AUT ECMS Staff Awards Lunch

VYC_Short Logo_Horizontal_FA_NEG_RGB.png

EVENT RUNSHEET

AUT ECMS Staff Awards Lunch

Date:

Friday, December 12, 2025

Guest arrival time:

11:45am

Guest number:

103 Host / Organiser:

Terrence Deng: 020 474 1146 and Chris Baes: 028 8500 0858

General info:

This is going to be an end-of-year staff award event with live music from a band we are bringing in and we will also bring in an MC for the day. We are looking at sit-down lunch catering and drinks services throughout the duration of the event.

Set up:

Option D The Oar Area Addition

Standard VYC table setting set up

Other requirements:

DJ table, Awards table, Wheel chair access (VYC only), VIP rope to block the Black Door second flight of stairs, But open for hand rail access and use of the Black Door bathroom

Dining only

Decorations:

VYC candles & flowers

VYC Christmas tree, and decorations for the Xmas spirit.

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

AV Set Up:

House sound system, VYC large screen (191cm x 109cm), Lectern (no charge), Staging 2x2m $586.50, Staging 40cm high, Wireless microphone $129 incl GST, Powerboard ready to be set up for the band, TBC - presentation sides

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

10.30am

Doors open
Bar set up and ready for service

11.30am

ARRIVAL
Guest arrival time

11:45am

FORMALITIES:

11.30am Doors open
11.45am Arrival Platters on table on arrival (platters served first then arancini / croquettes) to encourage seating and work with the programme time.
Guests to grab a drink on arrival and then be seated on arrival - bar team to direct guests to find a seat as they serve the drink for 12pm speeches
12pm MC Welcome (20 mins)
12.20pm Head of school address
12.40pm Lunch service (30 mins for service - rolling tables - rolling clearing as quickly as possible, but may roll into awards depending on when tables are finished)
1.40pm Staff Awards ceremony
2.50pm Mix and mingle
3.30pm Last call 30 min wind down and departure
4pm Conclusion

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, Live Band

We will bring our own band of four members. They will be bringing their own instruments.
Set times TBC

Customary for the host to provide drinks to the band members (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

3.30pm

4pm

SECURITY BOOKED:

11.45am - 4.15pm (4.5 hours)
Security to manage the door entrance, but assist anyone with mobility issues to be able to enter and exit via the Black Door stairs. This needs to be managed carefully with an event now booked upstairs.

FOODClick Eye to see Dining Menu
Food on arrival:

Platters or canapes served before being seated for dining

Seated for dining

TBC with agenda

Antipasti, Arancini & Croquettes, Vegan Kumera Rosti with Tzatziki and sundried tomato pesto, Vegan Kumara Rosti with Tzatziki and sundried tomato pesto

ENTREE

MAIN

Chicken Cacciatore, Lamb Shoulder, Vegetarian Eggplant Parmigiana, Roast tomato Gnocchi x 1 for Allium allergy, and Vegan Mains

Side Options

Warm seasonal greens, Rocket & Parmesan Salad, Vegan Summer Salad, Dinner bread and salted butter per table

DESSERT

No dessert

Late Night Food:

N/A

Food & Beverage Service:

Sharing platters - 2 per table at each end. Vegetarian and Vegan served individually

Dietaries:

2 x Vegan Krishnamachar Prasad + 1 extra for unexpected dietary requirements
4 x Vegetarian - Parul Tiwari + Nurul Sarkar (only fish / vege) + 2 extra for unexpected dietary requirements.
1 x Vegetarian No Allium Family (Onion, leek, garlic) Matthew Kuo (individual meal Gnocchi)
7 Individual mains. Vegetarian shared sides and entrees are the same. Vegan seperate entree. Kumara Rosti
No Impact Dietaries:
Low Carb / Keto - Daniel - selected menu covers this without any seperate ordering.
No Beef or Pork - Sharda Mujoo - Chicken and Lamb menu selection covers Sharda.

BEVERAGE

Complimentary water available, set up on the bar
Drink on arrival (pre-billed):

Prosecco and Peroni pre-poured for speed of service - included in the drinks package.

Bar Set Up:

3 Hour House Set Package, Tables to have bottle of Pinot Noir, Rose and a white of the tables choice. Topped up to help with speed of service, At each end (6 per table)

Beverage selection to include:

Tap beer, Bottled beer, House wines, House spirits, Cider, Mocktails, Bottomless juice and soft drinks

Drinks package (if selected):

The House Drinks Set - 3 hours $75 (average of 5.4 drinks per guest), including drinks on arrival 15min before the event starts. 11.45am - 3pm. Open 'cash' bar 3 - 4pm?

BAR TAB

N/A

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

400 Drink on arrival

7500

Food selection

9640

Cake Fee

Decorations

Wireless microphone hire

129 Entertainment / Extra AV

586.5 Security if applicable

225 $

Min Food & Bev Spend (if any)

5000

Food & Beverage Spend

Balance to met minimum spend

-12140

17140

TOTAL

18481

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

Terrance via email

directions

For directions and parking options please click here

AUT ECMS Staff Awards Lunch

EVENT RUNSHEET

AUT ECMS Staff Awards Lunch

Date:

Friday, December 12, 2025

Guest arrival time:

11:45am

Guest number:

103

Host / Organiser:

Terrence Deng: 020 474 1146 and Chris Baes: 028 8500 0858

General info:

This is going to be an end-of-year staff award event with live music from a band we are bringing in and we will also bring in an MC for the day. We are looking at sit-down lunch catering and drinks services throughout the duration of the event.

Set up:

Option D The Oar Area Addition

Standard VYC table setting set up

Other requirements:

DJ table, Awards table, Wheel chair access (VYC only), VIP rope to block the Black Door second flight of stairs, But open for hand rail access and use of the Black Door bathroom

Dining only

Decorations:

VYC candles & flowers

VYC Christmas tree, and decorations for the Xmas spirit.

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

AV Set Up:

House sound system, VYC large screen (191cm x 109cm), Lectern (no charge), Staging 2x2m $586.50, Staging 40cm high, Wireless microphone $129 incl GST, Powerboard ready to be set up for the band, TBC - presentation sides

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

10.30am

Doors open Bar set up and ready for service

11.30am

ARRIVAL Guest arrival time

11:45am

FORMALITIES:

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, Live Band

We will bring our own band of four members. They will be bringing their own instruments. Set times TBC

Customary for the host to provide drinks to the band members (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

3.30pm

4pm

SECURITY BOOKED:

11.45am - 4.15pm (4.5 hours) Security to manage the door entrance, but assist anyone with mobility issues to be able to enter and exit via the Black Door stairs. This needs to be managed carefully with an event now booked upstairs.

FOODClick Eye to see Dining Menu Food on arrival:

Seated for dining

TBC with agenda

ENTREE

MAIN

Side Options

DESSERT

Late Night Food:

N/A

Food & Beverage Service:

Sharing platters - 2 per table at each end. Vegetarian and Vegan served individually

Dietaries:

BEVERAGE

Complimentary water available, set up on the bar Drink on arrival (pre-billed):

Prosecco and Peroni pre-poured for speed of service - included in the drinks package.

Bar Set Up:

3 Hour House Set Package, Tables to have bottle of Pinot Noir, Rose and a white of the tables choice. Topped up to help with speed of service, At each end (6 per table)

Beverage selection to include:

Tap beer, Bottled beer, House wines, House spirits, Cider, Mocktails, Bottomless juice and soft drinks

​

Drinks package (if selected):

The House Drinks Set - 3 hours $75 (average of 5.4 drinks per guest), including drinks on arrival 15min before the event starts. 11.45am - 3pm. Open 'cash' bar 3 - 4pm?

BAR TAB

N/A

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

400

Drink on arrival

7500

Food selection

9640

Cake Fee

Set up time / Pack In
Staff onsite for set up; Decorators, DJ, Entertainment, Host checks
Please advise if you require additional set up time

Doors open
Bar set up and ready for service

ARRIVAL
Guest arrival time

We will bring our own band of four members. They will be bringing their own instruments.
Set times TBC

11.45am - 4.15pm (4.5 hours)
Security to manage the door entrance, but assist anyone with mobility issues to be able to enter and exit via the Black Door stairs. This needs to be managed carefully with an event now booked upstairs.

FOODClick Eye to see Dining Menu
Food on arrival:

Complimentary water available, set up on the bar
Drink on arrival (pre-billed):