EVENT RUNSHEET
1
Run sheet #:
Martina's Birthday party
LOGISTICS
Date:
Saturday, April 4, 2026
Guest arrival time:
5.00pm
End time:
9.30pm
Guest number:
28
Host / Organiser:
Martina, 027 6945535
General information:
Celebrating Martina's birthday with friends and family.
Cocktail style with drinks, nibbles and some entertainment.
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
2.30pm
Doors open
Bar set up and ready for service
4.45pm
ARRIVAL
Guest arrival time
5.00pm
VYC Background music 4.45pm - 5pm until Aaron takes over.
THE MAIN EVENT
4.00pm | Martina arriving to drop off cake
4.30pm DJ / Singer Aaron set up. VYC Background music
4.45pm | Doors open
5pm | Guest arrival Drinks on arrival.
DJ / Singer Aaron playing 5pm - 9pm
5.30pm | Canapés service starts part 1
6-6.30pm | Cake removed from the chiller. Speeches - Canapés service paused.
6.30pm | Canapés service part 2
7.30pm | Cake cutting and service
8.30pm | Rocky Landing fries and Croq toasties
9pm | Last call. Aaron concludes - background music for wind down half hour
9.30pm | 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)
If Spotify playlist can be emailed to barcrew@vyc.co.nz
Aaron Bloomfield. Set times TBC - Just needs a powerpoint - brining his own set up.
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.
9pm
9.30pm
4.45pm - 9.45 (5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Prosecco x 5 bottles $400
Mimosa x 7 $112
Orange juice only x 6 $42
Mini Aperol Spritz x 10 $160
Service paced.
Bar Set Up:
Open 'Cash' Bar where guests buy their own drinks
Beverage selection to include:
Open bar all drinks available
Drinks package (if selected):
None
BAR TAB
N/A
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. Extra seating for elderly family.
Cake table in speeches area, Gift table set up at entrance
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
N/A
AV Set Up:
None
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:
5.30pm
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
1540
Smoth Start, Rocky Landing $55pp
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
0
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)
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
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
Classic Roll Station
0
Gourmet Roll Station
0
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
8.30pm
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:
N/A
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):
1540
$
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
2904
$
350
1540
50
714
250
$
Min Food & Bev Spend (if any)
2000
Food & Beverage Spend
Balance to met minimum spend
-254
2254
Invoicing Recipient
Martina Terry
2402/8 Albert street, Auckland 1010
mjterry1@gmail.com
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
