EVENT RUNSHEET
1
Run sheet #:
Westcon Partners Event
LOGISTICS
Date:
Thursday, May 7, 2026
Guest arrival time:
3pm
End time:
5.30pm
Guest number:
30
Host / Organiser:
Gemma
General information:
This is a Westcon partner presentation and networking drinks
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
Timing 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 the following day. For events on a Saturday 1pm the following Tuesday. Next day times to be arranged based on event bookings.
5pm
5.30pm
None required
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:
Tap beer, Bottled beer, Cider, House wines, House spirits, Non-alcoholic, Barista coffee
Drinks package (if selected):
None
BAR TAB
$1,000
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
Registration Table
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Branded collateral
AV Set Up:
House sound system, VYC large screen (191cm x 109cm), Wireless microphone $129 incl GST, Lectern (no charge)
Lighting:
Mid soft
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:
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
None
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
15
120
Mixed Pakora with Green Chutney (Vegan)
30
32
240
Arancini (seasonal flavour changes) NGA
304
Fenugreek Chicken Filo-Ette’s
255
30
Char Siu Pork Belly Skewers (Dairy free)
0
Beef Tataki
Buttermilk Fried Chicken
0
30
Lamb Kofta Skewers
270
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
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 to cover all main dietaries.
Dietary items to be included at the back of each canapés tray to address dietary requirements at the time of service.
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):
1189
$
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
1643
$
325
129
1189
$
Min Food & Bev Spend (if any)
0
Food & Beverage Spend
Balance to met minimum spend
-1189
1189
Invoicing Recipient
Gemma 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 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
