EVENT RUNSHEET
Mimi's 21st
LOGISTICS
Date:
Saturday, December 20, 2025
Guest arrival time:
7pm
End time:
12am
Guest number:
120
Host / Organiser:
Clare England
General information:
Our gorgeous girl, Mimi is turning 21. Friends and family want to celebrate in style.
SET UP
Set up:
Mix and mingle with bar leaners doted around the venue
No other requirements
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Photo booth booked directly by host budget allocation $1,000
AV Set Up:
Wireless microphone $129
Lighting:
Mid soft
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 Guest arrival Platters out on arrival
7.30pm Canapés service
8pm Speeches for about 20 mins
8.30pm Canapés service remainder of canapés
9pm Walk and fork
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No cake
Music:
Spotify playlists (email to barcrew@vyc.co.nz)
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.
11.30pm
12am
6.45pm - 12.15pm (5.5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
120 glasses of BYO champagne (24 bottles at $18 per bottle) $432
Bar Set Up:
Bar TAB with reduced offering
Beverage selection to include:
Tap beer, Bottled beer, Cider, House spirits, House wines, Non-alcoholic
4 x Kegs of PALS - $1,600 each
Drinks package (if selected):
None
BAR TAB
$1,820
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:
$
2
Cheeseboard (18 guests)
460
Antipasto (18 Guests)
0
Lemon Thyme Salmon Platter (18 Guests)
0
Italian meats, cheese & crudities (18 guests)
0
Oyster Platter
0
Full Grazing Table 1.6 x 0.8m
0
Main food service order:
7.30pm
Vegetarian
30
255
Caprese skewers, NGA, NF
0
Falafel Bites with Tahini Vegan, NGA, NF, DF
60
510
Arancini (seasonal flavour changes) NGA
0
Whipped ricotta and honey crostini
0
Fries served in individual cones NGA, NF,
Chicken croquette with herb sauce DF, NF
0
50
475
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken
Crispy fried chicken sliders NF
0
Seafood
Classic fish and chips NF
0
Smoked Salmon Blini NF
0
Beef & Lamb
American cheeseburger sliders, NF
0
50
Lamb fillet skewer NGA
475
60
Teriyaki Meat balls with sesame
540
Walk & Fork
20
Slow roasted tomato and pesto Gnocchi NGA
300
Cheese burger sliders & side fries NF
680
40
Lasagna
0
Falafel, pearl cous cous salad
0
Lamb kofta
0
Beef Checks on mash
0
Chicken skewer, couscous salad with mini pita pieces
0
Pizza & Roll Stations
Pepperoni
0
Ham
Hawaiian
0
0
Vegan Pizza (12 slices)
0
GF Pizza (12 slices)
0
Classic Roll Station
0
Gourmet Roll Station
0
Margherita
0
Lemon curd meringue tarts NF
0
Passionfruit curd babycakes NF
0
Sweet Bites
0
Late night food:
10.30pm
1
1
1
Classic fish and chips served in individual boats
0
Bowl of Fries served with tomato sauce
0
Parmesan Truffle Fries
0
Arancini (seasonal flavour changes)
0
Margherita
55
Pepperoni
55
Pizza Vegan (12 slices)
0
Pizza GF Base (12 slices)
40
Food order outside standard menu
1020
Ham
0
2
Hawaiian
110
40 x Crispy Chicken Sliders with fries Walk and Fork
20 x GF Crispy Chicken GF Wraps
Food package (if selected):
0
None
Food service:
Canapes service for canape items
Dietaries:
Catered to vegetarian and GF guests
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
5.6
Food Spend (invoiced):
4975
$
INVOICING DETAILS
Invoicing Details
Booking & Set Up Fee
Microphone hire
Food Selection
BYO Cake Fee
Drinks on arrival
Pre-ordered drinks
Decorations
Entertainment
Security
TOTAL FIXED COST INVOICE
13511
$
300
129
4975
432
6400
1000
275
$
Min Food & Bev Spend (if any)
10000
Food & Beverage Spend
Balance to met minimum spend
-1807
11807
Invoicing Recipient
Clare 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 minimum guest number 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
