EVENT RUNSHEET
Run sheet #:
Kayleigh & Claytyn's Wedding
LOGISTICS
Date:
Saturday, April 11, 2026
Guest arrival time:
3pm
End time:
11pm
Guest number:
45
Host / Organiser:
Kayleigh 0224031405
General information:
Relaxed wedding, celebrating Kayleigh & Clayton with friends and family including the kids.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
Cake table in speeches area, Gift table set up at entrance, DJ table
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
AV Set Up:
House sound system
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
Doors open
Bar set up and ready for service
2.30pm
ARRIVAL
Guest arrival time
3pm
THE MAIN EVENT
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, VYC booked DJ ($250 excl GST per hour)
If Spotify playlist can be emailed to barcrew@vyc.co.nz
DJ Set times TBC
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.
11pm
TBC
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, Open 'Cash' Bar where guests buy their own drinks
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, House spirits, Non-alcoholic only
Drinks package (if selected):
BAR TAB
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:
$
0
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:
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
0
Mixed Pakora with Green Chutney (Vegan)
40
320
Arancini (seasonal flavour changes) NGA
0
Fenugreek Chicken Filo-Ette’s
0
20
Char Siu Pork Belly Skewers (Dairy free)
0
Beef Tataki
Buttermilk Fried Chicken
0
Lamb Kofta Skewers
0
20
Fries in individual boats
120
Substantial Canapes
Fenugreek Chicken Bao buns
0
Pork Schnitzel Sliders
0
Koren Tofu Bao buns
0
40
Crispy fried chicken sliders NF
560
Potato Rosti with Braised Brisket
0
Walk & Fork
Beef Meatballs
0
Cheese burger sliders & side fries NF
640
40
Crispy chicken sliders & side fries NF
0
40
Slow roasted tomato, spinach and mushroom Gnocchi NGA
600
Tandori Chicken
0
Fish & Chips
0
Casual Grazing
Classic Roll Station
0
50
Gourmet Roll Station
1750
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
9.30 - 10pm
6
0
Fries served in individual boats
0
Bowl of Fries served with tomato sauce
90
Parmesan Truffle Fries
0
Arancini (seasonal flavour changes)
0
Chicken Croquettes
165
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
165
Food order outside standard menu
555
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
0
37 x Eggplant Parmigiana $15 (replacing the W&F Truffle Mac & Cheese)
Food service:
Food station or canapes items handed around?
Dietaries:
TBC
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):
4635
$
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
4635
$
4635
$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
0
4635
Invoicing Recipient
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
