EVENT RUNSHEET
Run sheet #:
This plan outlines set up, timing, service flow, food and beverage, and key decisions required to deliver the event smoothly, providing clarity from planning through to on-day delivery.
Risha's 21st Birthday
LOGISTICS
Date:
Saturday, August 22, 2026
Guest arrival time:
1830
End time:
00
Guest number:
110
Host / Organiser:
Rohit Prasad, 021 764 489
General information:
Risha's 21st Birthday in a canapes style. Lots of birthday girl's friends attending the events with some family
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
1830
THE MAIN EVENT
We will have speeches and cake cutting. After that more canapes and then the dancing starts. Photos etc.
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Yes BYO cake
Music:
Direct booked DJ (VYC XLR connection. Black Door RCA connection)
If Spotify playlist can be emailed to barcrew@vyc.co.nz
We are organising the DJ
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.
00
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Yes we would like to do this but don't want any guests to miss out if they arrive late.
Bar Set Up:
Subsidised drinks (Host pays half, Guest pays half)
Beverage selection to include:
Tap beer, Cider, House wines, Non-alcoholic only
Drinks package (if selected):
BAR TAB
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
SET UP
Set up:
Gift table set up at entrance, Wheel chair access (VYC only)
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
We are working on this at the moment
AV Set Up:
VYC large screen (191cm x 109cm), Wireless microphone $129 incl GST
Lighting:
Mid soft
FOOD selection
Food on arrival:
$
2
Cheeseboard (10 - 15 Guests)
340
Antipasto (10 - 15 Guests)
0
1
2
Manuka Salmon Platter (10-15 Guests)
190
Chicken Platter (10 - 15 Guests)
360
Oyster Platter
0
Full Grazing Table
0
Main food service order:
1
Wellness Platter (10 - 15 Guests)
180
Food package (if selected):
0
Smaller Canapes
25
200
Potato Pave, NGA, Vegetarian
50
400
Mixed Pakora with Green Chutney (Vegan)
0
Arancini (seasonal flavour changes) NGA
0
Fenugreek Chicken Filo-Ette’s
0
Char Siu Pork Belly Skewers (Dairy free)
0
Beef Tataki
50
Buttermilk Fried Chicken
375
50
Lamb Kofta Skewers
450
25
Fries in individual boats
150
Substantial Canapes
40
Fenugreek Chicken Bao buns
560
Pork Schnitzel Sliders
0
20
Korean Tofu Bao buns
280
40
Crispy fried chicken sliders NF
560
Potato Rosti with Braised Brisket
0
Walk & Fork
Beef Meatballs
0
Cheese burger sliders & side fries NF
0
Crispy chicken sliders & side fries NF
0
Slow roasted tomato, spinach and mushroom Gnocchi NGA
0
Tandori Chicken
0
Fish & Chips
0
Casual Grazing
Classic Roll Station
0
Gourmet Roll Station
0
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
25
Fries served in individual boats
0
Bowl of Fries served with tomato sauce
375
Parmesan Truffle Fries
0
Arancini (seasonal flavour changes)
0
Chicken Croquettes
0
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
0
Food order outside standard menu
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
0
Food service:
Canapes service for canape items
Dietaries:
Strictly no beef and pork. Is the meat halal?
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
Food Spend (invoiced):
4420
$
INVOICING DETAILS
Invoicing Details
Booking & Set Up Fee
Microphone hire
Food Selection
BYO Cake Fee
Drinks on arrival
Pre-ordered drinks
Decorations
Entertainment / AV
Security
TOTAL FIXED COST INVOICE
4420
$
4420
$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
0
4420
Invoicing Recipient
Rohit Prasad
1 Mazuran Place
Flatbush
Auckland, 2016
​​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 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
