EVENT RUNSHEET
Nics 40th
LOGISTICS
Date:
Saturday, January 17, 2026
Guest arrival time:
End time:
Guest number:
40
Host / Organiser:
Nicola Hunt
General information:
40th Birthday Event
SET UP
Set up:
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
AV Set Up:
None
Lighting:
Roll with staff settings
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
Doors open
Bar set up and ready for service
ARRIVAL
Guest arrival time
THE MAIN EVENT
Very small speech session at maybe 8.00pm
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Yes BYO cake
Music:
Live Band
If Spotify playlist can be emailed to barcrew@vyc.co.nz
We have a live singer coming for 7.00pm start and will go for 2 hours, he has all his own sound equipment and mics. Will just use the in house spotify afterwards.
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.
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Bar Set Up:
Subsidised drinks (Host pays half, Guest pays half)
Beverage selection to include:
Drinks package (if selected):
BAR TAB
$1,000 at may $2-3 off each one
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:
Vegetarian
0
Caprese skewers, NGA, NF
0
Falafel Bites with Tahini Vegan, NGA, NF, DF
32
30
272
Arancini (seasonal flavour changes) NGA
255
Whipped ricotta and honey crostini
120
20
Fries served in individual cones NGA, NF,
Chicken croquette with herb sauce DF, NF
0
0
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
Lamb fillet skewer NGA
0
Teriyaki Meat balls with sesame
0
Walk & Fork
Slow roasted tomato and pesto Gnocchi NGA
0
Cheese burger sliders & side fries NF
0
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:
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
0
Pepperoni
0
Pizza Vegan (12 slices)
0
Pizza GF Base (12 slices)
0
Food order outside standard menu
Ham
0
Hawaiian
0
Food package (if selected):
0
Food service:
Food station 'Grazing Table'
Dietaries:
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
4.6
Food Spend (invoiced):
1107
$
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
0
$
1107
$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
0
0
Invoicing Recipient
Nicola Hunt, nicola@locksmart.co.nz
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
