EVENT RUNSHEET
5
Run sheet #:
Kayleigh & Claytyn's Wedding
LOGISTICS
Date:
Saturday, April 11, 2026
Guest arrival time:
3pm
End time:
11pm
Guest number:
43
Host / Organiser:
Kayleigh 0224031405
General information:
Relaxed wedding, celebrating Kayleigh & Clayton with friends and family including the kids. Both Venues booked for the day. There an an additional 2 kids and 2 toddlers (not counted in the 46 guests).
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
12.30pm
Doors open
Bar set up and ready for service
2.45pm
ARRIVAL
Guest arrival time
3pm
DJ
Prosecco & arrival drinks lined up on the bar on arrival
THE MAIN EVENT
3.30pm Bride arrives and ceremony begins. Kayleigh walks down the front of the bar to the flower wall. DJ managing arrival song and music.
4pm Canapés / walk and fork served in the Black Door
Bubbles on trays for after the ceremony and staff to guide upstairs?
4.30 - 5pm Bride & Groom offsite for photos - guests mix and mingle
Cake removed from the chiller
5pm Cake Set up in VYC
5.30pm Cake cutting and speeches (3 - 4 speeches)
6.15pm Roll Station set up for opening at 6.30pm
6.30pm Roll Station ready
7pm DJ starts - lines up first dance
7.30pm Bride and groom first dance - song being managed by the DJ.
8pm Cake served by VYC staff
9pm Late night food (fries and Croque served)
10.30pm Last Call wind down half hour
DJ ends
11pm 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:
Direct booked DJ (VYC XLR connection. Black Door RCA connection), Playing start to end, VYC team to discuss wind down half hour with DJ
If Spotify playlist can be emailed to barcrew@vyc.co.nz
Playing start to finish.
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.
10.30pm
11pm
2.45pm - 11.15pm (8.5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
42 x Prosecco on arrival (7 bottles $560
2 x Lemonades (for the kids) $14
2 x Non-alcoholic bubbles poured (pre-purchased)
All pre-poured and ready to offer non-alcoholic beer, juice or soft drinks if preferred.
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, 2 x pre-billed bottles of non - alcoholic bubbles $50 each 15 x Mini Expresso Martinis and 25 x Mini Berry Spritz for drinks post ceremony (to be prepared during the ceremony out the back = quiet) along with 2 x Lemonades (for the kids) 2 x Non-alcoholic bubbles poured.
Drinks package (if selected):
None
BAR TAB
$3,000
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue.
VYC tables and leaners to have white table cloths, VYC candles and flowers.
Black door lanterns dotted around.
Flower wall to be placed in the oar area with oak table used for signing and props
Signing table by the fireplace with white table cloth
30 - 40 ghost chairs for the ceremony, creating the isle as per floor plan. Casual vibe to be moved.
Roll station on a 900 leaner in the terrace.
Round table on entry as gift table.
See floor plan below.
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.
Flower wall booked directly by Kayleigh with Maddog Backdrops
AV Set Up:
House sound system, Wireless microphone $129 to be used by the celebrant then the MC.
Lighting:
Mid soft then dark and moody after formalities
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:
4.15pm
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
None
Smaller Canapes
25
200
Potato Pave, NGA, Vegetarian
30
240
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)
25
212.5
Beef Tataki
30
Buttermilk Fried Chicken
225
30
Lamb Kofta Skewers
270
40
Fries in individual boats
240
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
25
Slow roasted tomato, spinach and mushroom Gnocchi NGA
375
Tandori Chicken
0
25
Fish & Chips
425
Casual Grazing
Classic Roll Station
0
42
Gourmet Roll Station
1470
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
9pm
6
3
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
0
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
180
Food order outside standard menu
762.5
2
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
120
25 x Caprese Skewers $8.50
35 x American Cheeseburger Sliders (no fries) $14
1 x GF Croque Toastie Platter $60
Food service:
Canapes service for canapes items, Gourmet roll station set up on grazing table
Dietaries:
2x celiac - to be served separately.
1x gluten free child
1x nut allergy
1x kiwi allergy
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):
4810
$
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
7842
$
1200
129
4810
50
574
654
425
$
Min Food & Bev Spend (if any)
7000
Food & Beverage Spend
Balance to met minimum spend
962
6038
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
