EVENT RUNSHEET
Tiare's 21st
LOGISTICS
Date:
Saturday, January 24, 2026
Guest arrival time:
7pm
End time:
12.30am
Guest number:
100
Host / Organiser:
Laura Maxwell +61473854263
General information:
21st party with a band, spotify playlist, photos on a screen, some speeches, dancing (lighted dancefloor will be delivered and setup). Food and drinks with some drinks covered under a bar tab and then cash bar. Majority of guests will be around 21 years and then about 15 oldies!
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
Cake table in speeches area, Privacy Curtains (Black Sheers over the windows) ideal for presentations or privacy VYC only
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
AV Set Up:
House sound system, VYC large screen (191cm x 109cm), Slide show. Connect to the screen via laptop and HDMI cable. We have HDMI cable set up
Lighting:
Mid soft then dark and moody after formalities
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
Spotify playlist
THE MAIN EVENT
Speeches from friends and family (will use the mic from the band).
Band - will need access during the day to bump in and setup - staff onsite from 4pm. Can arrange staff to open earlier for $60 per hour.
Spotify playlist for music on arrival and after the band
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Music:
Spotify playlists (email to barcrew@vyc.co.nz). Two recommended, Live Band
If Spotify playlist can be emailed to barcrew@vyc.co.nz
Band set times TBC as well as bump in time
Customary for the host to provide drinks to the band (standard of 1 alcoholic drink per hour of their set). This will be added to the bar TAB unless you advise us that you do not want to cover the DJ’s beverage
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.
12am
12.30am
6.45pm - 12.45am (6 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
TBC
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, House wines, Mini Spritz cocktails $16
Drinks package (if selected):
None
BAR TAB
TBC
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:
Vegetarian
20
170
Caprese skewers, NGA, NF
0
Falafel Bites with Tahini Vegan, NGA, NF, DF
30
30
255
Arancini (seasonal flavour changes) NGA
255
Whipped ricotta and honey crostini
180
30
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
30
Crispy fried chicken sliders NF
420
Seafood
30
Classic fish and chips NF
360
30
Smoked Salmon Blini NF
270
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
0
Pepperoni
0
Ham
Hawaiian
0
0
Vegan Pizza (12 slices)
0
GF Pizza (12 slices)
0
Classic Roll Station
0
Gourmet Roll Station
0
0
Margherita
0
Lemon curd meringue tarts NF
0
Passionfruit curd babycakes NF
0
Sweet Bites
0
Late night food:
0
5
0
2
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
275
Pepperoni
0
Pizza Vegan (12 slices)
0
Pizza GF Base (12 slices)
80
Food order outside standard menu
5
Ham
300
Hawaiian
0
Food package (if selected):
0
None
Food service:
Canapes service for canape items
Dietaries:
TBC
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
4.8
Food Spend (invoiced):
3125
$
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
600
$
300
3125
300
$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
0
0
Invoicing Recipient
Email: lmaxwellsmart@yahoo.com
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
