EVENT RUNSHEET
Nib Christmas Event
LOGISTICS
Date:
Friday, December 5, 2025
Guest arrival time:
5pm
End time:
10.30pm
Guest number:
200
Host / Organiser:
Jenna Brown Fox
General information:
This is NIB's End of year staff celebration. Team please note the canapés and food service requirements as they had major issues last year, and we want to get it right for them this year.
Their theme is Colour - because who does not need some colour in their lives.
As the guest list is 200 VYC and Black Door open to provide extra space and bathroom. Black Door to remain closed until Jenna gives the green light that enough guests have arrived.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue - VYC flowers and candles NOT needed
Large wooden table to be moved outside
VYC and Black Door both open.
1 x guest requiring wheelchair access - access key tag out and ready for use.
3.45pm DJ arriving to set up.
Staff to wear NIB aprons. Coloured napkins for the kitchen - Jenna to supply.
Special dietary table to be set up in the oar area (Jenna has prepared signage / working with Love).
DJ table, Awards table for awards presentation in the terrace by the DJ, No screen or stage needed for awards
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Coloured decor to enhance the space
Large dance floor set up in the terrace next to the DJ
Balloon garland
Photo booth
Beverage menus scattered around the venue - Jenna printing (no VYC custom menu)
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
1.30pm Pack in. 2.30pm briefing with Jo & Love.
Doors open
Bar set up and ready for service
4.45pm
ARRIVAL
Guest arrival time
5pm
DJ
Keg tag ready for 1 x guest requiring wheel chair access. Guest to be given the key and shown toilet access. Guest to return key when leaving.
THE MAIN EVENT
4.45pm Doors open. Security may be asked to hand out wrist bands.
5pm Guest arrival (arrival drinks set up, photo booth and dance floor set up and operational).
5.15pm Canapés service (light canapés)
6.30pm Formalities / Speeches / Awards
No ice drinks served over this time
7pm Walk and fork service
8.30pm Late night heavier items food service.
9.40pm Last drinks signs to be walked around / held up.
10pm Last call for
10.30pm Conclusion (VYC 5.5 hours) depending on how the bar TAB is tracking. Jenna & Jo to make a call on the night.
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No
Music:
Direct booked DJ (VYC XLR connection. Black Door RCA connection), DJ set up 3.45pm
If Spotify playlist can be emailed to barcrew@vyc.co.nz
DJ playing on arrival to 10pm last call.
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.
10pm
10.30pm
4.45pm - 10.45pm (6 hours). Security to be briefed on wrist bands.
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
TO BE SERVED TOP OF STAIRS ON TRAYS
Pre-poured 40x Prosecco, 30x Corona in ice buckets, 20 x tropical punch and 10 Heineken 0% - for speed of service. Charged on consumption, not pre-billed. Top up most popular as arrival flows.
Bar Set Up:
Bar TAB with reduced bar offering, Wines to be sold by the bottle until Jenna requests wine to switch to by the glass to reduce bottle wastage, No custom menu required. Jenna is supplying printed menus, Jenna to provide some colourful themed bar items - coloured straws
2 x kegs of PALS
Vodka Peach and Passionfruit and Vodka Pink Lemonade
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, Non-alcoholic only
NO SPIRITS
Tropical fruit punch only Mocktail
No Red Bull
Drinks package (if selected):
None
BAR TAB
TBC
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:
$
Cheeseboard (18 guests)
0
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:
5.15pm
Vegetarian
55
467.5
Caprese skewers, NGA, NF
0
Falafel Bites with Tahini Vegan, NGA, NF, DF
200
1700
Arancini (seasonal flavour changes) NGA
0
Whipped ricotta and honey crostini
720
120
Fries served in individual cones NGA, NF,
Chicken croquette with herb sauce DF, NF
1425
150
0
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken
Crispy fried chicken sliders NF
0
Seafood
150
Classic fish and chips NF
1800
Smoked Salmon Blini NF
0
Beef & Lamb
American cheeseburger sliders, NF
0
100
Lamb fillet skewer NGA
950
100
Teriyaki Meat balls with sesame
900
Walk & Fork
5
Slow roasted tomato and pesto Gnocchi NGA
75
Cheese burger sliders & side fries NF
1700
100
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:
8.30pm
5
5
2
2
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
275
Pepperoni
275
Pizza Vegan (12 slices)
70
Pizza GF Base (12 slices)
80
Food order outside standard menu
4660
5
Ham
300
Hawaiian
0
Custom Walk and forks served at 7pm
100x Chicken tacos walk and fork
90x Mac and cheese walk and fork
100x Crispy Chicken slider with fries walk and fork
Food package (if selected):
0
None
Food service:
Canapes service for canape items
Dietaries:
GF / DF
Ashton McClennan
GF
Mary Gomez
VEGETARIAN
Nikhil Ramthol
Pooja Yadav
Raman Bala
Robinson Zoë
Devendra Oak
Lydia Cook
Giles Whalley
Shivali Kukreja Vegetarian and no egg.
Tricia Payne Vegetarian and no sugar
Tejal Naik Vegetarian, No yeast, No fermented, No sour or tangy ingredients, No egg.
DF / LACTOSE INTOLERANT
Josephine Williams
Emma Miller
Jyoti Gairola Saklani - also no red meat
Rebekka Costello- also truffle anaphylactic
SPECIFIC ALLERGIES
Jaipreet Chahal - Red beans
Khushboo Engineer - Mushrooms
Colin Gilligan - Allergic to Pineapple
Samantha Hirst - Allergy to Kiwifruit.
HALAL - AVOID CROSS CONTAMINATION
Nadeem Ali
NO BEEF
Byron Gandhi
Priya Kumar
NO PORK
Shazeaa Salim
NO BEEF OR PORK
Upasna Kumar
NO RED MEAT
Arishma Singh
Dolly Varma Vegetarian and chicken meals only
Naveen Bhatia Vegetarian and chicken meals only
NO SEAFOOD
Laura Marques - seafood
Sam Varcoe - Shellfish allergy
VEGAN
Alisa Schuler
OTHER
Rosiy Glover No shellfish, sesame oil and pork
Naresh Arelly Prefer Chicken/Lamb Meat
Zoheb Mohammed Seafood or Veg or Halal
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
10.4
Food Spend (invoiced):
15397.5
$
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
18801.5
$
300
15397.5
3200
300
$
Min Food & Bev Spend (if any)
10000
Food & Beverage Spend
Balance to met minimum spend
-8201
18202
Invoicing Recipient
Brown Fox Jenna
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
