EVENT RUNSHEET
RFL Christmas Cocktail Party
LOGISTICS
Date:
Saturday, December 13, 2025
Guest arrival time:
6.30pm
End time:
11.30pm
Guest number:
40
Host / Organiser:
Mandy
General information:
This is the end of year celebration for the team at RFL. A cocktail style Christmas party.
SET UP
Set up:
Mix & mingle with bar leaners and seating dotted around the venue
No other requirements
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
No additional decorations
AV Set Up:
House sound system, Black Door screen (165cm x 95cm)
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
6.15pm
ARRIVAL
Guest arrival time
6.30pm
Spotify playlists or VYC background music
THE MAIN EVENT
TBC
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No
Music:
Spotify playlists (email to barcrew@vyc.co.nz). Two recommended
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.
11pm
11.30pm
6.15pm - 11.45pm (5.5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
No drinks on arrival. Guests to order their preference.
Bar Set Up:
Bar TAB with full bar offering
Beverage selection to include:
All drinks available
Drinks package (if selected):
None
BAR TAB
$2,000 - to be updated as required. Please see Mandy.
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
1
Antipasto (18 Guests)
230
1
1
Lemon Thyme Salmon Platter (18 Guests)
250
Italian meats, cheese & crudities (18 guests)
250
Oyster Platter
0
Full Grazing Table 1.6 x 0.8m
0
Main food service order:
7pm
Vegetarian
40
340
Caprese skewers, NGA, NF
0
Falafel Bites with Tahini Vegan, NGA, NF, DF
0
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
40
380
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken
Crispy fried chicken sliders NF
0
Seafood
40
Classic fish and chips NF
480
Smoked Salmon Blini NF
0
Beef & Lamb
40
American cheeseburger sliders, NF
560
40
Lamb fillet skewer NGA
380
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
40
Lemon curd meringue tarts NF
0
Passionfruit curd babycakes NF
360
Sweet Bites
0
Late night food:
None
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
None
Food service:
Food station 'Grazing Table'
Dietaries:
TBC
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
15.3
Food Spend (invoiced):
3460
$
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
4035
$
300
3460
275
$
Min Food & Bev Spend (if any)
2000
Food & Beverage Spend
Balance to met minimum spend
-1460
3460
Invoicing Recipient
Mandy 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
