Canapés service
8.45pm Speeches - wireless microphone for approx. 20 mins
After speeches, music is turned up to lead into dancing
10pm Late night food service
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:
Yes BYO cake
Music:
Spotify playlists (email to barcrew@vyc.co.nz). Two recommended
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 (6 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Recommend 24 x Prosecco (4 bottles $320) and 20 x Aperol Spritz ($320). Pre-billed and topped up based on popularity.
Bar Set Up:
Bar TAB with full bar offering
Beverage selection to include:
All drinks available, Prosecco Only Bubbles
No problem to have a couple of cocktail option. Please confirm cocktail choices (e.g. Corpse Reviver No. 2 and Aperol Spritz)
Drinks package (if selected):
None
BAR TAB
TBC
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 (10 - 15 Guests)
0
Antipasto (10 - 15 Guests)
0
Manuka Salmon Platter (10-15 Guests)
0
Chicken Platter (10 - 15 Guests)
0
Oyster Platter
0
Full Grazing Table
0
Main food service order:
7.30pm
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
None
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
20
160
Mixed Pakora with Green Chutney (Vegan)
85
680
Arancini (seasonal flavour changes) NGA
0
Fenugreek Chicken Filo-Ette’s
0
Char Siu Pork Belly Skewers (Dairy free)
0
Beef Tataki
85
Buttermilk Fried Chicken
637.5
Lamb Kofta Skewers
0
Fries in individual boats
0
Substantial Canapes
Fenugreek Chicken Bao buns
0
85
Pork Schnitzel Sliders
1190
Koren Tofu Bao buns
0
Crispy fried chicken sliders NF
0
85
Potato Rosti with Braised Brisket
1190
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
85
Classic Roll Station
2125
Gourmet Roll Station
0
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
10pm
5
5
2
Fries served in individual boats
0
Bowl of Fries served with tomato sauce
75
Parmesan Truffle Fries
85
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, Food station 'Grazing Table'
Dietaries:
At least one cashew nut allergy; small number of vegetarians. May have one or two gluten free.
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):
6262.5
$
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
7731.5
$
350
129
6262.5
50
640
300
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
-1903
6902.5
Invoicing Recipient
Elizabeth 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
