EVENT RUNSHEET
Westcon Customer Networking Afternoon
LOGISTICS
Date:
Thursday, September 11, 2025
Guest arrival time:
3pm
End time:
6.30pm
Guest number:
50
Host / Organiser:
Tori
General information:
Customer afternoon and presentation for the team of Westcon. We are delighted to be hosting Westcon again.
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
Decorations:
VYC candles & flowers
Westcon will set up branded collateral
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)
Lighting:
Bright
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
TBC
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 1pm the following day. For events on a Saturday 1pm the following Tuesday. If decorations are booked directly with local suppliers please let them know our pack in / out times for their scheduling
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
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
Italian Antipasto Platter (18 guests)
0
1
1
Lemon Thyme Salmon Platter (18 Guests)
250
Italian meats, cheese & crudities (18 guests)
250
Oyster Platter
0
Fresh mixed sushi platter (47 pieces)
0
Winter Burrata Board
0
Deep Fried Burrata Board
0
Full Grazing Table 1.6 x 0.8m
0
Main food service order:
TBC with Agenda
10
85
Miso shiitake rice paper rolls NGA, DF, Vegan
0
Courgette & haloumi fritters NF
30
30
255
Arancini (seasonal flavour changes) NGA
0
Whipped ricotta and honey crostini
285
Sage chicken, wrapped in prosciutto NGA, DF, NF
Chicken croquette with herb sauce DF, NF
0
30
30
Jaggery lime fried chicken NF, DF
0
American cheeseburger sliders, NF
0
Crispy fried chicken sliders NF
420
Teriyaki Meat balls with sesame
0
Lamb fillet skewer NGA
285
Little beef pies with tomato relish NF
0
Classic fish and chips NF
0
Fries served in individual cones NGA, NF,
0
30
Mexican prawn, sweetcorn fritter NGA, NF
285
Miso ginger salmon skewers on soba noodle DF
0
Cheese burger sliders & side fries NF
0
Crispy chicken tacos, mexican slaw NF
0
Mac n cheese with truffle parmesan crust NF
0
Falafel, pearl cous cous salad
0
Vegan soba noodle salad DF, VEGAN
0
Slow roasted tomato and pesto Gnocchi NGA
0
Lamb kofta
Margherita
0
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
Lemon curd meringue tarts NF
0
Passionfruit curd babycakes NF
0
Pear & ginger baby cakes
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
N/A
Food service:
Canapes service for canape items
Dietaries:
Food selection covers main dietaries, Miso roll and vegetarian slowed to ascertain guest requirements.
Food Spend (invoiced):
2115
$
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
2644
$
400
129
2115
$
Min Food & Bev Spend (if any)
0
Food & Beverage Spend
Balance to met minimum spend
-2115
2115
Invoicing Recipient
Tori via email
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
