EVENT RUNSHEET
Run sheet #:
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
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Light up dance floor set up in front Terrace
Photo booth set up in fireplace area
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, Wireless microphone $129 incl GST
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
4pm Staff onsite for band set up.
6.45pm Doors open
7pm Guest arrival
7.15 Canapés served
7.30pm Roll Station available
8pm Speeches - wireless microphone hired
8.20pm Band begins
8.30 - 10.30pm Photobooth set up in Fireplace area
10pm Band ends - switch to spotify playlist to be emailed to barcrew@vyc.co.nz
10.30pm Late night pizza served canapes style
12am Last Call
12.30am conclusion
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No 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. Staff onsite from 4pm.
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):
None
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Kids PALS First 240 fully paid by Host. The remaining 150 sold 50/50 $6 each. Open 'cash' bar for all other drinks for the kids., Adults drinks and all non-alcoholic drinks on the TAB - Adults can have Beer, Any wines by the glass, House spirits
390 PALS Orange, Red, Green pre-ordered. 240 on TAB for arrival. 150 to be sold subsidised at $6 per guest, to be refunded to host.
Drinks package (if selected):
None
BAR TAB
$1,220
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 (10 - 15 Guests)
0
Antipasto (10 - 15 Guests)
0
Manuka Salmon Platter (10-15 Guests)
0
Chicken Platter (10 - 15 Guests)
0
Oyster Platter
0
Full Grazing Table
0
Main food service order:
7.15pm
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
None
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
0
Mixed Pakora with Green Chutney (Vegan)
50
400
Arancini (seasonal flavour changes) NGA
0
Fenugreek Chicken Filo-Ette’s
0
Char Siu Pork Belly Skewers (Dairy free)
0
Beef Tataki
Buttermilk Fried Chicken
0
Lamb Kofta Skewers
0
Fries in individual boats
0
Substantial Canapes
Fenugreek Chicken Bao buns
0
Pork Schnitzel Sliders
0
Koren Tofu Bao buns
0
Crispy fried chicken sliders NF
0
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
82
Classic Roll Station
2050
Gourmet Roll Station
0
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
10.30pm
Fries served in individual boats
0
Bowl of Fries served with tomato sauce
0
Parmesan Truffle Fries
0
Arancini (seasonal flavour changes)
0
Chicken Croquettes
220
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
0
Food order outside standard menu
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
240
Food service:
Canapes service for canape items
Dietaries:
To cover GF. Roll station to include GF rolls.
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):
2450
$
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
7859
$
300
129
2450
4680
300
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
-3170
7130
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 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
