EVENT RUNSHEET

Cultivate Women In Finance Lunch

VYC_Short Logo_Horizontal_FA_NEG_RGB.png

Date:

Guest arrival time:

Approx. conclusion:

Guest number:

Friday, March 20, 2026

12pm

2.30pm

50 Host / Organiser:

Rachel and Trina

General Info:

This is the first 2026 Women In Finance lunch, and the sixth we have had the pleasure to host at VYC. We are delighted to be hosting again, and to see the growing popularity in this event.

Set Up:

Low & leaner cabaret seating facing speaker

"1 x high leaner and a stool for the presenter (only one presenter at a time) in front of the small Terrace TV.
Some leaners dotted around the bar area for mingling.
Seating set up for 60 - catering for 50.
Food station set up on the large table in the Oar area with food labels for allergens. "

AV Set Up:

House sound system, Smaller screen (in front terrace), Wireless microphone $129 incl GST, Lectern (no charge)

Breakout areas:

0 Other requirements:

Registration Table

EVENT SCHEDULE

Doors open
For set up, tech set up and host checks

11.30am

ARRIVAL
Attendee arrival time

12pm

AGENDA IF KNOWN

12pm – food ready on arrival
12pm – 12:25pm – drinks available to order
12:30pm – 1:30pm – just jugs of water available, we want to avoid people ordering drinks whilst panel discussion is happening
1:30pm – 2pm – drinks available for order
2 - 2.30pm Wind down / pack out

MEETING CONCLUDES

2.30pm

MUSIC

VYC background music, Music during breaks, arrival and end

FOOD

50 x Afternoon tea Grazing table.
Special request: last time sandwiches and wraps - can these and any other larger items be cut into smaller sizes.

Dietaries:

Vegan, Vegetarian, GF and DF - table to have dietaries seperate and labelled

Food service:

Food station

BEVERAGE

Juice & soft drinks, Alcohol bar service throughout, Cash bar for alcohol. Non - alcoholic drinks on TAB

INVOICING DETAILS

Invoicing Details
Booking & Set Up Fee
Venue Hire
Microphone hire
Food Selection
Beverage selection
Furniture hire
Entertainment
Security

TOTAL FIXED COST INVOICE
EXCLUDING GST

1679

$

100

200

129 1250

1460

Invoicing Recipient

Trina via email

All fixed costs invoiced approx. 10 days prior to the event.
Invoice payment terms are 3 days unless by prior arrangement.

directions

For directions and parking options please click here

EVENT RUNSHEET

Cultivate Women In Finance Lunch

Date:

Guest arrival time:

Approx. conclusion:

Guest number:

Friday, March 20, 2026

12pm

2.30pm

50

Host / Organiser:

Rachel and Trina

General Info:

This is the first 2026 Women In Finance lunch, and the sixth we have had the pleasure to host at VYC. We are delighted to be hosting again, and to see the growing popularity in this event.

Set Up:

Low & leaner cabaret seating facing speaker

"1 x high leaner and a stool for the presenter (only one presenter at a time) in front of the small Terrace TV. Some leaners dotted around the bar area for mingling. Seating set up for 60 - catering for 50. Food station set up on the large table in the Oar area with food labels for allergens. "

AV Set Up:

House sound system, Smaller screen (in front terrace), Wireless microphone $129 incl GST, Lectern (no charge)

Breakout areas:

0

Other requirements:

Registration Table

EVENT SCHEDULE

Doors open For set up, tech set up and host checks

11.30am

ARRIVAL Attendee arrival time

12pm

AGENDA IF KNOWN

12pm – food ready on arrival 12pm – 12:25pm – drinks available to order12:30pm – 1:30pm – just jugs of water available, we want to avoid people ordering drinks whilst panel discussion is happening1:30pm – 2pm – drinks available for order2 - 2.30pm Wind down / pack out

MEETING CONCLUDES

2.30pm

MUSIC

VYC background music, Music during breaks, arrival and end

FOOD

50 x Afternoon tea Grazing table. Special request: last time sandwiches and wraps - can these and any other larger items be cut into smaller sizes.

Dietaries:

Vegan, Vegetarian, GF and DF - table to have dietaries seperate and labelled

Food service:

Food station

BEVERAGE

Juice & soft drinks, Alcohol bar service throughout, Cash bar for alcohol. Non - alcoholic drinks on TAB

​

INVOICING DETAILS

Invoicing Details Booking & Set Up Fee Venue Hire Microphone hire Food Selection Beverage selection Furniture hire Entertainment Security TOTAL FIXED COST INVOICE EXCLUDING GST

1679

$

100

200

129

1250

​

​

​

​

1460

Invoicing Recipient

Trina via email

All fixed costs invoiced approx. 10 days prior to the event. Invoice payment terms are 3 days unless by prior arrangement.

directions

"1 x high leaner and a stool for the presenter (only one presenter at a time) in front of the small Terrace TV.
Some leaners dotted around the bar area for mingling.
Seating set up for 60 - catering for 50.
Food station set up on the large table in the Oar area with food labels for allergens. "

Doors open
For set up, tech set up and host checks

ARRIVAL
Attendee arrival time

12pm – food ready on arrival
12pm – 12:25pm – drinks available to order
12:30pm – 1:30pm – just jugs of water available, we want to avoid people ordering drinks whilst panel discussion is happening
1:30pm – 2pm – drinks available for order
2 - 2.30pm Wind down / pack out

50 x Afternoon tea Grazing table.
Special request: last time sandwiches and wraps - can these and any other larger items be cut into smaller sizes.

Invoicing Details
Booking & Set Up Fee
Venue Hire
Microphone hire
Food Selection
Beverage selection
Furniture hire
Entertainment
Security

TOTAL FIXED COST INVOICE
EXCLUDING GST

All fixed costs invoiced approx. 10 days prior to the event.
Invoice payment terms are 3 days unless by prior arrangement.