EVENT RUNSHEET
Run sheet #:
Westcon Customer Networking Afternoon
LOGISTICS
Date:
Thursday, September 11, 2025
Guest arrival time:
3pm
End time:
6.30pm
Guest number:
30
Host / Organiser:
Tori
General information:
Customer afternoon and presentation for the team of Westcon. We are delighted to be hosting Westcon again.
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
1pm
Doors open
Bar set up and ready for service
2.30pm
ARRIVAL
Guest arrival time
3pm
VYC Background music
THE MAIN EVENT
2.30pm Doors Open
3:00pm – 4:00pm: netQ, Westcon and Juniper Networks arrive to setup and test for presentations.
4:00pm – 4:15pm: Arrivals, networking, and drinks
4:15pm – 4:40pm: Keynote session with Adrian (netQ) and Ian Sokol (Juniper Networks)
4:40pm – 5:00pm: Demo with Ian Sokol (Juniper Networks)
5:00pm – 5:10pm: Q&A
5:10pm - 6:00pm: Nibbles, networking, and drinks
6.00pm - 6.30pm Winddown departure half hour
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No
Music:
VYC background music
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.
6pm
6.30pm
Not required
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
N/A
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, Wines by the glass (branded), House spirits, Non-alcoholic
Drinks package (if selected):
None
BAR TAB
$2,000 (to be invoiced)
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:
Mix and mingle with leaners dotted around the venue, positioned with line of sight to the large screen
Registration table at entrance, Privacy Curtains (Black Sheers over the windows) ideal for presentations, High leaner by screen for presentation laptop, with barstool
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Westcon will set up branded collateral
AV Set Up:
House sound system, VYC large screen (191cm x 109cm), Wireless microphone $129
Lighting:
Bright
FOOD selection
Food on arrival:
$
Cheeseboard (10 - 15 Guests)
0
Antipasto (10 - 15 Guests)
0
1
Manuka Salmon Platter (10-15 Guests)
190
Chicken Platter (10 - 15 Guests)
0
Oyster Platter
0
Full Grazing Table
0
Main food service order:
5.10pm
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
N/A
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
0
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
Buttermilk Fried Chicken
0
Lamb Kofta Skewers
0
30
Fries in individual boats
180
Substantial Canapes
Fenugreek Chicken Bao buns
0
Pork Schnitzel Sliders
0
Koren Tofu Bao buns
0
30
Crispy fried chicken sliders NF
420
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:
N/A
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
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:
Food selection covers main dietaries, Miso roll and vegetarian slowed to ascertain guest requirements.
Keto
No fish
Dairy free
Gluten free
Allergen to walnuts
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):
790
$
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
1319
$
400
129
790
$
Min Food & Bev Spend (if any)
0
Food & Beverage Spend
Balance to met minimum spend
-2115
790
Invoicing Recipient
Tori via email. Bar TAB to be invoiced post event.
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
