EVENT RUNSHEET
1 Rocket
Run sheet #:
Kong Agentic Era World Tour Rocket
LOGISTICS
Date:
Thursday, June 4, 2026
Guest arrival time:
4pm
End time:
9.30pm
Guest number:
50
Host / Organiser:
Sierra
General information:
This is a strategic presentation and networking event for Kong, leading developer of AI technologies.
The attendees will be mostly male, Customers, Users, and Business Partners.
The cost estimate for this event is based on catering for 50 guests. Seating for 60, with space to increase up to 70.
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
12pm
Doors open
Bar set up and ready for service
3.45pm
ARRIVAL
Guest arrival time
4pm
VYC Background music
THE MAIN EVENT
12:00pm | Venue Access and Event Bump-In
3.45pm | Doors open
4:00pm | Registration and Networking (60-min) - Welcome drinks and light canapés served
5:00pm | Conference Presentation (90-min) NO food or beverage during presentation
6:30pm | Evening Networking and Entertainment. Substantial Canapés, Drinks, and Entertainment (3 hours DJ set 6.30pm - 9.30pm)
9:30pm | DJ Concludes. Wind down half hour. Lights slowly increase, music volume decreases - soft exit with subtle pack up
10.00pm | Conclusion and bump out
10:30 - 11pm | Bump-out concludes
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
3 hour set 6.30pm - 9.30pm
Customary for the host to provide drinks to the DJ. 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.
9pm
9.30pm
3.45pm - 9.45pm (6 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
None
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, Cider, House and branded wines by the glass, House spirits with mixers, Non-alcoholic
Drinks package (if selected):
None
BAR TAB
$2,630
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:
Theatre seating for 60 guests, facing a stage for 3 x panelists.
Cocktail area for networking, food and beverage with DJ with space for up to 80 guests.
Registration table at entrance, DJ table, Privacy Curtains (Black Sheers over the windows) ideal for presentations
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Uplighting, potentially branded collateral
AV Set Up:
Stage (stage must be large enough for 3 panellists on chairs/stools), Screen & Projector (16:9 ratio required) or TV Screen, House sound system, Lectern (no charge), Wireless microphone, 3 x lapel microphones for the panel, 3 x wireless microphones, Show laptop, 2 x Fold-back monitors showing current and next slide + presenters notes, Stage lighting, Coloured up lighting, Timer, Dedicated hardwired internet connection, Onsite tech support
Lighting:
Mid soft
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:
6.30pm
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
None
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
40
320
Mixed Pakora with Green Chutney (Vegan)
0
Arancini (seasonal flavour changes) NGA
0
Fenugreek Chicken Filo-Ette’s
340
40
Char Siu Pork Belly Skewers (Dairy free)
40
340
Beef Tataki
40
Buttermilk Fried Chicken
300
40
Lamb Kofta Skewers
360
Fries in individual boats
0
Substantial Canapes
20
Fenugreek Chicken Bao buns
280
25
Pork Schnitzel Sliders
350
5
Koren Tofu Bao buns
70
Crispy fried chicken sliders NF
0
30
Potato Rosti with Braised Brisket
420
Walk & Fork
Beef Meatballs
0
Cheese burger sliders & side fries NF
400
25
25
Crispy chicken sliders & side fries NF
400
Slow roasted tomato, spinach and mushroom Gnocchi NGA
0
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:
N/A
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:
Food selection to cover all main dietaries.
Dietary items to be included at the back of each canapés tray to address dietary requirements at the time of service.
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):
3580
$
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
5152.5
$
410
3580
862.5
300
$
Min Food & Bev Spend (if any)
3500
Food & Beverage Spend
Balance to met minimum spend
-80
3580
Invoicing Recipient
Invoicing requirements TBC
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
