EVENT RUNSHEET
SimSmm End of Year Staff Celebration
LOGISTICS
Date:
Saturday, December 13, 2025
Guest arrival time:
12pm
End time:
4.30pm
Guest number:
80
Host / Organiser:
Kodee
General information:
End of year mix and mingle day party for the team at Simsmm
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
No other requirements
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
VYC Christmas decorations
AV Set Up:
House sound system, Wireless microphone $129 incl GST
Lighting:
Natural lighting
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
11am
Doors open
Bar set up and ready for service
11.45am
ARRIVAL
Guest arrival time
12pm
Spotify playlists
THE MAIN EVENT
12pm Arrival
12.30pm Food service spread over 90 - 120 mins based on guests hunger levels
Speeches Timing 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.
4pm
4.30pm
12pm - 4.30pm (4.5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
None
Bar Set Up:
Subsidised drinks (Host pays half, Guest pays half)
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, House spirits
The Operations Manager will be taking the drinks orders for all subsidised drinks. Drinks service will be slower, and less staff required. But they want to control the ordering on the TAB. Suggestion: for the Operations Manager to be in the bar to help speed up service. Jo to give feedback.
Drinks package (if selected):
None
BAR TAB
$3,750
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:
12.30pm
Vegetarian
0
Caprese skewers, NGA, NF
20
180
Falafel Bites with Tahini Vegan, NGA, NF, DF
40
340
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
380
40
40
380
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken
40
Crispy fried chicken sliders NF
560
Seafood
40
Classic fish and chips NF
480
Smoked Salmon Blini NF
0
Beef & Lamb
40
American cheeseburger sliders, NF
560
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
2
1
1
1
1
Pepperoni
110
Ham
Hawaiian
60
55
Vegan Pizza (12 slices)
35
GF Pizza (12 slices)
40
Classic Roll Station
0
Gourmet Roll Station
0
1
Margherita
55
Lemon curd meringue tarts NF
0
Passionfruit curd babycakes NF
0
Sweet Bites
0
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
Ham
0
Hawaiian
0
Food package (if selected):
0
None
Food service:
Canapes service for canape items
Dietaries:
Covers all main dietaries. Dietary options to be held in a corner on the platter to address dietary needs during canapes service.
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
8.8
Food Spend (invoiced):
3235
$
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
3889
$
300
129
3235
225
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
1765
3235
Invoicing Recipient
SIMSMM via email to Kodee
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
