EVENT RUNSHEET
Once Upon A Ball (AutSs)
LOGISTICS
Date:
Friday, August 8, 2025
Guest arrival time:
7pm
End time:
11.30pm
Guest number:
Host / Organiser:
Priyal Sharma, 02041567682
General information:
AUTSS's (AUT Scholars’ Society) "Once Upon A Ball" will be a celebration designed to bring together students who are actively involved in AUT's vibrant club and committee scene. However students and partners of students from all universities are welcome. This is also an 18+ event to ensure there will not be any complications with alcohol consumption.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
Registration table at entrance
Decorations:
VYC candles & flowers
Host bringing their own, staff onsite from 4pm to set up. Bags will be safe as the venue is closed to the public.
The team are onsite for set up as per the event schedule below.
AV Set Up:
External AV supplier booked by host
Lighting:
Mid soft, Dark & Moody
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
4pm
Doors open
Bar set up and ready for service
6.45pm
ARRIVAL
Guest arrival time
7pm
THE MAIN EVENT
An official welcome (about 2-5 mins) and a 'thank you' at the end of 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)
If Spotify playlist can be emailed to barcrew@vyc.co.nz
DJ - DJ4you. Set times TBC
Customary for the host to provide drinks to the DJ (standard of 1 alcoholic drink per hour of their set). Host to provide at their discretion
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 1pm the following day. For events on a Saturday 1pm the following Tuesday. If decorations are booked directly with local suppliers please let them know our pack in / out times for their scheduling
11pm
11.30pm
6.45pm - 11.45pm (5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
None
Bar Set Up:
120 Spritz package drinks selection tokens, followed by an open bar
Beverage selection to include:
Spritz set for the 120 drinks. Then all drinks available for the open bar.
Drinks package (if selected):
Spritz Package - 30 sets. Which equates to 120 drinks that will be redeemed by tokens
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.
FOOD selection
Food on arrival:
$
1
Cheeseboard (18 guests)
230
Italian Antipasto Platter (18 guests)
0
1
Lemon Thyme Salmon Platter (18 Guests)
0
Italian meats, cheese & crudities (18 guests)
250
Oyster Platter
0
Fresh mixed sushi platter (47 pieces)
0
Winter Burrata Board
0
Deep Fried Burrata Board
0
Full Grazing Table 1.6 x 0.8m
0
Main food service order:
8pm
30
255
Miso shiitake rice paper rolls NGA, DF, Vegan
0
Courgette & haloumi fritters NF
30
30
0
Arancini (seasonal flavour changes) NGA
255
Whipped ricotta and honey crostini
285
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken croquette with herb sauce DF, NF
0
30
34
Jaggery lime fried chicken NF, DF
0
American cheeseburger sliders, NF
0
Crispy fried chicken sliders NF
0
Teriyaki Meat balls with sesame
0
Lamb fillet skewer NGA
285
Little beef pies with tomato relish NF
0
Classic fish and chips NF
0
Fries served in individual cones NGA, NF,
204
Mexican prawn, sweetcorn fritter NGA, NF
0
Miso ginger salmon skewers on soba noodle DF
0
Cheese burger sliders & side fries NF
0
Crispy chicken tacos, mexican slaw NF
0
Mac n cheese with truffle parmesan crust NF
0
Falafel, pearl cous cous salad
0
Vegan soba noodle salad DF, VEGAN
0
Slow roasted tomato and pesto Gnocchi NGA
0
3
2
1
1
2
Lamb kofta
Margherita
0
165
Pepperoni
110
Ham
Hawaiian
0
55
Vegan Pizza (12 slices)
35
GF Pizza (12 slices)
80
Classic Roll Station
0
Gourmet Roll Station
0
25
25
34
Lemon curd meringue tarts NF
225
Passionfruit curd babycakes NF
225
Pear & ginger baby cakes
306
Late night food:
N/A
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
90
Ham
0
Hawaiian
0
1 x vegan gf pizza $45
1 x gf pepperoni $45
Food package (if selected):
0
N/A
Food service:
Food station 'Grazing Table'
Dietaries:
Selection covers all main dietaries. Food tags to be set up on the Grazing table
Food Spend (invoiced):
3055
$
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
5555
$
300
3055
1950
250
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
-5
5005
Invoicing Recipient
Priyal Sharma - priyals747@gmail.com - 02041567682
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
