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Auckland Dental Facility End of Year Dinner
EVENT RUNSHEET
Auckland Dental Facility End of Year Dinner
Date:
Friday, November 7, 2025
Guest arrival time:
6:30pm
Guest number:
64
Host / Organiser:
Jacqui Frizelle 0276867663
General info:
Dinner to celebrate the end of 2025 and end of BDS students study. MC's to carry through the event, there will be to awards, speeches and thanks to sponsors. There will be goody bags on departure.
Dining is 2 course sharing plates with 2 mains. 62 x $85 and 2 vegetarian meals 2 x $80.
Set up:
Option C The Fireplace Addition
Standard table setting. Host will be bringing name place card on the day.
Other requirements:
Registration Table, Cake table in main speeches area, DJ table, in Black Door, Goodie bag table in the Oar area for departure
Dining with speeches followed by party (DJ in Black Door with chatting downstairs)
Decorations:
VYC candles & flowers
Host is bringing a balloon garland to set up in the Oar area.
You are welcome to book any decorations directly from local suppliers. The team are onsite for set up as per the event schedule below.
Lighting:
Mid soft then dark and moody after formalities
AV Set Up:
House sound system, VYC large screen (191cm x 109cm), VYC screen in front terrace (128cm x 77cm), DJ in Black Door, Connection via RCA cables
EVENT SCHEDULE
Set up time / Pack In
Staff onsite for set up; Decorators, DJ, Entertainment, Host checks
Please advise if you require additional set up time
5pm
Doors open
Bar set up and ready for service
6.15pm
ARRIVAL
Guest arrival time
6:30pm
FORMALITIES:
5 - 5.30pm Host arriving to set up cake, goodie bags and garland.
6.30pm Guest arrival and drinks on arrival (5 x Tropical Punches and 10 x bottles of Prosecco)
6.40pm Karakia to open the event
6.50pm Roaming canapés
7.15 / 7.30pm Welcome speech from MC's & Awards (20 - 25mins) - Jacqui bringing own microphone - will need a speaker as it will not connect to our speaker system.
Dinner
8.30pm DJ arriving to set up
Relaxed speeches to run off the formalities
Cake
9pm - 11.30pm DJ set (2.5 hours) Black Door opens with DJ.
11.30pm Last call for wind down half hour
12am Conclusion
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Yes BYO cake
MUSIC:
Direct booked DJ
830 for 9ish start till ~1130
Customary for the host to provide drinks to the DJ (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
CONCLUSION
Last call for last drinks order
Wind down half hour - lights slowly increase while music volume slowly decreases.
CLOSE (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)
PACK OUT
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
11.30pm
12am
SECURITY BOOKED:
6.15pm - 12.15pm (6 hours)
FOODClick Eye to see Dining Menu
Food on arrival:
Platters or canapes served before being seated for dining
Seated for dining
7.30pm
Roaming canapes
ENTREE
MAIN
Lamb Shoulder, Salmon with fennel, orange and pomegranate
Side Options
Rocket & parmesan salad
DESSERT
No dessert
Late Night Food:
None
Food & Beverage Service:
Shared Family Banqet (Large platters in the cetnre of the table)
Dietaries:
Updated dietaries :
Ali - Halal and chickpea/hummus allergy but is okay with this being on the table
Salma - Halal
Rikky - no beef or pork
Sadaf - Halal no pork
Sarah - halal
Shaina - Halal (allergy to Fish but is okay with this being on the table)
Ridhi - no beef or pork
Kelly - vegetarian
Natalie - vegetarian
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
5 x Virgin tropical punch
10 x bottles VYC Prosecco Italy (~60 people)
Bar Set Up:
Subsidised drinks (Host pays half, Guest pays half), Open 'Cash' Bar where guests buy their own drinks
Beverage selection to include:
Tap beer, Cider, House wines VYC, House spirits, Mini Spritz cocktails $16, Non-alcoholic
Drinks package (if selected):
None
BAR TAB
$600 limit towards subsidised drinks
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
INVOICING DETAILS
Booking and set up fee
$
1170
Drink on arrival
Food selection
Cake Fee
Decorations
Wireless microphone hire
Entertainment / Extra AV
Security if applicable
865
5430
50
300
TOTAL
7815
Bar TAB to be settled on the night (unless by prior arrangement)
If minimum spend is not reached the balance is charged as a 'venue hire fee'
All fixed costs invoiced approx. 10 days prior to the event. Invoice payment terms are 3 working days unless by prior arrangement.
Deposit
Any deposit paid to either be refunded the following week or deducted from invoice if invoiced.
All costs include GST
Invoicing details
New Zealand Dental Students Association
5d Browns Road, Manurewa, Auckland 2102
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